Salt Spring Island Local Trust Committee special meeting, July 23, 2025

[0:00:00] Trustee Patrick (probable): Yes, we're live streaming. Ready to go. All right. Good morning. I'm Laura Patrick and

[0:00:08] Trustee Patrick (probable): I'm elected on Salt Spring Island in the chair of Trust Council and I'd like to call this meeting

[0:00:14] Trustee Patrick (probable): to order. We always begin by acknowledging how fortunate we are to be meeting in the unceded

[0:00:21] Trustee Patrick (probable): and treated territories of so many Coast Salish First Nations. Trust Council is committed to the

[0:00:27] Trustee Patrick (probable): principles of reconciliation. Trust Council recognizes that reconciliation is fundamental

[0:00:32] Trustee Patrick (probable): to the building of meaningful relationships now and into the future. And the work of reconciliation

[0:00:39] Trustee Patrick (probable): is key to understanding our shared history and preserving and protecting the islands

[0:00:46] Trustee Patrick (probable): for generations to come. Trustees, we should introduce the other trustees before we get going.

[0:00:54] Trustee Patrick (probable): showing uh before us we have uh trustee david maude our vice chair maude from main island

[0:01:02] Trustee Patrick (probable): good morning we have a trustee uh vice chair elliot from uh gabriela island good morning

[0:01:10] Trustee Patrick (probable): and we have um vice chair peterson from the skeedy island good morning for joining us

[0:01:15] Trustee Patrick (probable): and i'm going

[0:01:17] Voice 8: to look over i'm

[0:01:18] Trustee Patrick (probable): going to look over to um our acting cao director sermac to

[0:01:24] Trustee Patrick (probable): to introduce the staff that are joining us today.

[0:01:27] Voice 5: Good morning, everybody.

[0:01:29] Voice 5: I'm coming to you from Salt Spring Island in a new home,

[0:01:32] Voice 5: which is, I was so much more familiar

[0:01:35] Voice 5: with the territory which I was in,

[0:01:37] Voice 5: but I'm still in the unceded territory

[0:01:39] Voice 5: of many Coast Salish First Nations.

[0:01:41] Voice 5: And joining us today are Director Claire Freider,

[0:01:47] Voice 5: Director Julia Mobbs, Director David Marler,

[0:01:55] Voice 5: and hosting us today is

[0:01:59] Voice 5: Lisa Millard.

[0:02:03] Trustee Patrick (probable): And

[0:02:03] Voice 5: I believe I've caught everybody.

[0:02:06] Trustee Patrick (probable): Well, thank you

[0:02:07] Trustee Patrick (probable): very much and welcome for everyone

[0:02:09] Trustee Patrick (probable): and thanks for taking the time to join us today

[0:02:11] Trustee Patrick (probable): and support us.

[0:02:13] Trustee Patrick (probable): Trustees, Vice Chairs, we have

[0:02:15] Trustee Patrick (probable): an agenda before us. I know we do have

[0:02:17] Trustee Patrick (probable): one additional item, which is

[0:02:19] Trustee Patrick (probable): the Island Trust Conservancy's

[0:02:21] Trustee Patrick (probable): request for support for

[0:02:23] Trustee Patrick (probable): geographic information systems.

[0:02:26] Trustee Patrick (probable): With your permission, we can add

[0:02:27] Trustee Patrick (probable): that to the agenda are there any other items that need to be added to the agenda uh vice charlotte

[0:02:37] Voice 11: um could we just have a short discussion on um preparation for the july 29th

[0:02:45] Voice 11: um trust council special meeting and perhaps any advice from this table on um for smooth

[0:02:54] Voice 11: chairing and working through any potential amendments all

[0:03:00] Trustee Patrick (probable): right i guess that would be

[0:03:01] Trustee Patrick (probable): an item under new business if that's okay we'll add that under new business any other additions

[0:03:10] Trustee Patrick (probable): or changes to the agenda can we approve the agenda then through general consent as amended

[0:03:18] Trustee Patrick (probable): excellent thank you very much okay then let's move through our this is a special meeting i

[0:03:26] Trustee Patrick (probable): I should have noted that when we opened up and the first item of business is I've got to go through all of these things where it's going to be the item 4.2.

[0:03:40] Trustee Patrick (probable): It's under the executive committee initiated items. And that is the 2025 UBCM registration.

[0:03:48] Trustee Patrick (probable): There is a short briefing on page three of the agenda package.

[0:03:52] Trustee Patrick (probable): Is there anyone that's going to lead this conversation or go ahead, Vice Chair Mudd?

[0:04:03] Trustee Maude (probable): I guess I'm going to get accused of repeating myself, but let me repeat myself.

[0:04:08] Trustee Maude (probable): Trust Council approved a budget number and attached to that number was the stipulation that two trustees would be attending UBCM.

[0:04:18] Trustee Maude (probable): um so i don't know if i'm being just a little bit too detailed or sticking to um what i believe

[0:04:30] Trustee Maude (probable): the intent of the motion of trust council is what we work with but um i regardless of the

[0:04:38] Trustee Maude (probable): the numbers or the way that we try and manipulate the numbers i still want to to say two members um

[0:04:45] Trustee Maude (probable): go to UBCM. And similarly, I very much support the CAO and Director Frater going to UBCM because

[0:04:57] Trustee Maude (probable): I think that is extremely important. But I just wanted to put it out there at the beginning

[0:05:02] Trustee Maude (probable): that I want to go with the intent and the wording of the motion of Trust Council, which was two

[0:05:11] Trustee Maude (probable): members of the executive attend UBCM. That was the explicit number that was given. Thank you.

[0:05:19] Trustee Patrick (probable): Thank you. Director Mobbs.

[0:05:21] Trustee Patrick (probable): Chair,

[0:05:23] Voice 12: good morning, EC. I just wanted to provide hopefully some clarity to Trustee

[0:05:28] Voice 12: Mobbs' comments there. The recommendation for the budget amount to support AVACC UBCM

[0:05:35] Voice 12: attendance for EC was a recommendation from Financial Planning Committee.

[0:05:38] Voice 12: Committee.

[0:05:39] Voice 12: The Financial Planning Committee recommends dollar amounts to include in the budget.

[0:05:44] Voice 12: They will form their decision on what dollar amounts to recommend based on certain assumptions.

[0:05:51] Voice 12: So the assumption recommendation from SPC at budget time was that we'll fund a level

[0:05:57] Voice 12: that we estimate will support two trustees in attendance.

[0:06:01] Voice 12: Council subsequently approved the total dollar figure.

[0:06:04] Voice 12: If it worked out, UBCM was way cheaper this year for some reason, and therefore we could fit the attendance of more EC members in there.

[0:06:12] Voice 12: It would not be offside because what's important is the dollar value that Trust Council approved.

[0:06:18] Voice 12: But certainly to Trustee Maud's comments, if there's a desire to only send two trustees from executive committee because that had been FPC's recommendation and their basis for the number, that's perfectly acceptable.

[0:06:31] Voice 12: So it's at the will of your decision-making today.

[0:06:38] Trustee Patrick (probable): All right. Thank you.

[0:06:39] Trustee Patrick (probable): Maybe, Director Mobs, I don't know if you're familiar with the report.

[0:06:43] Trustee Patrick (probable): I'm just trying to understand the cost on page four.

[0:06:47] Trustee Patrick (probable): It talks about the overall estimates for members of the executive

[0:06:51] Trustee Patrick (probable): and two senior staff to attend it being 9,940,

[0:06:56] Trustee Patrick (probable): but the table below has a different number.

[0:06:59] Trustee Patrick (probable): Can you walk us through the numbers if you're familiar?

[0:07:04] Voice 12: Sure. Yeah, CAO Brony did ask me to sort of assist with this conversation today because it's largely a budget decision, and so I did take some time to go through the numbers that are there.

[0:07:14] Voice 12: What I see above the table is $9,940. That seems to be adding up all costs, excluding travel costs.

[0:07:24] Voice 12: There is a typo, however. If you add up all costs without travel costs, it should be $9,640. The six and the nine are right above and below each other.

[0:07:34] Voice 12: on the keypad. So I think that's what's going on. But the table does total up correctly. And so the

[0:07:41] Voice 12: estimate there is $10,740, which is over and above the remaining budget that you have to work with

[0:07:49] Voice 12: today, which is around $7,600. That's the amount that's remaining after costs for AVACC have been

[0:07:54] Voice 12: removed. Quick reminder for you, the Salt Spring Island Local Trust Committee did include in their

[0:08:00] Voice 12: budget, an amount of around $1,600 to support Trustee Patrick attending Executive Committee.

[0:08:07] Voice 12: So, of course, that was before Trustee Patrick was elected as chair, but those dollars do still

[0:08:12] Voice 12: reside in the Salt Spring Island LTC budget for this particular purpose. And so, they can be

[0:08:16] Voice 12: directed to this to support the cost of either of the Salt Spring Island trustees attending.

[0:08:22] Voice 12: It may be more appropriate to direct those dollars towards attendance if Trustee Peterson were to go,

[0:08:27] Voice 12: as of course I expect the chair may want to be wearing her chair hat a little more solidly than

[0:08:32] Voice 12: perhaps local island trustee hat but again that's at your discretion so I'm taking that approach if

[0:08:38] Voice 12: you were looking to send two trustees from the main budget and an additional third trustee out

[0:08:42] Voice 12: of the salt spring budget you would have room for three trustees to attend as well as two staff

[0:08:47] Voice 12: members of course there were some other options identified in the report so I think trustee

[0:08:51] Voice 12: Elliott had talked potentially about maybe having some alternate accommodations. That, of course,

[0:08:57] Voice 12: would help with the budget. I can walk you through the exact numbers if you'd like, or we can just

[0:09:03] Voice 12: dive into actual conversation. One of the things I will mention in the report, it does indicate we

[0:09:09] Voice 12: could potentially draw on staff training budgets to support staff attendance at UBCM. My feeling

[0:09:16] Voice 12: is you know usually that it you know it does sort of it has the ability to maybe restrict staff

[0:09:22] Voice 12: ability to take other training in the year but i did have

[0:09:26] Voice 12: a conversation with staff and those

[0:09:28] Voice 12: training budgets this year do have room to support this because of course everyone is

[0:09:31] Voice 12: slamming busy there's no time for training so those dollars aren't being used at this point

[0:09:36] Voice 12: so that is a viable option if you wish to explore that as well so

[0:09:42] Trustee Patrick (probable): trustees with if we were to add

[0:09:45] Trustee Patrick (probable): Or take account of the Salt Spring budget. It could be applied to either myself or Vice Chair Peterson, as we're both members of the local trust committee of Salt Spring. Then my understanding would be that three vice chairs could comfortably go under the budget that we have. Is that correct, Director Mops? Yes.

[0:10:09] Trustee Patrick (probable): um

[0:10:11] Voice 12: that is correct if you're sending three trustees and two staff you would be within

[0:10:17] Voice 12: budget um one of the other points uh to mention is that the cost of the luncheons and the banquets

[0:10:25] Voice 12: this year um they are not included in the registration fee and so if trustees who are

[0:10:33] Voice 12: attending ubcm wish to go to the luncheons or the banquet those would be costs that are not

[0:10:36] Voice 12: built into the the amounts that you see in the report um i did have a look and the cost for a

[0:10:43] Voice 12: luncheon is a hundred dollars and the cost of the banquet is 135 um so we would be looking uh to

[0:10:49] Voice 12: build that into the numbers as well if trustees going to be them wanted to attend those i have

[0:10:54] Voice 12: heard um positive feedback from some of those events particularly the banquet um but that could

[0:11:00] Voice 12: all right

[0:11:02] Trustee Patrick (probable): vice chairs discussion uh vice chair peterson well

[0:11:10] Voice 8: thank you chair i'll just go ahead

[0:11:13] Voice 8: and weigh in here um i think uh there i've got a couple of sort of general concerns i appreciate

[0:11:20] Voice 8: what vice chair mod had to say um we are in a in a unusual situation i guess because of the salt

[0:11:29] Voice 8: spring um ltc specific funding so i think that mitigates a little bit in terms of

[0:11:36] Voice 8: um the actual numbers we send appreciate uh director mob's um uh sort of perspective on

[0:11:45] Voice 8: coming it up from the budget approach um but i i guess one of my big concerns here is that

[0:11:53] Voice 8: we're at this juncture where we're looking at uh sending some of us um not all of us

[0:12:02] Voice 8: and i guess in the longer bigger picture i'm concerned a bit about the equity of

[0:12:08] Voice 8: of um having to pick and choose amongst uh which vice chairs um go and it's it's not uh it's not a

[0:12:21] Voice 8: comfortable space to be in um so like i know that last year i i stepped uh out of abicc um

[0:12:34] Voice 8: vice chair mod did the same this year um what are the what are the values uh and and the utility of

[0:12:46] Voice 8: of having vice chairs attend these sessions.

[0:12:51] Voice 8: Who is it important to send and why?

[0:12:54] Voice 8: Is it the representation across the trust area?

[0:12:59] Voice 8: Is it, again, we have a special situation

[0:13:05] Voice 8: in that Salt Spring LTC did approve funding here,

[0:13:09] Voice 8: but there's some kind of going a little bit

[0:13:10] Voice 8: larger picture here.

[0:13:12] Voice 8: and i'm i'm thinking about how we approach this for the next budget cycle um certainly there's

[0:13:22] Voice 8: differences of opinion um through this body in through and working through the other bodies

[0:13:29] Voice 8: and so i'm just kind of want to recognize that that and and i'm not delighted that we're at this

[0:13:36] Voice 8: juncture where we're having to make these decisions in a way that does bring me back

[0:13:44] Voice 8: to I think the opportunity for various members of executive to attend these functions because

[0:13:50] Voice 8: I think they're really important. And each member of this executive has different things to offer

[0:13:57] Voice 8: and different ways of absorbing the value out of these sort of functions. So completely unhelpful

[0:14:05] Voice 8: as far as making the decision, but I just wanted to kind of

[0:14:09] Voice 8: share where my thinking's at.

[0:14:13] Trustee Patrick (probable): Thank you. Vice Chair Elliott.

[0:14:19] Voice 11: Yeah, it's a really tough

[0:14:21] Voice 11: decision. There's logistics to consider and also

[0:14:25] Voice 11: the value that executive committee

[0:14:29] Voice 11: members would bring back for Trust Council broadly and other trustees

[0:14:33] Voice 11: and the value or the

[0:14:36] Voice 11: the, um, opportunities, I guess, to present different aspects of the Islands Trust work.

[0:14:45] Voice 11: Um, I'm, I think if we're talking about sort of equitable distribution, that's really,

[0:14:56] Voice 11: it's really tough because each year is different. Um, we could say two vice chairs go this year

[0:15:04] Voice 11: and support the chair, and the other two go next year.

[0:15:09] Voice 11: I do think the chair of Salt Lake,

[0:15:11] Voice 11: there should be strong Salt Spring representation.

[0:15:14] Voice 11: And if the chair of Trust Council is representing more broadly

[0:15:19] Voice 11: the Trust Council's initiatives,

[0:15:23] Voice 11: perhaps the chair of Salt Spring should be going.

[0:15:28] Voice 11: That's an important consideration.

[0:15:29] Voice 11: consideration. Another one is the Tiny Homes Project, which you all know I'm

[0:15:38] Voice 11: fond of presenting on and talking about and liaising with whoever I can talk to in the

[0:15:45] Voice 11: housing space about the opportunity. We still have not heard back whether that session proposal,

[0:15:51] Voice 11: proposal, which I am listed as a potential presenter, is accepted. So that was put forward

[0:16:00] Voice 11: by RDN Director Vanessa Craig. She can present on it as well as their staff. I just think somebody

[0:16:07] Voice 11: from Islands Trust should speak to it and represent the initiative in our other meetings

[0:16:17] Voice 11: and liaising with other local government officials. I think it's an important

[0:16:20] Voice 11: initiative that highlights the um the work of the trust in convening other agencies but uh

[0:16:28] Voice 11: chair patrick's well able to do that as well so i'm pretty ambivalent um i can travel each day

[0:16:37] Voice 11: i'm perfectly happy to um find a comp my own accommodations in victoria if it's important

[0:16:44] Voice 11: important uh for me to go and if it's not then i can skip this one and next year is another

[0:16:50] Voice 11: opportunity we can re-evaluate then so i have no strong sentiments either way but i do think

[0:16:58] Voice 11: there should be good representation from salt spring either way thanks all

[0:17:02] Trustee Patrick (probable): right thank you

[0:17:03] Trustee Patrick (probable): vice chairs i realize i don't know how we got this on this today's agenda because i thought

[0:17:07] Trustee Patrick (probable): the early bird was not to like after our next meeting and that was going to give us a chance

[0:17:12] Trustee Patrick (probable): to hear back on uh whether or not the tiny homes uh presentation was accepted or not which i believe

[0:17:21] Trustee Patrick (probable): is heard on the 25th of this month

[0:17:25] Voice 11: yes i think they're making their decision i thought it was

[0:17:33] Voice 11: actually august 9th but let me double check i

[0:17:37] Trustee Patrick (probable): think we reversed the uh panels and the

[0:17:41] Trustee Patrick (probable): the early bird but um so trustees our vice chairs we can either commit to a number continue to think

[0:17:54] Trustee Patrick (probable): about names um up until the deadline for register for the withdrawing from i think we're all

[0:18:02] Trustee Patrick (probable): registered to save the early bird amount but we can withdraw by a certain date to not be penalized

[0:18:08] Trustee Patrick (probable): um so how would you like to proceed uh director mobs thanks

[0:18:23] Voice 12: chair i think what might be helpful

[0:18:24] Voice 12: initially is just making some decisions around do you intend to dip into the salt spring island

[0:18:29] Voice 12: budget because that's going to impact decision making uh do you intend to fund the luncheons

[0:18:35] Voice 12: and the banquet for any trustees or staff who are attending um those two decisions will help

[0:18:41] Voice 12: us understand sort of what we're working with um so maybe making the decisions on those

[0:18:46] Voice 12: today for sure would be ideal all

[0:18:49] Trustee Patrick (probable): right vice chairman thank

[0:18:53] Trustee Maude (probable): you chair um i'll preface this

[0:18:56] Trustee Maude (probable): i'll make a motion but um salt spring right now um we next thing on our agenda is discussing a

[0:19:05] Trustee Maude (probable): shortfall on the budgeting for the office so salt spring is looking for some funds um i don't know

[0:19:11] Trustee Maude (probable): what the motion was made at the salt spring local trust committee um what was it to to send trustee

[0:19:18] Trustee Maude (probable): Patrick at the time or a trustee

[0:19:21] Trustee Maude (probable): because

[0:19:22] Trustee Maude (probable): of course we have a third trustee

[0:19:24] Trustee Maude (probable): Trustee Harris

[0:19:25] Trustee Maude (probable): so maybe this has to go to that

[0:19:27] Trustee Maude (probable): budget item needs to go back to the local

[0:19:30] Trustee Maude (probable): trust committee to decide which trustee

[0:19:32] Trustee Maude (probable): will be attending on behalf of the local trust committee

[0:19:34] Trustee Maude (probable): if somebody was not named

[0:19:38] Trustee Maude (probable): as far as the lunch

[0:19:40] Trustee Maude (probable): and the banquets

[0:19:42] Trustee Maude (probable): personally I've never attended the

[0:19:44] Trustee Maude (probable): banquet but I didn't receive any

[0:19:46] Trustee Maude (probable): really good positive feedback from other people who have attended the banquet the lunches I have

[0:19:51] Trustee Maude (probable): attended and I found you know not useless there's some networking opportunities but that those

[0:19:57] Trustee Maude (probable): going to take place outside of the the room but it's a lot of money for what I felt very little

[0:20:04] Trustee Maude (probable): reward um so I would be opposed to sending staff or sending anybody to to either the banquet or

[0:20:10] Trustee Maude (probable): or the luncheons on the taxpayer's dollar.

[0:20:14] Trustee Maude (probable): And I will move that executive committee recommend,

[0:20:22] Trustee Maude (probable): I don't know where we're standing on that,

[0:20:24] Trustee Maude (probable): two members of the executive to attend UBCM.

[0:20:30] Trustee Maude (probable): And that's it, I'll leave it at that.

[0:20:35] Trustee Patrick (probable): All right, there is a suggested motion

[0:20:37] Trustee Patrick (probable): in the staff report as well as on the agenda package.

[0:20:43] Trustee Maude (probable): I'm not reading what I'm supposed to be doing.

[0:20:45] Trustee Maude (probable): I will move the executive committee

[0:20:46] Trustee Maude (probable): approve the attendance for trustees.

[0:20:48] Trustee Maude (probable): So I'm going to have to name people,

[0:20:50] Trustee Maude (probable): which I don't know if we're there.

[0:20:54] Trustee Maude (probable): So certainly chair Patrick needs to go.

[0:21:02] Trustee Maude (probable): And I'm not going to be attending.

[0:21:06] Trustee Maude (probable): I'm reluctant to list another trustee.

[0:21:09] Trustee Maude (probable): So I'll say chair Patrick

[0:21:11] Trustee Maude (probable): and another member of the executive,

[0:21:13] Trustee Maude (probable): executive chief administrator officer brony um um director freighter at the ubcm 2025 union of bc

[0:21:22] Trustee Maude (probable): municipalities convention all

[0:21:26] Trustee Patrick (probable): right we we have that motion before we second it i'm going to look

[0:21:30] Trustee Patrick (probable): to the other two vice chairs on how we how we feel about that or do we want to put a name in

[0:21:36] Trustee Patrick (probable): there vice chair peterson uh

[0:21:39] Voice 8: i have a question do we know when someone was just mentioning there's

[0:21:46] Voice 8: a deadline to um withdraw we know when that is and can we find that out um before we've made uh

[0:22:00] Trustee Patrick (probable): uh vice chair of a vice chair i'm gonna elevate you to an elected official director mobs but

[0:22:05] Trustee Patrick (probable): director mouse i'll

[0:22:08] Voice 12: take it um i think it's in the report i'd have to scroll back but august

[0:22:13] Voice 12: 8th is coming to mind cancellations must be done by august 8th to ensure a full refund on

[0:22:18] Voice 12: registration yes

[0:22:19] Trustee Patrick (probable): and i think that's also the early bird date if i recall correctly as well

[0:22:24] Trustee Patrick (probable): but we're all there so thank you uh vice chair elliott um

[0:22:31] Voice 11: i'm just gonna be um frank um i've

[0:22:39] Voice 11: done a lot of work on the tiny house project and i am um fairly sure that some version of

[0:22:48] Voice 11: this session proposal will be accepted we won't know until the 25th as chair patrick said um

[0:22:58] Voice 11: i do think i could support um that session as well as liaise with

[0:23:06] Voice 11: the other housing advocates throughout the province to elevate this project

[0:23:12] Voice 11: that the Islands Trust initiated and put $20,000 behind and really is a

[0:23:18] Voice 11: highlight for our working together mandate. So I would like to go to UBCM to

[0:23:26] Voice 11: move that initiative forward and would make every effort to reduce

[0:23:30] Voice 11: accommodations and travel costs um even if that's just to go for the one day of the session but like

[0:23:37] Voice 11: i said we won't know until in two days time whether that proposal is accepted um but i feel

[0:23:45] Voice 11: quite strongly that that's an important initiative and this is the year to highlight the trust work

[0:23:50] Voice 11: in this area thank you all

[0:23:54] Trustee Patrick (probable): right um and i can speak from the um salt springs budget because

[0:23:57] Trustee Patrick (probable): Because I know I was involved. The resolution that's on record is for two trustees to attend the UBCM.

[0:24:08] Trustee Patrick (probable): But in preparing the budget for finalizing the dollar numbers, Trustee Harris said he would not be attending.

[0:24:16] Trustee Patrick (probable): And the attendance was based on the dollar value was based on me and commuting every day to Victoria.

[0:24:25] Trustee Patrick (probable): you um vice chairman yeah

[0:24:29] Trustee Maude (probable): um just because the timing seems to be a little bit messy as to the

[0:24:34] Trustee Maude (probable): appropriateness is that can we not just agree amongst ourselves that the if if my motion goes

[0:24:40] Trustee Maude (probable): forward that the the second um attendee would be at the the choosing of the chair um so um

[0:24:48] Trustee Maude (probable): she can have subsequent conversations and decide who the most appropriate person to be the second

[0:24:54] Trustee Maude (probable): and member attending so that we don't have to decide the name today thank you oh

[0:25:01] Trustee Patrick (probable): i see um

[0:25:05] Trustee Patrick (probable): this is not a second in motion so we can still play with the wording if that

[0:25:09] Trustee Patrick (probable): does that seem to be a solution that would work to give us a few days for director mobs uh certainly

[0:25:18] Voice 12: if you see approves that the chair make that decision that would be acceptable um but um

[0:25:24] Voice 12: I just want to clarify, there's been some comments supporting maximum two trustees

[0:25:29] Voice 12: attending. Some comments saying that's a rough go. We want to do it differently if there's room

[0:25:35] Voice 12: in the budget. So have we landed that conversation yet? Because that's going to help us determine

[0:25:41] Voice 12: what options there are. If the budget supports all trustees going, for example, is that something

[0:25:48] Voice 12: executive wants to undertake? Or if it supports three, is that what you want to take? Or have

[0:25:53] Voice 12: Have we decided that just to, well,

[0:25:59] Trustee Patrick (probable): like I think

[0:25:59] Voice 12: that's a key thing to address right away. And then

[0:26:02] Voice 12: also are we funding luncheons and banquets? Cause that'll help me rework budget numbers in the

[0:26:07] Voice 12: background to determine what's workable. If you did want to send more than two trustees.

[0:26:11] Trustee Patrick (probable): I know, I know I could forego the luncheons and banquet. Are there any of you that would feel

[0:26:17] Trustee Patrick (probable): differently about luncheons and banquets? So could we agree that we would forego the luncheons and

[0:26:22] Trustee Patrick (probable): banquets i think thumbs am i seeing that's agreement so i think we're all in agreement that

[0:26:28] Trustee Patrick (probable): lunches and banquets are off the table um vice chair peterson yeah to director

[0:26:36] Voice 8: and mob's point there uh um and it's probably restating what i said earlier but uh

[0:26:42] Voice 8: if there was budget i i think um all members of the executive should should go um and uh

[0:26:51] Voice 8: Uh, so I, I think the director's right.

[0:26:57] Voice 8: We need to, before we advance this motion, we need to finalize the numbers.

[0:27:03] Voice 8: Uh, and, and obviously this motion says the chair plus one.

[0:27:09] Voice 8: Um, so, so that would have that effect.

[0:27:13] Voice 8: Um, and I guess just sort of a little reflection.

[0:27:17] Voice 8: um i don't look at these events as um something that i you know particularly desire to go and do

[0:27:32] Voice 8: i look at this more as um duty uh and that's my approach so while i kind of like the idea of

[0:27:43] Voice 8: having an extra week uh to myself and in september um yeah i just wanted to like i'm i don't i don't

[0:27:51] Voice 8: find these things um like a pleasure to go to i find them an opportunity to do the work

[0:27:59] Trustee Patrick (probable): i'm going

[0:28:00] Trustee Patrick (probable): to make a

[0:28:00] Voice 8: suggestion that's my approach okay

[0:28:02] Trustee Patrick (probable): i'm going to make a suggestion that we table this for

[0:28:04] Trustee Patrick (probable): a moment and ask director mobs to do some more penciling i think there could be some nights of

[0:28:10] Trustee Patrick (probable): hotels shaved off because we don't know that the the the um schedule or the schedule of events

[0:28:19] Trustee Patrick (probable): isn't out yet uh so you know i i for one i'm happy to commute back to salt spring on certain nights

[0:28:27] Trustee Patrick (probable): but not if i have a seven o'clock event the next morning um that's where it becomes challenging

[0:28:32] Trustee Patrick (probable): so um if we were to just cut back on some of the hotel nights and uh include the salt spring

[0:28:40] Trustee Patrick (probable): bring budget into this um what dollar value would we have to work with um and maybe we could get

[0:28:48] Trustee Patrick (probable): close to all four because i i would it'd be wonderful if all four of us could be there

[0:28:52] Trustee Patrick (probable): there's benefit when we have the meetings with staff and and ministers no doubt so if that's

[0:28:59] Trustee Patrick (probable): all right with you vice chair mod if we could just park a table this for a little bit go on

[0:29:04] Trustee Patrick (probable): to the other discussions and see if director mobs can do some quick penciling to to deal with that

[0:29:09] Trustee Patrick (probable): Director Mobs?

[0:29:11] Voice 12: I have all the numbers ready to go.

[0:29:13] Trustee Patrick (probable): Oh, you've got them already. You're fast.

[0:29:15] Trustee Patrick (probable): Those spreadsheets are handy. What do

[0:29:18] Voice 12: you have for numbers?

[0:29:21] Voice 12: So if we're looking for four trustees

[0:29:24] Voice 12: to attend UVCM, one trustee taking advantage of the cheaper hotel reservation that's already

[0:29:31] Voice 12: booked and one trustee foregoing cost of accommodation and also funding the attendance

[0:29:36] Voice 12: and it's for two staff out of EC's budget, there's a shortfall.

[0:29:40] Voice 12: So that wouldn't be workable to fund all of that.

[0:29:43] Voice 12: If you'd like to send all members of EC, one taking advantage of the cheaper hotel,

[0:29:49] Voice 12: one with no accommodation, and only funding one staff person from the EC budget,

[0:29:53] Voice 12: you could fund the other staff person from their department training budget

[0:29:57] Voice 12: that you can fit that into.

[0:30:00] Voice 12: the allotted budget that you have and then again if you were to fund all four executive committee

[0:30:06] Voice 12: members and fully fund both staff from other training budgets then that also provides space

[0:30:12] Voice 12: in the budget to actually fund some extras if you wanted to go to luncheons and banquets etc

[0:30:16] Voice 12: so it is workable either by having staff paid for out of their own budgets or having

[0:30:25] Voice 12: one trustee for go accommodation and for sure take advantage of the cheaper reservation that's

[0:30:29] Voice 12: already on hand and

[0:30:30] Trustee Patrick (probable): have you um that factored in the salt spring budget correct

[0:30:36] Voice 12: it does factor in

[0:30:37] Voice 12: the salt spring budget i think if um only two members of ec were to attend it would not be

[0:30:42] Voice 12: appropriate for us to draw on the salt spring island budget um if more than two are attending

[0:30:47] Voice 12: i think it's appropriate to use it it was specifically designated for a salt spring

[0:30:53] Voice 12: island member to attend this event all

[0:30:56] Trustee Patrick (probable): right vice chairs my recommendation is that we just say all

[0:31:00] Trustee Patrick (probable): all four, and that we work through the scheduling of, you know, the days of events and use the

[0:31:07] Trustee Patrick (probable): management of the expenses of traveling to and from to our advantage to allow for all four of

[0:31:15] Trustee Patrick (probable): us to be there. Does that make sense to you, Vice Chairman?

[0:31:22] Trustee Maude (probable): Okay, my discomfort now becomes

[0:31:26] Trustee Maude (probable): comes hindsight, because if we were going down the road of considering four, I would have been

[0:31:33] Trustee Maude (probable): a lot more comfortable if last week we'd pulled trustees and said, hey, this is where we're

[0:31:38] Trustee Maude (probable): sitting. This is where the numbers are. Would you support sending four or three members of the

[0:31:44] Trustee Maude (probable): executive and get that endorsement from trust counsel? At this point, I'm pretty uncomfortable

[0:31:52] Trustee Maude (probable): comfortable expanding out to four because again because i thought we had clear direction um

[0:32:00] Trustee Maude (probable): two to three is is a slippery slope which i'm not comfortable with um two to four i i just think you

[0:32:08] Trustee Maude (probable): know we're not respecting what the intent of what we heard from our fellow trustees um so in in our

[0:32:17] Trustee Maude (probable): interest yeah i'm all for going let's vote for it but in in that i'm a member of trust council

[0:32:25] Trustee Maude (probable): and and and a number was given up too that's the number that i'm sticking with um

[0:32:31] Trustee Maude (probable): um and then and until we have some sort of other mandate and i would have been perfectly comfortable

[0:32:35] Trustee Maude (probable): if we had this conversation so we're thinking about it this is where we are my recommendation

[0:32:40] Trustee Maude (probable): at the last meeting would be well let's get a quick poll of trustees so at least we get

[0:32:44] Trustee Maude (probable): some sort of like unofficial endorsement for doing this or not doing it um at this late date i'm

[0:32:51] Trustee Maude (probable): really uncomfortable with the number four thank you my

[0:32:54] Trustee Patrick (probable): understanding from director mobs is we go

[0:32:57] Trustee Patrick (probable): by budget and if we if we remain within budget i think that is what um what are we're honoring

[0:33:04] Trustee Patrick (probable): trust council by remaining within budget going over budget i would absolutely agree would be

[0:33:11] Trustee Patrick (probable): we would require direction from trust council but if we remain within the budget that's been

[0:33:16] Trustee Patrick (probable): allocated for us to attend this event then we're you know i i feel comfortable i don't know how

[0:33:24] Trustee Patrick (probable): other vice chairs feel is there a vice chair that would like to put a motion on the floor for all

[0:33:29] Trustee Patrick (probable): for the four to attend and then i'll look to staff if we were to just have one

[0:33:39] Trustee Patrick (probable): staff person in the motion could we then cover cover the other staff perhaps through training

[0:33:49] Trustee Patrick (probable): uh director mobs i

[0:33:52] Voice 12: would recommend naming all staff that you wish to attend ubcm and how the

[0:33:55] Voice 12: funding is a bit of a separate conversation super you can

[0:33:58] Voice 12: tag that onto the resolution

[0:33:59] Voice 12: or just note in the minutes that that's um the understanding okay

[0:34:03] Trustee Patrick (probable): i don't know if uh director

[0:34:06] Trustee Patrick (probable): Director, Vice Chair Mott, is your hand still raised?

[0:34:09] Trustee Patrick (probable): Oh,

[0:34:09] Trustee Maude (probable): my apologies.

[0:34:12] Trustee Patrick (probable): Do one of the Vice Chairs, do you want to add all four

[0:34:14] Trustee Patrick (probable): and just we'll operate within, you know,

[0:34:18] Trustee Patrick (probable): you could either add that we'll operate within the budget,

[0:34:22] Trustee Patrick (probable): organize ourselves to operate within the budget.

[0:34:27] Trustee Patrick (probable): Vice Chair Elliott, I see shaking.

[0:34:30] Voice 11: I'm kind of with Vice Chair Mott on this.

[0:34:32] Voice 11: I don't think it's a good signal to send all four AC members.

[0:34:38] Voice 11: If we are trying to reduce the budget and the intent from a natural planning committee was to send two, I don't agree that that's a signal from Trust Council.

[0:34:52] Voice 11: I think the intent of that resolution was to reduce the budget.

[0:34:56] Voice 11: So if we stay within the budget that's allocated, totally fine.

[0:35:01] Voice 11: I just think this is a lean year and to have all four of us go there need to be like, what are we advocating for? What's the what is the purpose of being there? And what are we bringing back to Trust Council?

[0:35:14] Voice 11: Council. I'm pretty clear on the responsibilities of the roles that I'm not just there for

[0:35:20] Voice 11: tiny houses, but I, sorry, but my name is on a session proposal that according to Director Craig

[0:35:29] Voice 11: is probably accepted. We just heard it will be probably grouped together with other jurisdictions.

[0:35:36] Voice 11: I know there's going to be a lot of conversation on tiny homes. I would like to represent that

[0:35:41] Voice 11: um and the other issues that um dress council advances so i can't keep saying um that but

[0:35:52] Voice 11: if there is a role and if it's this year um i would like to go uh but i'm not going to push

[0:36:02] Voice 11: my initiative this how do i say it's like we need to just make a decision let's send two

[0:36:12] Voice 11: and I think

[0:36:15] Voice 11: chair you're going to have to decide

[0:36:17] Voice 11: what will best support you

[0:36:19] Voice 11: in advocacy

[0:36:20] Voice 11: for Islands Trust

[0:36:23] Trustee Patrick (probable): alright then we'll go back to the

[0:36:25] Trustee Patrick (probable): original motion although it needs a couple wording

[0:36:27] Trustee Patrick (probable): changes another member of the executive

[0:36:29] Trustee Patrick (probable): to be selected by the chair

[0:36:31] Trustee Patrick (probable): is that sufficient

[0:36:44] Trustee Patrick (probable): information I'll look to director Mobs is this motion

[0:36:47] Trustee Patrick (probable): okay then as written

[0:36:50] Voice 12: well I would add the word committee

[0:36:52] Voice 12: after the second executive committee

[0:36:54] Voice 12: just to ensure we don't

[0:36:55] Voice 12: can choose it with the executive staff good thing yeah i think that's uh that's understandable

[0:37:07] Voice 12: all

[0:37:09] Trustee Patrick (probable): right and so i think this uh vice chair mod had read read the motion earlier uh we just made

[0:37:17] Trustee Patrick (probable): that one change are you still okay with this motion as it's uh just slightly amended vice

[0:37:22] Trustee Patrick (probable): chair mod yes

[0:37:23] Trustee Maude (probable): thank you and

[0:37:24] Trustee Patrick (probable): you're still willing to make this motion i

[0:37:26] Trustee Maude (probable): absolutely all right then

[0:37:28] Trustee Patrick (probable): is there a second to this motion? Second by Vice Chair Elliott. Any discussion? Vice Chair Peterson.

[0:37:39] Voice 8: Yeah, I just spent a moment scrambling around in the minutes of financial planning committee

[0:37:47] Voice 8: and the motion that passed the financial committee did reference reducing the executive

[0:37:55] Voice 8: committee members to two and reducing the amount by 9,000.

[0:38:01] Voice 8: Didn't find the trust council motion.

[0:38:05] Voice 8: And of course it's probably, as the director said,

[0:38:08] Voice 8: probably more about the numbers, but just for my own clarity,

[0:38:13] Voice 8: I wanted to go back and look at that FPC motion.

[0:38:18] Voice 8: Other than that, again,

[0:38:22] Voice 8: Again, my concern is that we don't set a precedent, perceived or real, here.

[0:38:37] Voice 8: I'm absolutely confident and content to let the chair make this decision because of who the chair is.

[0:38:47] Voice 8: But I don't think that if we were to be talking about establishing practice into the future, I don't think any of this is good practice.

[0:38:56] Voice 8: I don't think it's good practice to be in a position where we're picking and choosing who's going in this manner.

[0:39:03] Voice 8: And I don't think it's a good practice to be delegating these decisions, a decision like this to the chair.

[0:39:09] Voice 8: so again I'm just going to express my general unhappiness with the fact that we have come to

[0:39:16] Voice 8: this pass and participated in that being the way it is and I'm just going to leave it there

[0:39:25] Voice 8: not delighted with where we have found find ourselves today all

[0:39:32] Trustee Patrick (probable): right Vice Chair Mudd

[0:39:33] Trustee Patrick (probable): yeah

[0:39:34] Trustee Maude (probable): I'm just concurring 100% with what Vice Chair Peterson just said

[0:39:39] Trustee Maude (probable): um the trust policy um on this matter is that four members the executive attend

[0:39:46] Trustee Maude (probable): i support that policy um however with i'm reverting back to two number that's the instruction

[0:39:55] Trustee Maude (probable): we have i at next budget i will be standing up with a stronger voice than i did at the financial

[0:40:01] Trustee Maude (probable): planning committee um that four members the executive should be attending because that i

[0:40:06] Trustee Maude (probable): I believe, respects policy and is in the best interest of the trust

[0:40:12] Trustee Maude (probable): and makes for a better experience at UBCM for Islands Trust

[0:40:17] Trustee Maude (probable): to get exposure and do its good work.

[0:40:20] Trustee Maude (probable): But I'm just favoring back to the two number.

[0:40:23] Trustee Maude (probable): That's where it's at, and I have to respect that,

[0:40:26] Trustee Maude (probable): and that's where I'm supporting this.

[0:40:27] Trustee Maude (probable): Thank you.

[0:40:30] Trustee Patrick (probable): All right.

[0:40:31] Trustee Patrick (probable): I do respect everyone here.

[0:40:34] Trustee Patrick (probable): I do, and I would have happily have supported using the Salt Spring numbers.

[0:40:40] Trustee Patrick (probable): I know three is not four, but it's more than two.

[0:40:45] Trustee Patrick (probable): And I would have also supported just making us work within the budget that we have.

[0:40:50] Trustee Patrick (probable): And I think with some good planning, we could have done all four.

[0:40:54] Trustee Patrick (probable): But the motion is on the floor.

[0:40:56] Trustee Patrick (probable): It's up, Director Mobs.

[0:40:57] Trustee Patrick (probable): I

[0:40:59] Voice 12: just wanted to clarify, Chair, based on the comment you just said.

[0:41:02] Voice 12: if the executive committee approves two members attend the salt spring ltc still has the ability

[0:41:08] Voice 12: to send a trustee from that local trust committee so um you could still end up with three members

[0:41:14] Voice 12: from executive committee in attendance based on that um so just wanted to to clarify that way

[0:41:21] Trustee Patrick (probable): all right thank you all right trustee vice chairs we have this motion on the floor if there's no

[0:41:28] Trustee Patrick (probable): further discussion i will call the vote oops sorry uh vice chair peterson are you voting

[0:41:33] Voice 8: uh no i just had a question on the director's last point um just in terms of decision-making process

[0:41:41] Voice 8: uh salt spring had already decided to allocate those funds um this motion doesn't speak to that

[0:41:53] Voice 8: whatsoever salt spring ltc is not going to have another meeting for quite a while

[0:41:59] Voice 8: Um, so, or maybe this is more, uh, uh, uh, uh, uh, acting CAO, uh, CIRMAC question, but, uh, um, that, that decision-making seems like that would not be made in this body then if this body is not going to use those funds and allocate it.

[0:42:21] Voice 8: So I'm just asking the question, how would that, how and when would that decision be made then to send or not to send a Salt Spring representative with that funds?

[0:42:34] Trustee Patrick (probable): Director Moms.

[0:42:37] Voice 12: So the Salt Spring Island LTC has already made the decision that they want a trustee to attend.

[0:42:44] Voice 12: And that's why the number is in the budget.

[0:42:46] Voice 12: I had understood from what Chair Patrick was saying a few moments ago that there was already some conversation at the LTC around who would be attending and that initially it was Trustee Patrick and Trustee Harris, but that Trustee Harris has now indicated he won't be attending.

[0:43:06] Voice 12: So it sounded like that conversation had already been had and established and so we wouldn't need a further decision from the LTC.

[0:43:16] Voice 12: The budget is there as long as only one trustee is going and that's supported by the LTC, everything would be fine.

[0:43:23] Voice 12: If for some reason there was, you know, changes to that and an alternate trustee was now being considered,

[0:43:32] Voice 12: You could look to an RWM, and I'd look to Director Cermak, to acting CAO Cermak, to confirm that would be appropriate for the LTC.

[0:43:44] Voice 5: So confirmed.

[0:43:46] Trustee Patrick (probable): There you go.

[0:43:48] Trustee Patrick (probable): All right, Vice Chair Elliott, we're still discussion on the motion.

[0:43:55] Voice 11: I think

[0:43:56] Voice 11: it's kind of a, this is a path.

[0:43:59] Voice 11: If Salt Spring LTC has already decided to send somebody,

[0:44:03] Voice 11: I think the chair of the LTC should go from that budget, and the chair can choose to take myself or Trustee Maude as members of the executive and then be supported with three vice chairs, and I think we'd meet the budget.

[0:44:27] Voice 11: So it sounds like there's enough to go around with this resolution and with the Salt Springs resolution sort of already directing that. So I think it's all workable. So I support this resolution and for the chair of Salt Springs LTC to go from that budget if it's still available.

[0:44:54] Voice 11: All

[0:44:56] Trustee Patrick (probable): right. Well, we'll have those conversations at another time. Then, if there's no further discussion, I'm going to, sorry, Vice Chair Peterson.

[0:45:05] Voice 8: Yeah, thanks, and sorry to head off the vote for an extra moment or two here, but I just have to say I actually don't support this resolution.

[0:45:17] Voice 8: resolution um i i'm not going to get into reiterating all the things i've already said

[0:45:23] Voice 8: um because i i think i've said them enough times and and i think this motion runs counter to

[0:45:30] Voice 8: the the beliefs that i stated and the values that i that i already enunciated so i actually

[0:45:36] Voice 8: can't support this okay

[0:45:41] Trustee Patrick (probable): is there an alternative that you would support so so what is it you are

[0:45:45] Trustee Patrick (probable): are supporting well

[0:45:49] Voice 8: as i said before i i'm i'm in support of um the policy that executive members

[0:45:58] Voice 8: um attend and i think that means all of us and as i also stated a little bit earlier um you know

[0:46:05] Voice 8: in this particular case i i i i'm okay with with the chair choosing uh but i actually don't like

[0:46:14] Voice 8: I don't like putting the chair in this position, and I don't like the position we're in, and I'm really disappointed and frustrated here, and I just actually don't think I can vote for this because I don't think, from a principal point of view, this is what we should be doing.

[0:46:36] Trustee Patrick (probable): All right. Thank you.

[0:46:37] Trustee Patrick (probable): Vice Chair Elliott.

[0:46:38] Trustee Patrick (probable): it. So

[0:46:41] Voice 11: policies are here to direct best practices. And then in the context in which we find

[0:46:51] Voice 11: ourselves, we need to consider all the things, including policy. And I think one of the big

[0:47:00] Voice 11: considerations this year is budget. As long as we stay under budget that is directed by

[0:47:07] Voice 11: Financial Planning Committee. They're the body that advises Trust Council on how to manage its

[0:47:12] Voice 11: budget. I think the leadership question of who represents Trust Council and how best to support

[0:47:20] Voice 11: Council's initiatives at the convention is a decision for this body. It's appropriate to decide

[0:47:27] Voice 11: based on budget and policy and the context and the requests or the resolutions that Council's

[0:47:33] Voice 11: making and the initiatives and the projects. And that's a leadership question. I'm comfortable

[0:47:38] Voice 11: leaving it to the chair to determine how best she can be supported. So I do support this motion.

[0:47:45] Voice 11: It aligns with the intent of reducing the budget, but I don't think the policy necessarily

[0:47:52] Voice 11: supersedes in this case by directing either four people or not none at all. I just think

[0:48:00] Voice 11: think it's one of the pieces that informs our decision of who goes to convention to support

[0:48:07] Voice 11: and represent Trust Council. Thanks.

[0:48:11] Trustee Patrick (probable): All right. Thank you. Any further discussion? If not, I'm

[0:48:15] Trustee Patrick (probable): going to call the vote. We're spending a lot of time on this, so I'm going to call the vote. All

[0:48:18] Trustee Patrick (probable): those in favor, please raise your hands. All right. Lower your hands. Any opposed? That carries.

[0:48:30] Trustee Patrick (probable): All right, then. Decisions left with me and come at another time. Okay, let's move on because I'd like to keep us moving on our agenda. Sorry, I'm trying to work with one screen.

[0:48:46] Trustee Patrick (probable): So our next item here is in Trust Area Services, item 422-1, is the Policy Statement Amendment Project Public Survey, beginning on page 6 of the agenda package.

[0:49:02] Trustee Patrick (probable): Who is going to present that today? Is Director Frater with us?

[0:49:06] Voice 2: I will present this, Chair.

[0:49:08] Trustee Patrick (probable): Ah, there you are. Yes, please go ahead. I don't know what to call you, Staff Member Yeomans.

[0:49:16] Voice 2: That'll do.

[0:49:20] Voice 2: Good morning, trustees. Presented here for your endorsement is the survey that we are planning

[0:49:25] Voice 2: to release to the public once and hopefully the policy statement is given first reading at

[0:49:30] Voice 2: Trust Council special meeting of July the 29th. This is a revision to a version of the survey that

[0:49:37] Voice 2: executive committee received in May. Staff then went away and worked with a consultant that we've

[0:49:44] Voice 2: brought on board to help refine the survey a little bit, tighten up the questions, reorganize

[0:49:48] Voice 2: the structure of it to be in keeping with best practice. The survey was sent around to members

[0:49:55] Voice 2: of executive committee and a few other trustees for their perspective on it and most of the

[0:50:00] Voice 2: feedback that we received at that time has been incorporated into this version of the survey

[0:50:05] Voice 2: and so it's provided here for your review for the revision if you so desire and hopefully

[0:50:12] Voice 2: endorsement so that we are all in alignment that it should be the version that goes public

[0:50:18] Voice 2: shortly after first reading of the new policy statement.

[0:50:21] Trustee Patrick (probable): All right.

[0:50:22] Trustee Patrick (probable): Thank you, and thank you.

[0:50:24] Trustee Patrick (probable): I know comments I made were incorporated, so I know you listened.

[0:50:28] Trustee Patrick (probable): Thank you.

[0:50:30] Trustee Patrick (probable): Vice Chairs, any comments on the survey?

[0:50:33] Trustee Patrick (probable): Vice Chairman?

[0:50:35] Trustee Maude (probable): Thank you.

[0:50:36] Trustee Maude (probable): My only question was, is it with the return mailer and all that,

[0:50:42] Trustee Maude (probable): I'm sort of questioning what the total cost is,

[0:50:45] Trustee Maude (probable): because in the staff report it says financial none,

[0:50:47] Trustee Maude (probable): but it's it seems to me that there's going to be mailing out and mailing back costs

[0:50:53] Trustee Maude (probable): um um so that sort of impacts because i just surveys i'm i'm not a huge um proponent of

[0:51:04] Trustee Maude (probable): because they tend to get manipulated by certain parties but um the fact i just interested the

[0:51:10] Trustee Maude (probable): costs um and and you know with to me the mailback option the prepaid mail back is an option that i

[0:51:18] Trustee Maude (probable): I would like to consider as to whether or not we support or not.

[0:51:21] Trustee Maude (probable): So I'm missing a couple of pieces here on the financial side.

[0:51:25] Trustee Maude (probable): Thank you.

[0:51:27] Voice 2: Staff humans.

[0:51:28] Voice 2: Sure.

[0:51:29] Voice 2: Thank you, Vice Chair Maud.

[0:51:31] Voice 2: In saying that there were no financial implications to the resolution,

[0:51:37] Voice 2: we simply meant that this had already been budgeted for in the project budget.

[0:51:41] Voice 2: So no new funding would be required should you choose to make that resolution.

[0:51:45] Voice 2: If you'll just bear with me,

[0:51:46] Voice 2: I'll do some tinkering around in the background here and see if somebody can tell me how much the projected costs are for the printed and mail-in version of the survey.

[0:51:59] Voice 2: So just let me fire off a quick question here.

[0:52:03] Trustee Patrick (probable): Well, I guess that was my question is, was the survey going to be sent as part of the mailer that does go to average?

[0:52:10] Trustee Patrick (probable): No, it is not.

[0:52:11] Voice 2: A small number of printed surveys will be available at key locations on the islands.

[0:52:17] Voice 2: So at the library on islands where there is a library and otherwise, you know, at the town store or the coffee shop or wherever, whoever is willing to host those surveys.

[0:52:27] Voice 2: So it's not a significant amount of printing and mailing cost.

[0:52:32] Voice 2: But again, let me just send off this message here and see if I can get a response.

[0:52:36] Trustee Patrick (probable): Thank you very much. In the meantime, I'll turn to Vice Chair Elliott.

[0:52:38] Trustee Patrick (probable): Thank

[0:52:43] Voice 11: you. So I did have some conversation with Staff Yeomans about the Goal 1 Advancing Reconciliation feedback and policies. And so noting that there isn't a section for other comments after question five.

[0:53:03] Voice 11: it just has rate your agreement with the following statement and all the other sections have

[0:53:10] Voice 11: an area for other comments um so wondering if we could have discussion on that um i know there is

[0:53:18] Voice 11: a reason and perhaps we can explore that why there isn't a comment section under this particular

[0:53:26] Voice 11: goal but i think it will be missed and so i'd just like to hear from everybody um what they

[0:53:33] Voice 11: think and and if this is the best approach i

[0:53:37] Trustee Patrick (probable): again my question to staff is question number four

[0:53:40] Trustee Patrick (probable): intended to cover all of the guiding principles including the reconciliation principle

[0:53:45] Trustee Patrick (probable): ability to comment at number four so

[0:53:50] Voice 2: um question so question four sorry i'm just going to scroll

[0:53:55] Voice 2: down here so i can travel with you on this um lisa

[0:54:00] Voice 11: could you scroll sorry to interrupt could

[0:54:02] Voice 11: Could you scroll to page 13 of the agenda?

[0:54:05] Voice 11: Just so we can see it online or whoever has that.

[0:54:09] Voice 11: Thanks.

[0:54:12] Voice 2: Thank you.

[0:54:13] Voice 2: So question four bundles together all of the principles in a single question.

[0:54:18] Voice 2: And I think what Vice Chair Elliott is asking about here is under goal number one, there's no open-ended question about how survey respondents feel about these directive and advisory policies on reconciliation.

[0:54:31] Voice 2: reconciliation. And that was a decision on our part not to include an open-ended question there

[0:54:39] Voice 2: based on previous survey experience, I think, that the Islands Trust and maybe other local

[0:54:44] Voice 2: governments have had, which is that when you ask open-ended questions about reconciliation,

[0:54:50] Voice 2: you find out that there are many people in your community who are perhaps not as committed

[0:54:55] Voice 2: committed um to the process of reconciliation as the islands trust has has stated that it is

[0:55:03] Voice 2: and you do receive a lot of feedback that is simply racist and so we wondered whether it was

[0:55:09] Voice 2: wise to even open the door to that sort of content which then has to get filtered out

[0:55:14] Voice 2: in the reporting back of the survey responses anyways um but i leave it to you to to debate

[0:55:21] Voice 2: the merits i i recognize that the absence of an open-ended question under goal number one is

[0:55:26] Voice 2: is conspicuous given that we ask open-ended questions about all of the other goals.

[0:55:34] Trustee Patrick (probable): I should think about that. Are there any other comments on the survey, Vice Chair Elliott?

[0:55:44] Voice 11: And I just wanted to be very careful in the wording as well.

[0:55:49] Voice 11: So the preamble under advanced reconciliation, I hadn't given any feedback on this,

[0:55:57] Voice 11: but as I read it again, the policies in this section aim to acknowledge the history

[0:56:02] Voice 11: and legacy of Indigenous peoples in the area since time immemorial,

[0:56:08] Voice 11: that kind of gives me, the reader, the impression that Indigenous peoples

[0:56:15] Voice 11: are no longer there.

[0:56:16] Voice 11: There is a history, there's a legacy, but nobody lives in the area.

[0:56:22] Voice 11: And that's just not true.

[0:56:24] Voice 11: The second, the last, you know, the middle and the last part,

[0:56:28] Voice 11: I think are all good to recognize and respect the interests of Indigenous governing bodies, but perhaps do we need to consider to acknowledge the history, legacy, and present-day relationship of Indigenous peoples to the area?

[0:56:46] Voice 11: I just am wary of saying, positioning Indigenous peoples as a historical artifact in any way.

[0:56:55] Trustee Patrick (probable): Thank you.

[0:56:56] Trustee Patrick (probable): look to staff if there's been any what that if that's been thought of or sure

[0:57:05] Voice 2: i just need to

[0:57:06] Voice 2: consider how closely um okay so that the the um statement that that trustee elliot just read there

[0:57:21] Voice 2: is currently verbatim in the draft new policy statement um there's no reason that we can't

[0:57:27] Voice 2: change it here because of course the survey is not the policy statement but if we're going to

[0:57:31] Voice 2: to change it here, I would encourage Vice Chair Elliott to perhaps make a resolution to revise

[0:57:38] Voice 2: the draft new policy statement on July 29th when it's before you again.

[0:57:45] Voice 11: Excellent point. Thank you.

[0:57:51] Voice 2: So if you'd like to see that language changed here, that is something that we can do.

[0:57:59] Trustee Patrick (probable): All right. Vice Chair Elliott's thinking. Is there any other comments on the survey?

[0:58:06] Trustee Patrick (probable): I think generally my comment, I think you've, it's, I think, fairly well crafted based on the version. I think it gets us, it'll be interesting to see the results. Go ahead, Staffie Owens.

[0:58:23] Trustee Patrick (probable): Sorry,

[0:58:24] Voice 2: just in response to Trustee Maud's earlier question, we have budgeted approximately $3,000 in the project budget for the hard copy surveys for the printing and the mailing costs associated with those.

[0:58:42] Trustee Patrick (probable): Okay, Vice Chair Maud?

[0:58:44] Trustee Maude (probable): Yes, thank you for those numbers.

[0:58:46] Trustee Maude (probable): One other question is, for quote-unquote audit purposes, as these surveys are returned, is there any way that we can sort of rationalize bulk numbers coming back?

[0:59:05] Trustee Maude (probable): Because if I go to the Saturnal Library and pick up 60 of these surveys and fill them out and send

[0:59:11] Trustee Maude (probable): them in, how do we discern that these are independent versus either organized or

[0:59:22] Trustee Maude (probable): individuals bulking out the responses to dissuade the surveys? It's a dumb question because I guess

[0:59:32] Trustee Maude (probable): Yes, other than individually numbering the surveys, maybe it's not controllable, but is there a way of controlling this?

[0:59:39] Trustee Maude (probable): Because we've seen these things manipulated in the past, and it's frustrating to me to be doing something as open-ended as this that's going to influence policy.

[0:59:51] Trustee Maude (probable): Thank you.

[0:59:51] Trustee Maude (probable): I

[0:59:55] Voice 2: think Director Frater is going to weigh in here.

[0:59:57] Trustee Patrick (probable): Go ahead, Director Frater.

[1:00:00] Voice 3: Thank you. Just popping in to give a bit of background about the paper surveys. This is our part of the commitment of Trust Council to accessibility. So people who may not have access to electronic devices or might require. We found in the last IWAS 2050 engagement process, there was a surprising amount of interest in completing paper surveys.

[1:00:19] Voice 3: surveys um and they come in mailed and i understand they went into isl i did ask the question um and

[1:00:25] Voice 3: it did seem like most people had independent return addresses that had been listed um where

[1:00:30] Voice 3: people had filled that out so we did find that when i asked the consultants last time a general

[1:00:36] Voice 3: level of honesty was provided um your concern around you know manipulating system is true of

[1:00:41] Voice 3: of the electronic survey as well um so um what i would say though is we did receive quite an

[1:00:47] Voice 3: an expression of gratitude for the paper surveys um and we had to do a bit of a reprint and a

[1:00:52] Voice 3: restocking because they were a significant uptake um to them um yeah i hope that answers your

[1:00:59] Voice 3: questions this gives a bit of background yeah

[1:01:03] Trustee Patrick (probable): all right any other comments on the survey

[1:01:07] Trustee Patrick (probable): vice chair elliott are you going to let the language stay or are you still thinking um

[1:01:15] Voice 11: Thank you, Chair. I will propose that just some very small wording changes be made to acknowledge the present day relationship of Indigenous peoples to the area.

[1:01:37] Voice 11: um and then i could work on a potential resolution for the preamble under goal one

[1:01:46] Voice 11: um for consideration of july 29th um i i just think our commitment to reconciliation

[1:01:56] Voice 11: this we do have to be careful with wording and there are people who will read this

[1:02:05] Voice 11: very carefully. So that's the lens that I bring to it. So I would aim to acknowledge the history.

[1:02:19] Voice 11: Yeah, it's just that word legacy. Does anybody else see that there might be an issue or is this

[1:02:25] Voice 11: just me? Vice Chair Peterson?

[1:02:31] Voice 8: Well, I take your concern here seriously, Vice Chair, because

[1:02:37] Voice 8: Because certainly it's important to acknowledge not just the history and legacy, but the ongoing and current reality and the future.

[1:02:52] Voice 8: And so I do take that point because I and I think that this statement, it does go on to say to recognize and respect the interests of Indigenous government bodies or land use planning.

[1:03:06] Voice 8: so it's it's not that it doesn't go there into current um at all but i i take your point that

[1:03:17] Voice 8: it doesn't maybe do it as explicitly as it might um and uh and so i am sensitive to that but uh i

[1:03:28] Voice 8: don't know if we want to i mean do we need to change the language in this um today then

[1:03:37] Voice 8: is because i mean it's just i i don't like wordsmithing on the fly but i do take your

[1:03:43] Voice 8: point i guess it's where i'm at i

[1:03:45] Trustee Patrick (probable): think if there was a motion that just moved to look to staff to

[1:03:48] Trustee Patrick (probable): add that and i see director freighter's hand raised i'm gonna

[1:03:54] Voice 3: check with um staff humans but

[1:03:56] Voice 3: um if the language was edited by trust council as part of first reading you could then direct

[1:04:03] Voice 3: us to ensure that this language is edited to make parallel to that. I'm just checking that works in

[1:04:10] Voice 3: terms of our timing.

[1:04:12] Voice 2: Yeah, that's, I mean, I think, Director Freddie, you might have been away at the

[1:04:17] Voice 2: time, but I'd

[1:04:17] Voice 2: suggest that they could either edit it here, because this is not the policy statement,

[1:04:23] Voice 2: or they can do it the way you've just suggested as well.

[1:04:27] Voice 3: Yeah, I would suggest making it parallel

[1:04:28] Voice 3: with the actual language of the ultimate eventual language of the policy statement is the clean

[1:04:33] Voice 3: us so we have like predictable consistent language throughout the suite of products is what i would

[1:04:38] Voice 3: recommend okay

[1:04:39] Trustee Patrick (probable): so we don't need to make that change today we wouldn't affect the printing or

[1:04:43] Trustee Patrick (probable): the survey if we wait till after the 29th it

[1:04:47] Voice 3: would be helpful if we had the motion today authorizing

[1:04:50] Voice 3: us to make that change to the survey ah

[1:04:52] Trustee Patrick (probable): okay so then a general statement about uh acknowledging

[1:04:59] Trustee Patrick (probable): acknowledging the presence would be sufficient.

[1:05:04] Voice 3: If I might share, perhaps just a generic motion

[1:05:07] Voice 3: that staff may alter the survey

[1:05:10] Voice 3: in accordance with any changes made by Trust Council.

[1:05:13] Voice 3: Maybe something like that would be prudent.

[1:05:15] Trustee Patrick (probable): Perfect. Vice-Chair Elliott.

[1:05:18] Voice 11: Thank you. That is perfect.

[1:05:22] Voice 11: Yeah, and

[1:05:22] Voice 11: I would suggest that just

[1:05:24] Voice 11: maybe we could explore wording,

[1:05:26] Voice 11: acknowledge the relationships of Indigenous peoples

[1:05:29] Voice 11: to the area since time immemorial it yeah and I think I will propose a motion

[1:05:36] Voice 11: to to amend the language in the actual policy statement so would you like a

[1:05:45] Voice 11: motion now or do we need more discussion on the survey I

[1:05:49] Trustee Patrick (probable): don't seem to have more

[1:05:51] Trustee Patrick (probable): discussion on the survey so I think if we could have a motion now about

[1:05:54] Trustee Patrick (probable): authorizing staff to amend the survey or do you want us to approve it first and

[1:05:59] Trustee Patrick (probable): then is there any difference which order we put it in it

[1:06:06] Voice 3: doesn't matter but

[1:06:07] Voice 3: certainly I would encourage you to perhaps pass the motion first about

[1:06:12] Voice 3: authorizing staff to make the change and then otherwise approve it okay something

[1:06:16] Voice 3: like that

[1:06:16] Trustee Patrick (probable): perfect so go ahead Vice Chair Elliott I

[1:06:21] Voice 11: will make that motion but then

[1:06:22] Voice 11: following we didn't really finish the discussion on an open comment section

[1:06:26] Voice 11: after goal one unless we just concluded not to have one it's I

[1:06:34] Trustee Patrick (probable): might have missed

[1:06:36] Trustee Patrick (probable): it wait well

[1:06:37] Trustee Patrick (probable): we're waiting for you if you wish to have a different opinion than what was answered back

[1:06:42] Trustee Patrick (probable): from staff well

[1:06:44] Voice 11: I actually wanted to hear from from executive committee members on that point

[1:06:48] Voice 11: because I hear the advice from staff I think I personally think having a comment section is

[1:06:56] Voice 11: There are also many strong proponents of reconciliation who might want to weigh in and say that they want stronger language or different language. And I don't think it's really fair to deny people the opportunity. But I'd like to hear from other vice chairs, your perspectives on that.

[1:07:21] Voice 11: all

[1:07:22] Trustee Patrick (probable): right vice chair's opinions on adding the open question uh go ahead vice chair bod

[1:07:27] Trustee Patrick (probable): i

[1:07:28] Trustee Maude (probable): agree for with consistency and just common sense you know having a comment section um

[1:07:36] Trustee Maude (probable): i think is valued um it's one of the things is that when we get these surveys results back

[1:07:44] Trustee Maude (probable): that is what i spend most of my time doing is reading line by line through all the comments

[1:07:50] Trustee Maude (probable): and they inform me way more than the ticking of the boxes.

[1:07:56] Trustee Maude (probable): And so, you know, for consistency,

[1:07:58] Trustee Maude (probable): if it's in the rest of the document

[1:08:00] Trustee Maude (probable): and not in this one section, you know,

[1:08:03] Trustee Maude (probable): I just think it's a good idea to have it

[1:08:06] Trustee Maude (probable): and I would support my fellow vice chair

[1:08:09] Trustee Maude (probable): that having it in, I think, works very well for me.

[1:08:14] Trustee Maude (probable): Thank you.

[1:08:16] Trustee Patrick (probable): Vice Chair Peterson, do you have an opinion on that?

[1:08:20] Trustee Patrick (probable): chair patrick vice chair peterson stepped away for a moment i see

[1:08:31] Voice 8: sorry i i apologize i had to

[1:08:33] Voice 8: step away for a moment i have to uh just just step back so i didn't catch i didn't catch the

[1:08:40] Voice 8: discussion or a question there no

[1:08:42] Trustee Patrick (probable): worries we moved back to we have made no motions yet we

[1:08:45] Trustee Patrick (probable): were just returning to the conference first question of vice chair elliott regarding having

[1:08:49] Trustee Patrick (probable): having an other comments, uh, like the other sections added after goal one, um, which would

[1:08:56] Trustee Patrick (probable): be following question five. So I guess it would be a new question six. Are they all numbered? Yep.

[1:09:02] Trustee Patrick (probable): So it would be a new question six under, under five on page 14 of our

[1:09:08] Voice 4: agenda package. That was

[1:09:24] Voice 8: the um that a little bit earlier and it's this is a tough a tough point because i i i don't uh

[1:09:36] Voice 8: i mean i absolutely can understand that um on the one hand we don't want to sort of create a space

[1:09:48] Voice 8: for what might be racist comments and on the other hand i'm concerned that if we don't leave

[1:09:56] Voice 8: the space that also sends a message um and so in that sense i i'd kind of rather leave the space

[1:10:11] Voice 8: uh um for the comments which may not may not be good and may and and and maybe not good stuff

[1:10:20] Voice 8: um but I think there's an element of um by not creating that space for comments there

[1:10:29] Voice 8: it also sends a message and I'm not sure that that's a good message to be sending either

[1:10:35] Voice 8: um you know just being a person in a space of of learning um I don't I don't feel like I have

[1:10:46] Voice 8: the right answer necessarily but i'm i'm concerned that um that not leaving a comment space there

[1:10:54] Voice 8: also has implications that that that are important to consider so i just okay

[1:11:05] Trustee Patrick (probable): i hear you so vice

[1:11:07] Trustee Patrick (probable): chair elliott did you want to make a resolution then by charlotte sure um

[1:11:16] Voice 11: i think um the risks

[1:11:19] Voice 11: Risks of not including it are greater for me in terms of public perception and, you know, being willing to hear feedback, even if it is uncomfortable or we don't like it.

[1:11:37] Voice 11: We don't want to prejudice the results of the survey.

[1:11:43] Voice 11: And so I think an equitable approach for all the questions.

[1:11:46] Voice 11: So I move that an open comment section be included to support feedback on Goal 1, Advancing Reconciliation.

[1:11:59] Trustee Patrick (probable): All right. Before I second that, I'll look to staff. Is the wording okay for that motion? Anyone from staff? Staff Yeomans?

[1:12:18] Voice 2: I think the intent is clear enough, but just for consistency with other types of resolutions,

[1:12:23] Voice 2: You might want to say that executive committee requests staff to revise the proposed survey

[1:12:29] Voice 2: to include an open-ended question under goal number one.

[1:12:34] Trustee Patrick (probable): All right.

[1:12:35] Trustee Patrick (probable): Lisa?

[1:12:36] Trustee Patrick (probable): Thank you, Lisa.

[1:12:37] Trustee Patrick (probable): And Jason.

[1:12:38] Trustee Patrick (probable): Do you agree with those changes, Vice Chair Elliott?

[1:12:41] Trustee Patrick (probable): Okay.

[1:12:45] Trustee Patrick (probable): And Vice Chair Maude, you're still willing to second that motion?

[1:12:49] Trustee Patrick (probable): All right.

[1:12:49] Voice 11: Sorry.

[1:12:50] Trustee Patrick (probable): Oops, sorry.

[1:12:51] Voice 11: Just remove the second be included.

[1:12:53] Voice 11: Include an open section and then remove be included to support feedback on goal one.

[1:13:01] Voice 11: Thanks.

[1:13:02] Voice 11: Apologies.

[1:13:03] Voice 11: There we go.

[1:13:05] Trustee Patrick (probable): That's okay.

[1:13:07] Trustee Patrick (probable): All right.

[1:13:08] Trustee Patrick (probable): Vice-Chair Maude, you're seconding this motion.

[1:13:10] Trustee Patrick (probable): Thank you very much.

[1:13:11] Trustee Patrick (probable): Is there any discussion?

[1:13:14] Trustee Patrick (probable): I'll call the vote.

[1:13:16] Trustee Patrick (probable): All those in favor?

[1:13:19] Trustee Patrick (probable): And that carries.

[1:13:21] Trustee Patrick (probable): Okay.

[1:13:22] Trustee Patrick (probable): So now we need a motion to authorize staff to amend unless there are any other amendments.

[1:13:27] Trustee Patrick (probable): Vice Chair Elliott?

[1:13:29] Voice 11: Yeah, I think, Lisa Millard, did you prepare something that the Executive Committee requests staff to revise the survey to be congruent with the draft policy statement post-July 29th?

[1:13:55] Voice 11: What did you have there?

[1:13:59] Voice 11: Endorse proposed.

[1:14:00] Voice 11: Opposed? Sorry, you had some other writing, Lisa.

[1:14:12] Voice 11: So it was, Director Frater, can you help me out, that it was request staff to revise the survey to accord with the draft, the final draft policy statement language?

[1:14:28] Voice 3: I think that would work.

[1:14:29] Trustee Patrick (probable): Or the version that is given first reading or something of that nature.

[1:14:35] Trustee Patrick (probable): Right.

[1:14:36] Trustee Patrick (probable): okay it won't be final perhaps

[1:14:42] Voice 3: at least i catch up

[1:14:43] Voice 11: yeah okay staff revise policy statement

[1:14:50] Voice 11: advise a proposed survey to accord with the draft policy statement following

[1:15:07] Trustee Patrick (probable): the july 29th meeting

[1:15:09] Trustee Patrick (probable): is that following

[1:15:10] Voice 11: first reading yep because we're not

[1:15:13] Voice 11: going to issue the statement the

[1:15:14] Voice 11: a survey unless it gets first reading?

[1:15:16] Trustee Patrick (probable): Yep, there you go.

[1:15:20] Voice 11: According to the draft policy statement

[1:15:23] Voice 11: language, perhaps.

[1:15:26] Voice 11: Statement language

[1:15:28] Voice 11: comma following

[1:15:29] Voice 11: first reading.

[1:15:31] Voice 3: I might, just because we like to have full and complete

[1:15:34] Voice 3: resolutions that stand on their own over time,

[1:15:36] Voice 3: if we could just say policy statement amendment.

[1:15:39] Trustee Patrick (probable): Survey.

[1:15:41] Voice 3: In advance of the word survey.

[1:15:43] Trustee Patrick (probable): Yep, in advance of the first survey,

[1:15:46] Trustee Patrick (probable): Lisa.

[1:15:56] Trustee Patrick (probable): Sorry, I'm just going to back up for the language.

[1:15:59] Voice 4: Can you repeat

[1:16:00] Voice 4: what you just said?

[1:16:02] Trustee Patrick (probable): That's the survey for the Policy Statement Amendment Project Survey.

[1:16:07] Trustee Patrick (probable): The Policy Statement Amendment Project.

[1:16:19] Trustee Patrick (probable): There.

[1:16:21] Trustee Patrick (probable): Is that what we're looking for?

[1:16:25] Trustee Patrick (probable): Yeah, I think that works.

[1:16:27] Trustee Patrick (probable): All right.

[1:16:28] Trustee Patrick (probable): Vice Chair Elliott, you're making this motion as we have crafted.

[1:16:32] Trustee Patrick (probable): Is there a second to this motion?

[1:16:39] Trustee Patrick (probable): Is there a second to this motion?

[1:16:40] Trustee Patrick (probable): Am I not seeing it?

[1:16:41] Trustee Patrick (probable): I'm seconding this.

[1:16:42] Voice 4: Oh,

[1:16:42] Trustee Patrick (probable): thank you. I couldn't. You disappeared off my screen. So seconded by Vice Chair Maude. Thank you. Any discussion? I'll call the vote then. All those in favor? And that carries. And then we have one final motion if there is no further amendments. And that is on page six of the agenda package. I guess it would be as amended would be added. Would one of the vice chairs read that motion if they're prepared to do so?

[1:17:15] Trustee Patrick (probable): I'll

[1:17:15] Trustee Maude (probable): move the executive committee endorse for public engagement the amended survey attached to the request for decision to date July 23, 2025.

[1:17:27] Trustee Patrick (probable): Is there a second? Seconded by Vice Chair Peterson. Is there any discussion? I'll call the vote then. All those in favor? And that carries.

[1:17:42] Trustee Patrick (probable): all right thank you vice chairs so let's move on then thank you staff we're going to move on to

[1:17:53] Trustee Patrick (probable): the next item which is the household mailer item 4.2.2 it was an addendum that it came out late

[1:18:05] Trustee Patrick (probable): date. So 4.2.2, separate addendum. There's a report on pages two to nine, and that will be

[1:18:15] Trustee Patrick (probable): staff humans.

[1:18:19] Voice 2: Thank you, Chair Patrick. Similar to the last item, we present the content and the

[1:18:25] Voice 2: general graphic design for the proposed household mailer, which is going to be distributed to all

[1:18:30] Voice 2: households in the Islands Trust area following first reading of the new policy statement bylaw.

[1:18:34] Voice 2: Law. We're primarily interested in your feedback on the proposed content of the mailer. Are

[1:18:40] Voice 2: we speaking to your constituents in the language that you would like us to speak to them? Have

[1:18:45] Voice 2: we hit on what you think are the salient points that you think your communities need to know

[1:18:51] Voice 2: about the new policy statement? So looking for any feedback here that you might have

[1:18:55] Voice 2: on the proposed content. I know that this did arrive on your desks like even later than

[1:19:00] Voice 2: the 11th hour, like the 11th and three quarter hour. So perhaps you've not had time to consider

[1:19:06] Voice 2: it to the extent that you ideally would like to, but that is just the cycle we are currently in.

[1:19:11] Voice 2: So I'm here for any comment or feedback that you might have. Thank you.

[1:19:17] Trustee Patrick (probable): All right. Well, thank you for your heroic efforts to get that to us. And I did read it,

[1:19:21] Trustee Patrick (probable): Vice Chairs. I know I have some comments. Do any of you, Vice Chair Peterson?

[1:19:27] Trustee Patrick (probable): Yeah,

[1:19:30] Voice 8: thank you, Chair. A couple of things. In terms of content, sorry, I'm just, how will the draft new policy statement impact me?

[1:19:48] Voice 8: What I didn't really see in this sort of explanatory section is I didn't really see anything that talks about how executive committees function to determine that bylaws that come to us for approval either do or don't meet the policy statement.

[1:20:17] Voice 8: or, you know, I believe the language is not at odds or a variance with.

[1:20:24] Voice 8: So that's an informational piece that I kind of felt was missing.

[1:20:28] Voice 8: There's a couple of more minor things on page seven.

[1:20:38] Voice 8: I thought that that infographic should identify summer 2025, not spring,

[1:20:44] Voice 8: because we're well past that.

[1:20:45] Voice 8: and then there's a graphic on page eight which i understand this is draft but it does say share

[1:20:52] Voice 8: you views not your and i certainly wouldn't want anything going out the door with a glaring of a

[1:20:59] Voice 8: typo um so those are my comments thank you thank you all

[1:21:05] Trustee Patrick (probable): right thank you vice chairs other comments

[1:21:14] Trustee Patrick (probable): Vice-Chairman?

[1:21:16] Trustee Maude (probable): Thank you, Chair. My only question is

[1:21:18] Trustee Maude (probable): not about the content, but about the process.

[1:21:21] Trustee Maude (probable): Is this an addressed mailing out, or is this a general mailing

[1:21:26] Trustee Maude (probable): out to the islands?

[1:21:29] Voice 2: It is a general mailing out to the islands, yes.

[1:21:34] Voice 2: And I believe we're going to touch base

[1:21:37] Voice 2: with the local post offices to ensure that it will

[1:21:40] Voice 2: continue that it will be delivered to those households which have a no junk mail policy

[1:21:46] Voice 2: because in the past I've heard that sometimes things have wound up in the bin as a result of

[1:21:50] Voice 2: that but as this is official government information we should be able to bypass that.

[1:21:56] Voice 2: Thank you.

[1:21:59] Trustee Patrick (probable): All right thank you. Vice Chair Elliott do you have any comments?

[1:22:10] Trustee Maude (probable): Did we lose

[1:22:11] Trustee Maude (probable): this vice chair earlier

[1:22:12] Voice 4: oh

[1:22:14] Trustee Maude (probable): kind of bad normally

[1:22:16] Voice 11: i'm chatty but it's all good and uh trustee

[1:22:20] Voice 11: peterson brought up some of the comments i'd seen so yeah

[1:22:23] Trustee Patrick (probable): excellent um i know i have a couple of go

[1:22:26] Trustee Patrick (probable): ahead staff humans nope

[1:22:28] Voice 2: sorry chair patrick uh please go ahead well

[1:22:31] Trustee Patrick (probable): my question is the cert we

[1:22:33] Trustee Patrick (probable): just were looking at the survey and the survey just refers to the draft islands trust policy

[1:22:38] Trustee Patrick (probable): statement or even the draft policy statement I think it but here we share views on the draft

[1:22:44] Trustee Patrick (probable): new island stress policy statement we use this language all the way through here draft new and

[1:22:53] Trustee Patrick (probable): later in the document we do talk about it being updated and then we hadn't updated it in a long

[1:22:58] Trustee Patrick (probable): time so I I'm just curious how vice chairs feel about the draft new islands trust policy statement

[1:23:05] Trustee Patrick (probable): Because we have one. This is an updated one. And many of the policies are still similar or based on what the original one was. So do we want new or updated? Or do we even need new or updated? And I look to staff if there's, if these words have been thought of or do they carry meaning? So Vice Chair Maud, do you want to?

[1:23:33] Trustee Patrick (probable): Thank

[1:23:34] Trustee Maude (probable): you, Jerry, because we've always referred to it as being the Policy Statement Amendment Project. So to me, it says your input on the draft Policy Statement Amendment Project, I think, is consistent wording with what we've used in the past. Because I do agree that draft new policy statement kind of isn't accurate because we have a policy statement.

[1:23:58] Trustee Maude (probable): I

[1:24:02] Trustee Patrick (probable): mean, it will replace it, but I agree. But I think draft of the amendment, I think that's more words, I think, in the wrong direction for me. I'm trying to simplify it. That's all. So, Vice Chair Elliott?

[1:24:15] Trustee Patrick (probable): Yes,

[1:24:18] Voice 11: I do think the word new is a little, it just sends it into a different direction. Draft, or the updated draft policy statement, or the Islands Trust's updated draft policy statement.

[1:24:40] Voice 11: I think the word amendment is a little bit it's it's correct and it is the name of the project

[1:24:48] Voice 11: but you know we do bylaw amendments and it's kind of a a technical legislative term and and

[1:24:56] Voice 11: doesn't make it very friendly I would say for for a mailer if we're doing if this is a general

[1:25:02] Voice 11: audience mailer maybe people are seeing this for the first time um so i would say make it as clear

[1:25:12] Voice 11: and simple as possible um but i do think the word new it implies we don't have one

[1:25:22] Voice 11: so i think the word updated is better i just don't know how that would be placed because

[1:25:30] Voice 11: it doesn't sound good before or after draft. Updated draft policy statement. Anyway.

[1:25:40] Trustee Patrick (probable): Steph, I guess I'll look to Steph Yeomans. Have you thought about these words or go ahead?

[1:25:47] Voice 2: I'm afraid I don't have a great solution for you here. I think recognizing what we've heard from

[1:25:55] Voice 2: Trust Council and Executive Committee to continue to signal to communities that the door is open

[1:26:01] Voice 2: open for ongoing feedback and change to the document, we've continued to refer to it as

[1:26:07] Voice 2: a draft. I know that, and perhaps David Marler is going to weigh in here, that technically once

[1:26:13] Voice 2: it's given first reading, it's actually, it wouldn't be called a draft. It's now a proposed

[1:26:16] Voice 2: bylaw as opposed to a draft bylaw. But in our correspondence outside of the legislative process,

[1:26:22] Voice 2: we've continued to reference it as a draft to signal that openness, whether you refer to it

[1:26:28] Voice 2: it as new, whether you refer to it as updated, whether you simply refer to it as the draft

[1:26:34] Voice 2: policy statement or the updated proposed policy statement, I don't have a great answer for you.

[1:26:41] Trustee Patrick (probable): I see Director Marler has raised his hand. Go ahead.

[1:26:46] Voice 1: Yeah, thank you. I mean, it doesn't really matter which term you use as long as you're

[1:26:51] Voice 1: being consistent. It technically is a new bylaw in the fact that you are repealing all of the

[1:26:58] Voice 1: the old bylaw and replacing with a completely new bylaw which is formatted differently has some

[1:27:04] Voice 1: new things in it but you are correct that it carries over a lot or it's based on a lot of

[1:27:09] Voice 1: the policies that are in the existing bylaw so technically new is correct it's also an update

[1:27:16] Voice 1: technically as well so what it isn't though it's not an amendment it's not amending your existing

[1:27:23] Voice 1: existing bylaw it is a replacement of some kind so you can go with updated you can go with new

[1:27:30] Voice 1: uh I just suggest you be consistent and pick the one that you feel best represents what you would

[1:27:36] Voice 1: um how you would like to characterize it thanks

[1:27:42] Trustee Patrick (probable): I'm wondering for simplicity's sake if we were

[1:27:46] Trustee Patrick (probable): just to say the draft Islands Trust policy statement and how did vice chairs feel and

[1:27:53] Trustee Patrick (probable): not have to have new or update the more words we add just the more but um i just think draft

[1:28:02] Trustee Patrick (probable): new is just too much i'll go with the vice chair peterson first and vice chairman yeah

[1:28:10] Voice 8: i just want

[1:28:10] Voice 8: to agree um simple is better let's not go with draft new draft i think it's fine vice chairman

[1:28:21] Trustee Maude (probable): um yeah and just for clarification is is that there's two instances of draft new

[1:28:27] Trustee Maude (probable): oh

[1:28:28] Trustee Patrick (probable): there's more than two it's all the way through this document yeah

[1:28:32] Trustee Maude (probable): so we're not talking just about

[1:28:35] Trustee Maude (probable): this one thing

[1:28:35] Trustee Patrick (probable): correct i i would say it's throughout it's how it would be referenced

[1:28:39] Trustee Patrick (probable): throughout the document so okay that would be one potential change um i wanted to pop down to

[1:28:52] Trustee Patrick (probable): um so we talk about what the what is the islands trust and we make reference to the islands trust

[1:28:57] Trustee Patrick (probable): And then we said, what is the policy statement? And we say it's required by provincial legislation, which is correct, but it's the Islands Trust Act. So I'm wondering if there was a particular reason why we have provincial legislation used in that question rather than the Islands Trust Act.

[1:29:16] Trustee Patrick (probable): I

[1:29:22] Voice 2: think we were just trying to balance or find the appropriate level of detail to provide the audience.

[1:29:31] Voice 2: You know, do they care which piece of provincial legislation?

[1:29:34] Voice 2: I'm not sure.

[1:29:34] Voice 2: It was more to emphasize that we are doing this because the province requires us to do this.

[1:29:41] Voice 2: But happy to reference the Islands Trust Act specifically, if that's the preference.

[1:29:48] Voice 11: Vice-Chair Elliott?

[1:29:48] Voice 11: I think of the interests of plain languaging and being simple, provincial legislation is fine. There's a lot of islands, trust islands.

[1:30:00] Voice 11: trust throughout the document yeah um so the statutory reference might not might be missed

[1:30:06] Voice 11: so i think it's fine all

[1:30:10] Trustee Patrick (probable): right no that's good i'm just catching things that stuck out to me as i read

[1:30:13] Trustee Patrick (probable): it the next one is in that same section and we reference it to it is the heart of the preserve

[1:30:20] Trustee Patrick (probable): and protect mandate for this special part of the british columbia that one stuck out i mean i kind

[1:30:31] Trustee Patrick (probable): of know what you're talking about but i think of people do we need that it guides the development

[1:30:40] Trustee Patrick (probable): i agree um

[1:30:41] Voice 11: i'd say a word like core it's the core policy document that to support the preserve and

[1:30:49] Voice 11: protect mandate um core yeah sorry i

[1:30:58] Trustee Patrick (probable): spoke without raising my hand no that's all right

[1:31:00] Trustee Patrick (probable): keep going then if you have other thoughts

[1:31:03] Trustee Patrick (probable): nope

[1:31:05] Trustee Patrick (probable): Vice Chair Maud

[1:31:06] Trustee Maude (probable): maybe suggest guiding document

[1:31:09] Trustee Maude (probable): or

[1:31:11] Trustee Patrick (probable): it's the highest level document

[1:31:13] Trustee Patrick (probable): it's something but the heart

[1:31:15] Trustee Patrick (probable): didn't

[1:31:22] Trustee Patrick (probable): I see Vice Chair Peterson

[1:31:26] Trustee Patrick (probable): yeah I

[1:31:28] Voice 8: like the guiding

[1:31:30] Voice 8: the guiding document

[1:31:33] Voice 8: certainly how

[1:31:35] Voice 8: I refer to it

[1:31:36] Voice 8: a lot

[1:31:39] Voice 8: that would be my preference it

[1:31:46] Trustee Patrick (probable): is the guiding document of the preserve and protect mandate

[1:31:50] Trustee Patrick (probable): does that or

[1:31:53] Voice 8: it is the guiding document which supports the preserve and protect mandate or

[1:32:00] Voice 8: some language like that but i agree the heart's a little um yeah staff

[1:32:12] Trustee Patrick (probable): are are we making sense

[1:32:14] Trustee Patrick (probable): or any thoughts of?

[1:32:18] Voice 2: You are. Yes, I'm diligently scribbling notes here. And I was going to

[1:32:23] Voice 2: point out, Chair, that in the proposed resolution, we're suggesting that you be authorized to sign

[1:32:31] Voice 2: off on the final version of this before it goes out the door. And

[1:32:35] Voice 2: so I don't, one of the directors

[1:32:39] Voice 2: can correct me if I'm wrong here, I don't know that we need specific resolutions on all the

[1:32:44] Voice 2: the items that you've brought up here. I mean, I've been writing them down. We can make those

[1:32:47] Voice 2: changes in accordance with what we're hearing from you here today. And then we would present

[1:32:52] Voice 2: it to you, Chair Patrick, for final accord.

[1:32:59] Trustee Patrick (probable): Thank you. Director Freider?

[1:33:01] Voice 3: Yes. Just to concur with that, this has been developed very quickly. So we wanted to at least

[1:33:05] Voice 3: leave a little bit of space for refinement and also the ability to pivot after first reading

[1:33:10] Voice 3: or anything that might be needed. So yes, just your general comments today and an inclination

[1:33:15] Voice 3: of where you want to go would be great and then we can work with the chair just to refine the

[1:33:19] Voice 3: final wordings you're not worth wordsmithing in the meeting today all

[1:33:24] Trustee Patrick (probable): right thank you um the next

[1:33:26] Trustee Patrick (probable): one that i caught was in goal two um the last sentence of the first paragraph i it's correct

[1:33:34] Trustee Patrick (probable): it says respects confidentiality protocols around sharing of indigenous knowledge i'm just wondering

[1:33:41] Trustee Patrick (probable): if confidentiality for a mail out it might trigger some things if we were just to say it respects

[1:33:46] Trustee Patrick (probable): protocols would we need to have the word confidentiality in there that's on page five

[1:33:58] Trustee Patrick (probable): goal two first paragraph because there's the protocols cover other things

[1:34:13] Voice 2: uh of

[1:34:14] Trustee Patrick (probable): staff humans seems

[1:34:17] Voice 2: a reasonable change to me and does not particularly alter the purpose of

[1:34:21] Voice 2: the of the phrase just

[1:34:24] Trustee Patrick (probable): thinking of flagging words that trigger things uh goal five there's just some

[1:34:31] Trustee Patrick (probable): wording issues this the policies i believe you mean not the this policy is under this goal

[1:34:37] Trustee Patrick (probable): so i think it's just the um for me that there was another question on on the next on the bottom of

[1:34:56] Trustee Patrick (probable): page five will the draft new well if the draft policy statement still help the islands trust

[1:35:04] Trustee Patrick (probable): preserve and protect the natural environment um i was instead of still would it could it be

[1:35:17] Trustee Patrick (probable): either just take out the word still i don't know vice chair peterson thanks i

[1:35:33] Voice 8: had an issue with

[1:35:35] Voice 8: that and also the line underneath it like and i do get this is a draft but um much as i love the

[1:35:41] Voice 8: enthusiasm of absolutely explanation mark or exclamation mark uh yeah no

[1:35:50] Voice 8: No.

[1:35:54] Voice 8: So, yeah, will the draft policy statement help islands, yeah,

[1:36:02] Voice 8: maybe take up the still there?

[1:36:04] Voice 8: And, again, while I love the enthusiasm,

[1:36:08] Voice 8: I think it's not quite appropriate to have the absolutely exclamation mark there.

[1:36:13] Voice 8: It's maybe not in keeping with the sober nature of the rest of it.

[1:36:18] Voice 8: So that's my thoughts there.

[1:36:22] Voice 11: Vice Chair Elliott?

[1:36:27] Voice 11: Yes, I think that question is a bit problematic.

[1:36:30] Voice 11: I put a suggestion in the chat.

[1:36:32] Voice 11: Does the draft policy statement enable Islands Trust to preserve and protect or to continue preserving and protecting the natural environment?

[1:36:45] Voice 11: Enable might be more of a powerful verb than help.

[1:36:53] Voice 11: We're required to uphold the object of the trust.

[1:36:57] Voice 11: And so does this set of policies enable us to do that?

[1:37:01] Voice 11: I

[1:37:02] Trustee Patrick (probable): like that positive question.

[1:37:03] Trustee Patrick (probable): Vice Chair Maude?

[1:37:05] Trustee Maude (probable): I hate wordsmithing.

[1:37:07] Trustee Maude (probable): My suggestion would be instead of help, I would just say get rid of still help and just say enhance the trust, the Island's Trust Preservation and Protection Mandate.

[1:37:19] Trustee Maude (probable): Simple and clear.

[1:37:21] Trustee Maude (probable): It's a simple question, and you're answering it afterwards.

[1:37:25] Trustee Maude (probable): And I agree.

[1:37:26] Trustee Maude (probable): Exclamation points do not.

[1:37:28] Trustee Maude (probable): have a purpose in this type of document okay

[1:37:32] Trustee Patrick (probable): so i think we can we don't have to wordsmith i think

[1:37:34] Trustee Patrick (probable): staff we're going to capture this and i think we're looking for kind of intent and then since

[1:37:39] Trustee Patrick (probable): we'll have a final kick at it uh vice chair peterson uh

[1:37:43] Voice 8: thank you chair notwithstanding

[1:37:45] Voice 8: your your comment about wordsmithing i actually do like what uh uh vice chair mod there i like

[1:37:51] Voice 8: like enhance there um i think that works great uh

[1:38:00] Voice 11: vice chair elliott strongly object to the word

[1:38:03] Voice 11: enhance an enhancement is an optional thing you have hair that is enhanced with coloring agents

[1:38:11] Voice 11: um the policy document is a regulatory tool that is required to help us uphold

[1:38:20] Voice 11: hold. The word help is not great. I think enables or empowers or directs or anything that is more

[1:38:32] Voice 11: active, but an enhancement is not a word that I would choose.

[1:38:39] Trustee Patrick (probable): Again, I'll look to staff. I think

[1:38:41] Trustee Patrick (probable): you're capturing these notes and I'll look to staff to sort of make its best choices. And then

[1:38:46] Trustee Patrick (probable): I'll get to take a look at this one more time is my understanding. So that's all right with

[1:38:51] Trustee Patrick (probable): the vice chairs i think we've all made valid points and we'll let staff ponder on what they

[1:38:57] Trustee Patrick (probable): just heard um we also heard about i guess do we have general agreement the absolutely

[1:39:05] Trustee Patrick (probable): exclamation point um can go just keep it narrative um not seeing any disagreements

[1:39:22] Trustee Patrick (probable): um i had uh so back in the next question how will the draft policy statement help address

[1:39:30] Trustee Patrick (probable): climate change in the islands the second uh second paragraph penultimate sentence

[1:39:41] Trustee Patrick (probable): we to me it's negative development doesn't increase pressure on watersheds where there

[1:39:47] Trustee Patrick (probable): may not be enough reliable water i was just thinking if we could if it would be better to

[1:39:52] Trustee Patrick (probable): have that be positive that it directs local trust committees and island municipalities to ensure

[1:39:57] Trustee Patrick (probable): or watersheds or something that we retain water in watersheds

[1:40:02] Trustee Patrick (probable): or something on that flip side of the positive was all that stuck out to me

[1:40:13] Trustee Patrick (probable): because the rest of the document is generally, you know, vice-chairman?

[1:40:20] Trustee Maude (probable): Yeah, so like maybe touching on by encouraging rainwater catchment,

[1:40:25] Trustee Maude (probable): something like that, like showing, like you say, the positive, not the negative.

[1:40:32] Trustee Patrick (probable): Yeah, I don't think we have to get into the rainwater catchment because that's in particular, but I think it's about leaving water in the environment. Rainwater catchment is a way of doing that by not extracting water from the groundwater. But if that makes sense to staff, if we could just leave it at, try to turn that sentence into more of the positive values for the watersheds.

[1:40:57] Trustee Patrick (probable): um the on the next question how will the draft new policy statement be implemented the final

[1:41:14] Trustee Patrick (probable): second paragraph there deciding for trust council decide what projects to fund i i understand that

[1:41:22] Trustee Patrick (probable): i'm wondering um if projects is the right word for this document if we're talking to the general

[1:41:31] Trustee Patrick (probable): public and i'd look to vice chairs if there's any suggestions or ideas does this make sense

[1:41:36] Trustee Patrick (probable): what projects to fund or in deciding i just think that doesn't help answer general public

[1:41:50] Trustee Patrick (probable): questions vice chair peterson yeah

[1:41:58] Voice 7: i tend to agree um something a little uh setting priorities

[1:42:05] Voice 8: and i actually think maybe that would be an opportunity instead of talking about projects

[1:42:15] Voice 8: talking about strategic planning or something,

[1:42:22] Voice 8: setting priorities and strategic planning or.

[1:42:25] Trustee Patrick (probable): Deciding strategic

[1:42:26] Trustee Patrick (probable): actions.

[1:42:28] Voice 8: Strategic actions.

[1:42:29] Voice 8: Yeah.

[1:42:31] Voice 8: So that's a little bit less about funding projects and more about.

[1:42:36] Trustee Patrick (probable): Deciding or

[1:42:37] Trustee Patrick (probable): funding, setting priorities and funding strategic actions.

[1:42:43] Trustee Patrick (probable): I'm funding.

[1:42:44] Trustee Patrick (probable): I get the budget.

[1:42:44] Trustee Patrick (probable): It's in there to say Trust Council does budgeting, but I'm just trying to get a word that projects may not be as understood.

[1:42:56] Trustee Patrick (probable): We don't have to wordsmith this.

[1:42:58] Trustee Patrick (probable): I'm looking to staff.

[1:42:59] Trustee Patrick (probable): Are there other thoughts there that might be that we could think of that might help be more general?

[1:43:07] Trustee Patrick (probable): Director Frater?

[1:43:08] Voice 3: I'll just let you know my recommendation would just be in setting priorities, period.

[1:43:11] Voice 3: It can be all priorities.

[1:43:13] Voice 3: That's true.

[1:43:13] Voice 3: In a mailing like this, less language is more is better.

[1:43:16] Trustee Patrick (probable): Oh, good.

[1:43:17] Trustee Patrick (probable): Good. I like that. Vice Chairs, setting priorities.

[1:43:25] Trustee Patrick (probable): Super. That was all I had for comments.

[1:43:28] Trustee Patrick (probable): Were there any others from anyone? I'd look to staff

[1:43:35] Trustee Patrick (probable): if we're going to have this chance to see it back. We don't need to capture those

[1:43:39] Trustee Patrick (probable): comments as amendments at this time.

[1:43:44] Trustee Patrick (probable): There's a proposed motion at the top of your decision.

[1:43:47] Voice 2: I've been taking fairly detailed notes, so I think I've captured all of that.

[1:43:51] Voice 2: so i'll we'll provide you with a red line version chair patrick it's at the soonest possible all

[1:43:56] Voice 2: right

[1:43:56] Trustee Patrick (probable): we'll look to vice chairs uh

[1:44:00] Voice 11: vice chair elliott sure i move that executive committee

[1:44:05] Voice 11: endorse the proposed trust area wide mailer content as presented in attachment one do i

[1:44:15] Voice 11: need to say as amended or as discussed as discussed i think we can just say as discussed

[1:44:23] Voice 11: Oh, sorry. In attachment one to the request for decision dated July 23rd, 2025, comma, as discussed, comma, and authorize the chair to approve any text changes required at the graphic stage, graphic design stage.

[1:44:39] Trustee Patrick (probable): All right. Is there a second to that motion? Second by Vice Chair Maude. Any discussion? I'll call the vote then. All those in favor, raise your hands. And that carries. Thank you, trustees. Thank you, staff. I think that's a great item.

[1:45:00] Trustee Patrick (probable): So we also have in this addendum one piece of correspondence. I guess we would address it here, if that was what the intent was. It's stuck at the very end here on page 10. This was correspondence regarding amendments to the Wood Fiber LNG Environmental Assessment Certificate. I'd look to staff if there's any advice on this particular piece of correspondence.

[1:45:29] Trustee Patrick (probable): or i'm

[1:45:31] Voice 3: happy to provide advice on this and just note um staff advice is going to be that you do

[1:45:36] Voice 3: not have staff capacity to put forward an organizational response to this by august 2nd

[1:45:42] Voice 3: you might wish to circulate this to the house sound based are all trustees if you wish

[1:45:46] Voice 3: um for comment um but certainly we wouldn't have the ability at this time to prepare a comment for

[1:45:52] Voice 3: the chair but other trustees may be interested um i haven't even looked at it enough to know

[1:45:57] Voice 3: i think it would primarily affect the um house sound trustees with the water taxi traffic in

[1:46:03] Voice 3: the region right

[1:46:04] Trustee Patrick (probable): it has already been um they've already received it so we don't need to forward

[1:46:09] Trustee Patrick (probable): to vice chair peterson uh

[1:46:14] Voice 8: yeah thank you i just noting the letter uh is encouraging on this trust

[1:46:19] Voice 8: to request an extension and make a written submission i did hear um the director's

[1:46:26] Voice 8: comments about capacity there. What I was wondering was whether, do we know how long

[1:46:33] Voice 8: an extension might be? And if we were able to request and get an extension, would that perhaps

[1:46:40] Voice 8: enable some capacity for a submission?

[1:46:48] Voice 3: Certainly, if we could probably, I'm going to look to the

[1:46:51] Voice 3: acting CAO here, we could possibly accommodate a letter just with a simple request for extension

[1:46:58] Voice 3: to, you know, say it's difficult to provide a comment over the summer and request extension

[1:47:01] Voice 3: in the fall. I don't know what's achievable. I've been quite distant from this process,

[1:47:06] Voice 3: so I don't know what factors would inform a reasonable ask. But certainly, you know,

[1:47:12] Voice 3: summertime deadlines are difficult. You could make that request. And I think we could likely

[1:47:17] Voice 3: accommodate that letter, but I'll just note we are, this team is very busy right now with

[1:47:21] Voice 3: the policy statement project and other pieces, and we've got vacations planned. Thank you.

[1:47:25] Voice 3: Thank

[1:47:26] Trustee Patrick (probable): you. Vice Chair Elliott.

[1:47:28] Voice 11: Would it be a potential, a good process to forward this to the Gambier-Keats Local Trust Committee,

[1:47:39] Voice 11: request that they consider and make any comments that can be brought back to the Executive Committee to support formulating a response?

[1:47:52] Voice 11: Because I think they would be best positioned to give the feedback.

[1:47:56] Voice 11: back um and so staff at this point could ask for an extension and maybe wait for a meeting of the

[1:48:04] Voice 11: gambier keats local trust committee see if they can um formulate a response to

[1:48:11] Trustee Patrick (probable): director freighter

[1:48:12] Trustee Patrick (probable): uh

[1:48:14] Voice 3: thank you because this isn't a land use planning matter this wouldn't be appropriate

[1:48:17] Voice 3: for a local trust committee to formally comment on because their advocacy powers are related

[1:48:21] Voice 3: to matters that are squarely land use planning um i would suspect like if i was to give you

[1:48:28] Voice 3: advice i would if you wanted to do something it would be to ask for the extension should the

[1:48:32] Voice 3: extension be granted we could bring this back to you as a topic for consideration later in the fall

[1:48:37] Voice 3: or in the fall for a response but i don't think having the local trust committee way and i think

[1:48:44] Voice 3: certainly the trustees could write as individuals if they had concerns um but certainly this body

[1:48:48] Voice 3: could be informed by you know any of you hearing from those local trustees something they'd like

[1:48:52] Voice 3: the executive committee to take on on behalf of the on behalf of trust council right

[1:48:57] Trustee Patrick (probable): and i should

[1:48:58] Trustee Patrick (probable): note we have not we did not receive any request from the local trustees i know i forwarded this

[1:49:03] Trustee Patrick (probable): and my chair role is receiving this letter to our staff so vice chairs just receive for information

[1:49:13] Trustee Patrick (probable): at this point unless there's direction to request further action not seeing any actions and more

[1:49:22] Trustee Patrick (probable): over so vice chair peterson yeah

[1:49:26] Voice 8: thank you chair um i'd like to make a motion to

[1:49:34] Voice 8: request staff to write a letter requesting extension on this just so that we are

[1:49:44] Voice 8: have the potential to make a submission if if if that seems like the right thing to do if i

[1:49:51] Voice 8: think i heard the director say getting a letter out asking for an extension wouldn't be

[1:49:56] Voice 8: would be achievable and then we could reassess um based on whether we get that extension or not

[1:50:03] Voice 8: i do think there's some elements here and especially with the um the information around

[1:50:12] Voice 8: the appropriateness of ltc's taking on advocacy work of this nature i'd rather leave this door

[1:50:19] Voice 8: or open for us to assist in that, then not.

[1:50:27] Trustee Patrick (probable): All right.

[1:50:28] Trustee Patrick (probable): Do you wish to make that motion?

[1:50:32] Voice 6: Okay.

[1:50:33] Voice 6: So, sorry, I'm just sorting through my documents here.

[1:50:41] Voice 8: Oh, thank you so much.

[1:50:44] Voice 8: I move that Executive Committee request staff to write to request an extension

[1:50:48] Voice 8: from the BC Environmental Assessment Office.

[1:50:52] Voice 8: office uh oh

[1:50:55] Voice 7: jeez i was gonna put the i

[1:50:57] Trustee Patrick (probable): think it's for the july 16th email request i'm i'm sorry

[1:51:09] Voice 7: i've just somehow dropped my documents here if

[1:51:24] Voice 3: i might could i say yeah

[1:51:25] Voice 7: um

[1:51:26] Voice 3: regarding the um bc

[1:51:28] Voice 3: request an extension from the bc environmental assessment office um for providing comment

[1:51:36] Voice 3: on an increase of workers in floating work camps

[1:51:47] Voice 3: for the wood fiber LNG project.

[1:51:51] Voice 3: All

[1:52:04] Trustee Patrick (probable): right, Steph, that'll work then as written.

[1:52:13] Trustee Patrick (probable): That's, Director Frater, this works as written?

[1:52:18] Trustee Patrick (probable): Okay.

[1:52:19] Trustee Patrick (probable): Trustee Peterson, you're making this motion as written?

[1:52:23] Voice 7: Certainly, would you like me to read it out?

[1:52:24] Trustee Patrick (probable): I think, well, I'm going to say you read this out

[1:52:29] Trustee Patrick (probable): unless you want to do it.

[1:52:30] Trustee Patrick (probable): i think i think we've got it pretty clear is there a second to this motion seconded by vice

[1:52:37] Trustee Patrick (probable): chair elliott is there any discussion i'll call the vote then all those in favor that carries

[1:52:48] Trustee Patrick (probable): all right thank you trustees um so let's go back to our original agenda we're back on now to item

[1:53:00] Trustee Patrick (probable): 4.2.3.1, which is the Salt Spring

[1:53:03] Trustee Patrick (probable): Island Office Renovation Budget Shortfall Briefing on page

[1:53:07] Trustee Patrick (probable): 33. I assume that's going to be Director Cermak.

[1:53:13] Voice 5: It is I. Thank you, Chair. I shall begin.

[1:53:17] Trustee Patrick (probable): Please do.

[1:53:19] Voice 5: So this is to advise the Executive Committee

[1:53:21] Voice 5: that way there's a $90,000 and $820

[1:53:25] Voice 5: shortfall in this year's fiscal budget for the Salt Spring Office Renovation Project.

[1:53:29] Voice 5: project. Staff proposed that the funding shortfall be covered by staff savings primarily and a few

[1:53:36] Voice 5: other savings to the delayed moving costs. The report gives a background as to why there's a

[1:53:42] Voice 5: shortfall. There's a couple reasons, but one was there's a bit of a forecasting error at the end

[1:53:50] Voice 5: of the year is that what we forecast to spend last fiscal ended up being incorrect and that

[1:53:55] Voice 5: incorrection didn't get translated in the budget. So we were basically asking

[1:54:01] Voice 5: to reinstate monies that were not spent and they were already allocated from

[1:54:05] Voice 5: general surplus. And you can see a couple other things is that we have air

[1:54:11] Voice 5: conditioning unit to be installed to control the server room. Of course

[1:54:19] Voice 5: computers are number one infrastructure of need and the server rooms have to be

[1:54:24] Voice 5: kept at temperature and the unit has a very poor heat control. So the contract included

[1:54:32] Voice 5: an installation of it, but not purchase of said unit. So it's a heat pump essentially

[1:54:38] Voice 5: to keep a regulated temperature. And the other one was, what was the other minor budget adjustment?

[1:54:45] Voice 5: Oh, an office accessibility. When we get to the building permit stage, the drawings had

[1:54:52] Voice 5: had to be amended to move a shared wall with a kitchen and bathroom such that they had a turn

[1:54:58] Voice 5: radius that could suit a wheelchair. It wasn't large enough previously. So some minor adjustments

[1:55:04] Voice 5: there at the building permit stage. As I said, the majority of the costs would be covered by

[1:55:12] Voice 5: salary savings from not having a legislative clerk in the Salt Spring office for a while.

[1:55:18] Voice 5: That hiring process is currently happening, and we hope to have someone in place soon in the next couple of weeks.

[1:55:25] Voice 5: Similarly, we have a vacancy in the northern office, but perhaps most substantively is the island planner vacancy in Salt Spring Island.

[1:55:33] Voice 5: Try as we may, that's been a challenge to fill that position.

[1:55:37] Voice 5: And we're now at the point with four months to go with that vacancy.

[1:55:42] Voice 5: When the planner is scheduled to return, it becomes difficult to fill the four-month vacancy as is.

[1:55:47] Voice 5: So it seemed logical to continue that.

[1:55:50] Voice 5: Of course, that continues to impact the Salt Spring Island LTC, whereby primarily they're, I don't call them the extra projects, but projects that are not moving, especially the water, I can't remember what they're called, the water projects, such as SWPA and other related projects remain sort of stalled out.

[1:56:13] Voice 5: Although I know they're moving incrementally with the planner too.

[1:56:16] Voice 5: They're trying to move it, but it certainly would move a lot quicker

[1:56:19] Voice 5: if you had an island planner dedicated to those things.

[1:56:22] Voice 5: So that's the proposal I had before.

[1:56:23] Voice 5: It was an unfortunate error, and that's the bulk of it.

[1:56:29] Voice 5: And the impact is to the Salt Spring LTC work program,

[1:56:34] Voice 5: although they are moving quickly on many other things.

[1:56:36] Voice 5: So I'll leave it at that.

[1:56:37] Voice 5: And of course, director mobs could give you the real forensic detail

[1:56:41] Voice 5: on the monies if you wish it.

[1:56:43] Voice 5: And I'm happy to answer any questions.

[1:56:46] Trustee Patrick (probable): All right, Vice Chair's comments, questions?

[1:56:49] Trustee Patrick (probable): Vice Chair Maud.

[1:56:52] Trustee Maude (probable): Well, you know what I'm going to say?

[1:56:54] Trustee Maude (probable): I'm really disappointed.

[1:56:56] Trustee Maude (probable): You know, this project started off with a budget of $160,000.

[1:57:02] Trustee Maude (probable): We're now one and a half times that and growing.

[1:57:08] Trustee Maude (probable): I don't know how we let a contract out for installing something

[1:57:13] Trustee Maude (probable): that actually is in the budget to be purchased.

[1:57:16] Trustee Maude (probable): And so, you know, I said what I said back in March at the last increase of this.

[1:57:26] Trustee Maude (probable): I was very, very vocal and very, very verbal that I would not be in support of any other increases.

[1:57:32] Trustee Maude (probable): And I note that I don't have the option of voting against it, but I am not happy.

[1:57:38] Trustee Maude (probable): Like we have a legacy of doing this on these type of projects where we start out with one budget and we end up in another and we end up in another and we end up in another.

[1:57:47] Trustee Maude (probable): and you know this is just i just i'm tongue-tied on this because i'm really upset i'm not happy

[1:58:00] Trustee Maude (probable): and you know i'm just done thank you

[1:58:06] Trustee Patrick (probable): thank you vice chairman i think um the overall budget the

[1:58:11] Trustee Patrick (probable): primary issue here is more not a carry forward into this budget of the amounts the difference

[1:58:18] Trustee Patrick (probable): between what was contemplated is the addition of these two items here is my understanding so

[1:58:29] Trustee Patrick (probable): um vice chair peterson i

[1:58:35] Voice 8: i absolutely share the frustration of vice chair maude um

[1:58:39] Voice 8: these projects um especially now we're looking at um the dollar figure for this project which is

[1:58:50] Voice 8: has has has bought us brought us no equity um and certainly we've had this this discussion uh

[1:58:59] Voice 8: in in the past and and i know where vice chair maude is is and i are sort of on side is

[1:59:06] Voice 8: um we're spending an awful lot of money on these renovations

[1:59:12] Voice 8: um and is that the appropriate way to spend this these volumes of dollars

[1:59:18] Voice 8: rather than, you know, purchasing something

[1:59:24] Voice 8: and not essentially throwing money down an endless hole.

[1:59:30] Voice 8: And I am also frustrated that we're at this pass again.

[1:59:35] Voice 8: It seems that for whatever reason

[1:59:38] Voice 8: that we don't seem to be doing very well

[1:59:41] Voice 8: at estimating the real costs of these types of projects.

[1:59:44] Voice 8: I absolutely understand all the accessibility issues

[1:59:47] Voice 8: issues and all of that and of course we want a a safe and and good workspace and and so i

[1:59:54] Voice 8: i'm totally in support of all those things but i feel like our

[2:00:00] Voice 8: Our organizational approach to these types of projects has unfortunately resulted in several instances like this where costs have gone up to eye-watering amounts, and we're coming out the end with very little equity when perhaps that would have been a better approach.

[2:00:23] Voice 8: approach but uh that said you know this isn't a request for decision we're we're we're so far

[2:00:30] Voice 8: deep into this we obviously we need the last little bits done and salt spring needs an office

[2:00:35] Voice 8: back um i'd say that's the other thing that i'm a bit frustrated in and just certainly heard from

[2:00:43] Voice 8: residents of salt spring that the timeline has also been uh not what we had anticipated and

[2:00:51] Voice 8: that's also frustration you know for the public so i don't know how we do better but uh geez let's

[2:00:58] Voice 8: think long and hard about this kind of stuff and and really maybe maybe we have not been

[2:01:07] Voice 8: approaching this in a way that's really the best for for the organization i'll leave it there

[2:01:12] Trustee Patrick (probable): thank you vice chair

[2:01:13] Voice 11: elliott so um notwithstanding everyone's feelings about the having to approve

[2:01:25] Voice 11: greater amounts, I just want to remind us that it was the decision of Financial Planning Committee

[2:01:31] Voice 11: to recommend a reduction of the office renovation project budget. So originally,

[2:01:39] Voice 11: the cost estimate, I think, was around $225,000, if I'm not mistaken. We've all felt very good that

[2:01:48] Voice 11: that we came in with a reduced proposed tax increase this year.

[2:01:55] Voice 11: And this was one of the reductions, I believe, or sorry, from two years ago.

[2:02:00] Voice 11: Yeah, yes.

[2:02:01] Voice 11: It

[2:02:01] Trustee Patrick (probable): was two years

[2:02:02] Voice 11: ago.

[2:02:03] Voice 11: Correct.

[2:02:04] Voice 11: So executive committee made the decision to reduce that initial renovation cost

[2:02:12] Voice 11: down to $160,000.

[2:02:14] Voice 11: We were part of that decision, and that was against staff advice.

[2:02:17] Voice 11: No, the CAO recommended that

[2:02:20] Trustee Patrick (probable): at the time. The previous CAO recommended that reduction.

[2:02:24] Voice 11: Then this might be an organizational thing, but I think this was a political decision with probably not some great advice. So I don't think it's fair to load this on a structural inability to forecast properly.

[2:02:46] Voice 11: We had the proper forecast that was pretty much close to what is being spent now. So I just want to push back gently on that, because I think this was a political decision to try to increase the proposed tax levy.

[2:03:00] Voice 11: Vice Chairman.

[2:03:01] Voice 11: month okay

[2:03:02] Trustee Maude (probable): okay just for clarification the budget was was set at 160 000 based on staff

[2:03:09] Trustee Maude (probable): recommendations there was no politics involved it's the initial budget i believe you're correct

[2:03:15] Trustee Maude (probable): trustee elliot that was presented to us by staff was i believe in 220 above the 220 thing staff

[2:03:22] Trustee Maude (probable): came back to us and said oh no we've we've rejigged the numbers we we're confident we can do it for

[2:03:29] Trustee Maude (probable): 160 so like we literally endorsed what staff did politics would have been we're saying we can't

[2:03:36] Trustee Maude (probable): afford 220 we're going to give you 160 the 160 number was given to us by staff and told that

[2:03:43] Trustee Maude (probable): that was an accurate number to do the job so so you know it's i won't put any of it on my shoulders

[2:03:49] Trustee Maude (probable): because we endorsed a staff recommendation and a staff report that you that can be brought out and

[2:03:56] Trustee Maude (probable): and looked at and now we're one and a half times plus that so i i'm not going to wear this

[2:04:04] Trustee Patrick (probable): anyway as i said it's primarily a it was a missed uh item to carry over the funds into this next

[2:04:14] Trustee Patrick (probable): year or to have addressed it in a different way um my comment is i do appreciate staff have worked

[2:04:21] Trustee Patrick (probable): worked hard to absorb the shortfall. I do appreciate that the absorption was done in a

[2:04:29] Trustee Patrick (probable): way to protect our OCP project that we have carrying on at Salt Spring. That would have

[2:04:35] Trustee Patrick (probable): had me a fuming. But I am cognizant of the ongoing, you know, the legislative clerk

[2:04:44] Trustee Patrick (probable): role is being filled, but it's by an employee that's now doing two jobs instead of one.

[2:04:50] Trustee Patrick (probable): And I know that that's not sustainable. And to still have had the shortfall of an island planter for this long, I think staff have done an excellent job trying to fill in the gaps that we have on Salt Spring, but we continue to have gaps on Salt Spring from a staffing levels perspective.

[2:05:10] Trustee Patrick (probable): So, innovatively covering the costs, appreciate that. And in the long term, I'm looking forward to having better ways of covering our offices that if one office is having staff challenges over another, we should be looking at this organization as a whole and making sure that no geographic region is found lacking in sufficient staff to do the work that needs to be done.

[2:05:41] Trustee Patrick (probable): done in the region. But I don't think there's much we can do about this at this point other

[2:05:46] Trustee Patrick (probable): than appreciate you. I'll look to staff as there's no action from us at this point.

[2:05:50] Trustee Patrick (probable): Would this report then be shared in the September Trust Council or would we look at

[2:05:58] Trustee Patrick (probable): this will have to be shared with Trust Council of Director Mobs? Oops, Director Mobs disappeared.

[2:06:11] Trustee Patrick (probable): period.

[2:06:14] Voice 12: There we go. Double muted. So this report is essentially a companion piece to the report

[2:06:22] Voice 12: you received at your previous meeting, which was highlighting overspending in the budget by

[2:06:27] Voice 12: general lender line item. Under policy, any anticipated overspends must come to this group

[2:06:34] Voice 12: and then also be shared with financial planning committee. And financial planning committee is

[2:06:38] Voice 12: the decision maker to decide if they want to send something through the trust council or not. So

[2:06:42] Voice 12: So that's what will happen with this.

[2:06:44] Voice 12: It will be attached to the previous report you saw and go to the next FPC meeting.

[2:06:49] Voice 12: And if it travels to Trust Council, I'm sure we'll have to make some space on that agenda to talk about it.

[2:06:55] Voice 12: There may be some strong feelings as they are here today.

[2:06:58] Trustee Patrick (probable): All right. Vice Chairman.

[2:06:59] Voice 12: And as you mentioned, no real decisions from you.

[2:07:03] Voice 12: This is an information piece letting you know how staff have identified a way to fund the budget shortfall.

[2:07:09] Voice 12: of course if you had issues with the proposal you would be able to give alternate direction but

[2:07:15] Voice 12: haven't heard any of that today all

[2:07:19] Trustee Patrick (probable): right vice chairman did you

[2:07:21] Trustee Maude (probable): would it be appropriate to

[2:07:22] Trustee Maude (probable): for a motion to circulate this report to trust council for their information

[2:07:27] Trustee Patrick (probable): i what i just heard is we i don't think we need to i think this is going to go to financial

[2:07:32] Trustee Patrick (probable): planning committee who will make a decision um to forward to trust council i did in my weekly

[2:07:39] Trustee Patrick (probable): the report raised this as an item of potential interest so trustees could have looked this up

[2:07:45] Trustee Patrick (probable): if they were interested yeah

[2:07:47] Trustee Maude (probable): no i just wanted to highlight it to trust council members

[2:07:54] Trustee Patrick (probable): director mobs um

[2:07:57] Voice 12: certainly ec has the discretion to forward any reports that come to this body to

[2:08:01] Voice 12: other bodies so that is at your discretion if you wish to take an alternate approach

[2:08:05] Voice 12: So,

[2:08:08] Trustee Maude (probable): well, I'll go for that. I'll move that the Salt Span Office Renovation Budget Update be circulated to Trust Council for information.

[2:08:19] Trustee Patrick (probable): Is there a second to this motion? Seconded by Vice Chair Peterson. Is there any discussion about Vice Chair Elliott?

[2:08:38] Voice 11: it? Shouldn't this just form part of the regular reporting in the financial statements? I wouldn't

[2:08:45] Voice 11: want to see it go as a separate briefing as if to cause alarm. I think it should be incorporated

[2:08:53] Voice 11: with the financial statements when Trust Council receives it in September. Is that when you're

[2:09:00] Voice 11: thinking this would be circulated?

[2:09:05] Trustee Patrick (probable): Just a moment, Vice Chair Mudd. Vice Chair Harry,

[2:09:10] Trustee Patrick (probable): I keep going to call you Director Mobs.

[2:09:12] Trustee Patrick (probable): This would travel to a financial planning committee

[2:09:16] Trustee Patrick (probable): who would then potentially decide whether or not to forward

[2:09:20] Trustee Patrick (probable): to trust counsel to a company September.

[2:09:27] Voice 12: That's right.

[2:09:27] Voice 12: FPC meets in August.

[2:09:29] Voice 12: So that's when they would deliberate.

[2:09:30] Voice 12: And then it would travel to September trust counsel

[2:09:33] Voice 12: if FPC forwards it on.

[2:09:36] Trustee Patrick (probable): All right.

[2:09:36] Trustee Patrick (probable): Vice Chair Mudd.

[2:09:38] Trustee Maude (probable): So my suggestion basically is that it's a timely thing

[2:09:42] Trustee Maude (probable): this way it doesn't get lost in a great big series of documents and just simply email to

[2:09:49] Trustee Maude (probable): trustees just for their information um it's uh and you know is is that um maybe it is to cause

[2:09:58] Trustee Maude (probable): alarm i don't know but but i i think this is important i think um that it is to be transparent

[2:10:05] Trustee Maude (probable): with trustees as to what's going on i think it's a very simple well-written report that explains

[2:10:10] Trustee Maude (probable): where we are. And I think for full disclosure for trustees, it's an appropriate thing to do.

[2:10:22] Trustee Patrick (probable): All right. Well, my comment, I understand your concerns and thoughts, Mr. Mott. I think

[2:10:28] Trustee Patrick (probable): having the context of the entire conversation, the overspend, the policy,

[2:10:34] Trustee Patrick (probable): a thorough conversation at the Financial Planning Committee. I, of course, will be

[2:10:41] Trustee Patrick (probable): reporting out on this meeting to all trustees so they'll have the opportunity to

[2:10:46] Trustee Patrick (probable): see the report again uh i think we should go through the the normal challenge channels

[2:10:54] Trustee Patrick (probable): for for this i think this would have been an opportunity for us to either have given advice

[2:10:58] Trustee Patrick (probable): and we don't we don't think you should take this from staff uh to salaries that we think you should

[2:11:02] Trustee Patrick (probable): go somewhere else or do something different um this is just to proceed for information

[2:11:08] Trustee Patrick (probable): the issue is not an urgent matter it's been covered and it should go to the financial

[2:11:16] Trustee Patrick (probable): planning committee for regular discussion and handling is there any further discussion

[2:11:26] Trustee Patrick (probable): i'll call the vote then all those in favor lower your hands all those opposed raise your hands

[2:11:42] Trustee Patrick (probable): so that's a tie vote which fails is my understanding so that will take its action then

[2:11:53] Trustee Patrick (probable): I'm going to keep things moving because I've been at this for a while.

[2:11:59] Trustee Patrick (probable): We had the additional item, I guess that was under new business first,

[2:12:03] Trustee Patrick (probable): is the request from the Island Trust Conservancy to provide support on GIS services.

[2:12:14] Trustee Patrick (probable): And I'd look to, is that going to be Director Cermak that will provide that?

[2:12:19] Voice 5: Sure, I can do that.

[2:12:20] Voice 5: I drafted up the report last night.

[2:12:22] Voice 5: You were all at the meeting yesterday, so I won't belabor the point, is that the Islands Trust Conservancy passed a resolution expressing strong support for a robust GIS system that's sustained over the long term.

[2:12:36] Voice 5: And this is to help with analysis of trends and development of indicators of ecosystem health.

[2:12:41] Voice 5: This supports sound decision-making, planning, conservation, climate change, mitigation, adaptation, et cetera.

[2:12:48] Voice 5: It's a very long resolution, but if last night when I was working on this report, I actually spent maybe an hour longer than I should have looking at all the things that this would affect in terms of, I think there were 10 different key initiatives in the strategic plan and countless almost in the policy statement about identify and do the followings.

[2:13:12] Voice 5: So, in brevity, I just condensed it to point out that the strategic plan and draft policy statement alone, not to mention the other LTC initiatives going on, etc., would really benefit from the support of a more robust GIS service system.

[2:13:32] Voice 5: And so in that discussion, you heard that with Islands Trust Conservancy and yourselves yesterday, and they were seeking you, DEC, to express your companion support for such a resolution to Trust Council. That's it.

[2:13:48] Voice 5: All

[2:13:48] Trustee Patrick (probable): right. Before we go to, oops, my phone is ringing. Let me just try to make this not stop. There we go. So is there, I'm going to look to staff, do we need to address this today? Is this, this is more in about a sort of budget preparations?

[2:14:14] Trustee Patrick (probable): considerations. So I'm just looking to staff's direction. Addressing this issue today, does that

[2:14:22] Trustee Patrick (probable): have any advantage?

[2:14:26] Voice 5: If I may, Chair, I'll respond to that. I think Director Mobs may have the best

[2:14:31] Voice 5: answer in terms of the flow of the budget. I too saw the inevitable conclusion that is a request

[2:14:36] Voice 5: for more GIS services, whether that's staff resourcing or more financial allocations.

[2:14:43] Voice 5: The best process for this, of course, is to go to the Seek Trust Council to influence the Trust Council budget, but there is no associated business case with it.

[2:14:52] Voice 5: So it's an interesting first step, but I'm not sure on the preferred next step into that.

[2:14:58] Voice 5: Maybe I'll turn to Director Mobs for some support.

[2:15:00] Voice 5: Although she, I don't think, attended the meeting and is probably blindsided completely by the request.

[2:15:05] Voice 5: So my apologies, Director Mobs.

[2:15:08] Voice 5: The

[2:15:08] Trustee Patrick (probable): question more to Director Mobs is the urgency of addressing this today, if this makes any difference or not.

[2:15:14] Trustee Patrick (probable): Director Mobs, do you have any comments on that?

[2:15:18] Voice 12: I think if this is something the Executive Committee supports, there wouldn't be a need to delay for any reason.

[2:15:25] Voice 12: Certainly, it would be helpful for Trust Council to have this information when it's putting together budget guidelines, assumptions, and principles.

[2:15:33] Voice 12: And that will take place in September.

[2:15:35] Voice 12: The Financial Planning Committee will be reviewing the draft of that at their August meeting.

[2:15:39] Voice 12: Um, so I know, and I need to take time to put that together.

[2:15:43] Voice 12: So certainly the earlier you can make a decision on this, um, the better in terms of facilitating

[2:15:48] Voice 12: the budget process this year.

[2:15:49] Trustee Patrick (probable): All right.

[2:15:50] Trustee Patrick (probable): Well, thank you.

[2:15:51] Trustee Patrick (probable): That helps, um, vice chair Elliott.

[2:15:55] Voice 11: And if I recall, um, information services and technology and software, those business

[2:16:05] Voice 11: cases always come to executive committee.

[2:16:07] Voice 11: Is that correct?

[2:16:08] Voice 11: Correct. So we would essentially have to be a sponsoring body to advance business cases.

[2:16:17] Voice 11: So now we're talking this would be for 26-27 or 27-28?

[2:16:24] Voice 11: The

[2:16:27] Voice 12: next budget in development will be 26-27.

[2:16:32] Voice 11: Yeah. So I do support the intent of this motion.

[2:16:38] Voice 11: I think it's whether we have business cases prepared for this year or for the following, knowing there is going to be a lot of pressure on the budget with less than usual levels in the surplus, and it's an election year.

[2:16:58] Voice 11: um i do think executive committee would want to give consideration for developing those business

[2:17:06] Voice 11: cases even if it has to wait for another year um for approval it's good to get the request in

[2:17:16] Voice 11: and start thinking about you know what is the level of um gis support that we need i think

[2:17:23] Voice 11: This is quite a big project. It would support many, many, as the director said, strategic initiatives of trust council that aren't scheduled to be initiated yet.

[2:17:36] Voice 11: When you look at those indicators of ecosystem health and the growth management planning framework, which at RPC we were struggling to figure out what that was going to look like, those are all sort of in the to-be-initiated timeline of 26-27.

[2:17:55] Voice 11: So while I don't think there's urgency, I think getting this process started would be really good. So I support the request by ITC to endorse this initiative.

[2:18:12] Voice 11: All

[2:18:15] Trustee Patrick (probable): right, Vice Chairs, any further comments? I know my only comment was I would have added one additional word had I been, if this had been motioned before myself, and that is the word ongoing be added in front of assist analysis of trends.

[2:18:36] Trustee Patrick (probable): I think it's to assist the ongoing analysis of trends and development of indicators, because to me, the word ongoing is important here.

[2:18:45] Trustee Patrick (probable): We were talking about the management of these systems and not just the management of the systems, but the data that needs to be collected to support these systems and how it has an age.

[2:18:56] Trustee Patrick (probable): Sometimes it needs to be updated and we need new data or revised data, and that we don't have the systems in place or the planning in place that support the ongoing, you know, like this eelgrass.

[2:19:11] Trustee Patrick (probable): We're talking about eelgrass over and over again, but eelgrass has a lifespan.

[2:19:16] Trustee Patrick (probable): We have to do the analysis again and again into the future, and that we need systems that support not only collecting the data once, but maintaining it in our systems in an accurate way to allow us to do the analysis on the trends for indicators.

[2:19:38] Trustee Patrick (probable): Director Cermak.

[2:19:41] Voice 5: Thank you, Chair.

[2:19:42] Voice 5: In that light, I recommend that if the EC wishes that you can make a resolution that parallels what the Conservancy said, such as that the Executive Committee indicated strong support for robust geographic information systems, etc., insert your word as desired ongoing in there.

[2:19:59] Voice 5: So you could just, instead of making the recommendation they said for ITC, you know, you could craft your own resolution and make it clear that way.

[2:20:10] Trustee Patrick (probable): My question

[2:20:11] Trustee Patrick (probable): was, who would be making this recommendation to, financial planning committee or trust council at this point?

[2:20:21] Trustee Patrick (probable): Let's look to Director Mobs.

[2:20:25] Voice 12: This would be a recommendation to trust council, but I would take it to financial planning committee so that they can consider your recommendation as part of drafting the guidelines.

[2:20:37] Trustee Patrick (probable): All right.

[2:20:38] Trustee Patrick (probable): Vice chairs, how would you like to go?

[2:20:42] Trustee Patrick (probable): So would it be, would the committee make also reference, so would it be that the executive committee indicate its support too? Because I'd look to Vice Chair Elliott.

[2:21:14] Trustee Patrick (probable): I

[2:21:16] Voice 11: think just endorses executive committee, expresses support and endorses resolution ITC-EC-2025-01 and requests staff develop.

[2:21:40] Voice 11: Do we want to direct the development of business cases related to it?

[2:21:46] Voice 4: Or

[2:21:47] Voice 11: this has to travel to Trust Council to get that further direction.

[2:21:52] Voice 11: I just think that puts us so far back in the timeline, but it would be good to have some business cases develop so the Trust Council can consider costs and analysis.

[2:22:06] Trustee Patrick (probable): Vice Chair Peterson.

[2:22:08] Trustee Patrick (probable): Yeah,

[2:22:11] Voice 8: I mean, I think it's helpful to have business cases.

[2:22:17] Voice 8: However, I'm just wondering, getting us out of the vacation period on and off and upcoming.

[2:22:29] Voice 8: Just what kind of timeline are we hoping to get a business case for September or would we be thinking further down the road than that?

[2:22:40] Voice 8: Because I feel like September might be challenging, whereas we could certainly get a resolution in this briefing to September Trust Council.

[2:22:52] Voice 8: council but anyway i'm just i don't want to over burden staff i'm knowing that there's

[2:22:58] Voice 8: lots of time off coming up for folks

[2:23:01] Voice 11: vice chair elliott so i agree that developing business cases

[2:23:06] Voice 11: is a little premature i think because information services has just gotten new staff um and there

[2:23:16] Voice 11: There was another, the Conservancy's team lead will be in place at some point.

[2:23:23] Voice 11: I think some analysis is needed about what tools are missing.

[2:23:31] Voice 11: And so requesting staff to do some analysis, sort of at the management level, working with the Conservancy to determine the needs and opportunities.

[2:23:43] Voice 11: opportunities, and then bring that as a briefing to executive committee. And then we can decide

[2:23:51] Voice 11: sort of the timing for business cases based on, are there immediate urgent needs? We need this

[2:24:01] Voice 11: license to do these things. And then in one year, we'll need a new suite of software to do something

[2:24:09] Voice 11: But I think some analysis is what's needed at this point because we've got some new people coming in line and we need to identify the needs first. Analysis on GIS system needs and opportunities for our consideration or for, because I assume this would come back to executive committee and then go to trust counsel, Director Cermak, acting CEO.

[2:24:50] Voice 5: go

[2:24:52] Trustee Patrick (probable): ahead director sorry i was studying the language of the previous go ahead okay i took

[2:24:57] Voice 5: a breath and then it faded the um so i i think what we heard from director mobs uh there's two

[2:25:03] Voice 5: a couple different things happening trust council are going to do um the budget assumptions and i

[2:25:11] Voice 5: think in there sorry if i've got the name wrong uh but it's um you know when they're i think at

[2:25:16] Voice 5: that discussion, they can sort of help guide the assumptions that we want to increase GIS services

[2:25:23] Voice 5: that helps Trust Council provide that direction to some degree. And then concurrently, the executive

[2:25:29] Voice 5: committee can request staff to come back with business cases to support this action. And you're

[2:25:35] Voice 5: right, we're heading into August and it's going to be tricky to get everybody together to provide

[2:25:39] Voice 5: input um i'm gonna pause there because i see director freighter who's

[2:25:45] Voice 4: go ahead director

[2:25:47] Voice 3: freighter um i'll just just interject to note that um as part of trust council when we were

[2:25:53] Voice 3: asked to bring forward business cases that were noted in the strategic plan for to be initiated

[2:25:59] Voice 3: next year that um was there's one in there around development of indicators for ecosystem health

[2:26:05] Voice 3: that i was then going to be trying to bring to trust programs committee for their

[2:26:09] Voice 3: meeting at the end of the month. What I'm going to be doing instead is bringing them a briefing,

[2:26:15] Voice 3: because there is no way I can produce a briefing on such a thing, because it triggers all of these

[2:26:19] Voice 3: questions around, do we have the GIS capacity? You know, the selection of indicators is a big

[2:26:24] Voice 3: project. So there is already going to be a business case that would thereby trigger the need,

[2:26:31] Voice 3: you know, should I bring that forward? Part of that bringing of that forward later in the fall

[2:26:35] Voice 3: will be analysis of what GIS capacity do we need to implement the action in the strategic plan

[2:26:41] Voice 3: so then that would potentially our intention right now is to bring that indicator work through trust

[2:26:47] Voice 3: programs committee so there would already be a business case that would come forward

[2:26:50] Voice 3: for what that could speak to this capacity issue but I haven't as yet turned my mind to it so it

[2:26:57] Voice 3: won't be ready until later in the fall the challenge becomes of course in terms of the

[2:27:02] Voice 3: draft budget which we want to have numbers to the director of finance by early september do we come

[2:27:09] Voice 3: up with a placeholder number you know how do we accommodate that for the purposes of drafting the

[2:27:13] Voice 3: draft budget and i'll try oh i'll let the acting cio or director of finance speak to that piece

[2:27:18] Voice 3: but for now i'm simply going to be briefing um trust programs committee on the considerations

[2:27:23] Voice 3: that we'll be thinking about as we work towards development of a business case to be provided

[2:27:27] Voice 3: later in the budget process.

[2:27:29] Trustee Patrick (probable): My question as well is the timing.

[2:27:31] Trustee Patrick (probable): I understand, you know,

[2:27:32] Trustee Patrick (probable): I know CAO Bruni is undertaking

[2:27:34] Trustee Patrick (probable): an operational review

[2:27:35] Trustee Patrick (probable): and I think the data and access to data

[2:27:38] Trustee Patrick (probable): and things of that nature

[2:27:39] Trustee Patrick (probable): likely going to be something

[2:27:41] Trustee Patrick (probable): that's raised through that as well.

[2:27:43] Trustee Patrick (probable): So I just feel we're in a timing issue.

[2:27:45] Trustee Patrick (probable): We have, we only have one business case

[2:27:48] Trustee Patrick (probable): that we're aware of

[2:27:49] Trustee Patrick (probable): that's making its way through the process.

[2:27:51] Trustee Patrick (probable): This is really about a direction,

[2:27:53] Trustee Patrick (probable): a strategic direction of this organization.

[2:27:57] Trustee Patrick (probable): and to have the systems in place to take care of a system of this nature into the future to

[2:28:04] Trustee Patrick (probable): service the indicators i think this is a wonderful conversation i think we all generally support

[2:28:09] Trustee Patrick (probable): the direction that we're going it's just it's hard when you're not hanging your hat onto something so

[2:28:14] Trustee Patrick (probable): we either could say we're for for business for the budget assumptions do we be specific about

[2:28:22] Trustee Patrick (probable): that as something that's an action that could come out of this is as financial planning committee is

[2:28:28] Trustee Patrick (probable): building their or as you're building their the the draft and they consider it that uh this could be

[2:28:36] Trustee Patrick (probable): in the assumptions for specific uh director mobs uh

[2:28:44] Voice 12: yeah certainly i think if there's support for

[2:28:46] Voice 12: this um financial planning committee could consider that in the assumptions principles

[2:28:50] Voice 12: both in guidelines. I don't think, you know, it doesn't hold trust counsel to anything.

[2:28:56] Voice 12: It also just expresses a form of prioritization. You know, if we have some requests related to GIS

[2:29:04] Voice 12: in the upcoming budget cycle, and we also have other requests, it might be that the GIS request

[2:29:10] Voice 12: will take prioritization over other work. It doesn't necessarily mean that it's funded or

[2:29:16] Voice 12: not funded. I'm noting that Conservancy resolution talks particularly about long-term sustained

[2:29:22] Voice 12: funding as well as strategic direction. So that's a longer-term view. So I would suggest that racing

[2:29:29] Voice 12: to get it done for the current budget cycle and therefore maybe not being able to do it as well

[2:29:34] Voice 12: as we should would be to our detriment. Asking staff to request getting started on the work

[2:29:41] Voice 12: I think is fine, although Director Freider did indicate that's sort of happening anyway because

[2:29:46] Voice 12: there are some indicator work in the existing strategic plan. So that would be my suggestion

[2:29:53] Voice 12: is not to race, rather do it well. And we do have opportunities throughout the upcoming budget cycle.

[2:30:00] Voice 12: to massage and amend the budget, as you all know.

[2:30:03] Voice 12: So if we get the work to a healthy place mid-cycle,

[2:30:06] Voice 12: we can always make an adjustment at that point.

[2:30:08] Trustee Patrick (probable): Yeah, to the benefit of Director Bobbs,

[2:30:11] Trustee Patrick (probable): part of the conversation yesterday was that these data collections,

[2:30:15] Trustee Patrick (probable): they're big ticket items, like the eelgrass, $120,000,

[2:30:19] Trustee Patrick (probable): that if we were to build toward a strategic reserve fund

[2:30:22] Trustee Patrick (probable): for support of the data, that we could be building a reserve fund

[2:30:27] Trustee Patrick (probable): that we could draw on as these big data sets

[2:30:31] Trustee Patrick (probable): need to be updated in the future

[2:30:33] Trustee Patrick (probable): rather than arguing over,

[2:30:37] Trustee Patrick (probable): do we put 120,000 in the budget or not this year?

[2:30:41] Trustee Patrick (probable): So that was the conversation we were having yesterday

[2:30:43] Trustee Patrick (probable): with the Island Trust Conservancy.

[2:30:49] Trustee Patrick (probable): So looking for recommendations on how best to proceed here.

[2:31:00] Trustee Patrick (probable): We're getting tired.

[2:31:05] Trustee Patrick (probable): so should are we just forwarding this as is or endorsing it as is or asking specifically that

[2:31:13] Trustee Patrick (probable): it be considered in the building of the assumptions principles and guidelines vice chair elliott

[2:31:20] Trustee Patrick (probable): i

[2:31:23] Voice 11: don't think it's rushed to begin thinking about how to provide sustained long-term funding for

[2:31:32] Voice 11: such a critical component.

[2:31:36] Voice 11: So I do support if executive committee wants to advance this to financial planning committee

[2:31:45] Voice 11: for consideration of the development of, oh sorry, it's to trust council for consideration

[2:31:51] Voice 11: of the draft principles and budget guidelines discussion and then following that as staff

[2:32:01] Voice 11: is continuing to analyze the situation

[2:32:04] Voice 11: and the CAO conducts the operational review,

[2:32:09] Voice 11: I think we'll see some options coming back out of that

[2:32:12] Voice 11: to executive committee as a natural course.

[2:32:17] Voice 11: So does this body want to endorse the resolution?

[2:32:20] Voice 11: And I think so, but that's me speaking for myself.

[2:32:27] Voice 11: And I guess we need a motion on the floor

[2:32:30] Voice 11: to see if the rest feel the same way.

[2:32:34] Trustee Patrick (probable): So would it be that the executive committee endorses this resolution and that recommends it be

[2:32:48] Voice 11: forwarded to trust counsel for consideration in the

[2:32:52] Voice 11: prioritization of budget?

[2:32:59] This

[2:33:00] Voice 11: is not the day for resolutions.

[2:33:01] Voice 11: Yeah, we're getting

[2:33:02] Trustee Patrick (probable): tired, principally. Go ahead, Director Mobs. Save the day.

[2:33:07] Voice 12: So I think if you just wanted to have a resolution that supports the

[2:33:11] Voice 12: Conservancy Board resolution,

[2:33:12] Voice 12: it will naturally be a piece of information that flows into the current year

[2:33:18] Voice 12: or the upcoming budget cycle.

[2:33:19] Voice 12: So it will find its way to FPC and then to Trust Council.

[2:33:22] Voice 12: If you wanted to more strongly state or direct that it be considered,

[2:33:26] Voice 12: you could add something at the end of the resolution saying,

[2:33:30] Voice 12: and that this resolution be,

[2:33:33] Voice 12: the trust council consider this resolution

[2:33:36] Voice 12: as part of its budget discussion.

[2:33:41] Voice 12: And that's simple.

[2:33:43] Voice 12: I think I like that.

[2:33:44] Voice 12: And we'll make sure it follows.

[2:33:50] Trustee Patrick (probable): That's budget discussions.

[2:33:56] Trustee Patrick (probable): Vice chairs, how does that look?

[2:34:04] Trustee Patrick (probable): One of you willing to make this motion?

[2:34:08] Trustee Maude (probable): I'll move that executive committee endorses

[2:34:11] Trustee Maude (probable): resolution ITC-EC-2025-001

[2:34:16] Trustee Maude (probable): and recommends to be forwarded to Trust Council

[2:34:19] Trustee Maude (probable): for consideration as part of the budget discussion.

[2:34:22] Trustee Patrick (probable): There we go.

[2:34:23] Trustee Patrick (probable): Is there a second to that motion?

[2:34:25] Trustee Patrick (probable): Trustee Elliott seconds the motion.

[2:34:27] Trustee Patrick (probable): Is there any discussion?

[2:34:29] Trustee Patrick (probable): I'll call the vote then.

[2:34:31] Trustee Patrick (probable): All those in favor?

[2:34:33] Trustee Patrick (probable): All that carries.

[2:34:34] Trustee Patrick (probable): Thank goodness.

[2:34:36] Trustee Patrick (probable): That was a rough one.

[2:34:38] Trustee Patrick (probable): It's these easy ones that are always the hardest.

[2:34:41] Trustee Patrick (probable): Okay, trustees, the next piece that we added

[2:34:44] Trustee Patrick (probable): it was any considerations for the the july 29th meeting for managing the meeting um so um i just

[2:34:53] Trustee Patrick (probable): want you i did ask trustee elliott to be prepared to chair this meeting i'm going to be in transit

[2:34:59] Trustee Patrick (probable): i should be just arriving home at that moment um so but knowing how travel and transit and ferries

[2:35:06] Trustee Patrick (probable): and everybody works, I wanted to make sure there was a chair that could absolutely be running the

[2:35:14] Trustee Patrick (probable): meeting. So the agenda has already been out. I think Trustee Vagas-Charliet, you were asking

[2:35:21] Trustee Patrick (probable): a good question about an email going out to all trustees this week. Did you want to elaborate on

[2:35:27] Trustee Patrick (probable): that?

[2:35:30] Voice 11: Yes, thank you. So looking at the agenda, and while we have a lot of time for this meeting,

[2:35:37] Voice 11: um seven hours can go by like a blink if everybody's got tons of amendments i'm not

[2:35:47] Voice 11: expecting that however i do like to be prepared or that anybody who's chairing the meeting and

[2:35:53] Voice 11: that staff supporting it um are not scrambling for information at the last minute so i had a

[2:36:01] Voice 11: a discussion with um planner or sorry policy advisory omens yesterday and we thought a good

[2:36:09] Voice 11: approach might be to ask trustees if they have proposed amendments to policies to get them in

[2:36:16] Voice 11: by friday at say noon or friday morning um that would give staff a chance to look up related

[2:36:24] Voice 11: resolutions and the discussions that went into where a draft policy ended up and why,

[2:36:33] Voice 11: because there has been so many meetings. I don't think we want to leave that to the last minute.

[2:36:37] Voice 11: And then the chair could list any proposals and go through them in order and allocate

[2:36:47] Voice 11: good time for debate for each one. So just trying to avoid

[2:36:51] Voice 11: avoid uh everything on the fly or surprise things that take us into you know long discussions and

[2:36:59] Voice 11: people trying to look up well what was the reason um this policy is written the way it is if if a

[2:37:07] Voice 11: trustee wasn't at the meeting we're going to need to have that information available so i just want

[2:37:11] Voice 11: to make sure that we're prepared i wanted to hear from executive committee members what your thoughts

[2:37:18] Voice 11: Thoughts are on, yeah, good preamble and how to prepare trustees to have a good discussion and move through the material.

[2:37:30] Voice 11: Vice Chair, other thoughts?

[2:37:34] Trustee Patrick (probable): Vice Chair Peterson.

[2:37:37] Voice 8: Well, I shudder at the thought of inviting further revisions.

[2:37:44] Voice 8: Just a cautionary note there.

[2:37:47] Voice 8: I'm not sure if that's the approach I would take.

[2:37:49] Voice 8: Maybe we don't talk about that.

[2:37:52] Voice 8: maybe just talk about questions. I don't know. But I, you know,

[2:37:57] Voice 8: as you say, seven hours would,

[2:37:59] Voice 8: it could easily disappear if we get into a bunch of revisions.

[2:38:04] Voice 8: So, but anyway, I don't know how you want to phrase that in a way that

[2:38:10] Voice 8: isn't seen to be encouraging revisions, I guess.

[2:38:16] Voice 8: um and then i just had one uh small as i was going through the um

[2:38:24] Voice 8: agenda i just noticed that in section 6.1.1 um the referral uh organizations and and ig

[2:38:41] Voice 8: B's are, it says they're listed in attachment two of the request for decision, but it's

[2:38:46] Voice 8: actually should be attachment three on that, which is a super minor, but might be helpful

[2:38:53] Voice 8: for people going through the material and wanting to look specifically at that.

[2:39:02] Trustee Patrick (probable): All right.

[2:39:05] Trustee Patrick (probable): Mr. Maude, do you have any added comments?

[2:39:09] Trustee Maude (probable): Well, other than rolling my eyes at the consideration of a seven-hour meeting, I believe that at Committee of the Whole, this thing has been taken to an appropriate first reading.

[2:39:25] Trustee Maude (probable): I'm hoping that my fellow trustees will see that and we can swiftly move forward with the business and get this completed at this meeting, not taking seven hours.

[2:39:40] Trustee Maude (probable): And quite frankly, if somebody brings in amendments at this point, I will be expressly disappointed because we've spent a lot of time getting it to the point of first reading so that we can get it out for further comments and further amend the document.

[2:39:58] Trustee Maude (probable): So I think we've landed where we've landed, and I'm hoping that there will be no amendments and we'll be able to have a rather brief and fruitful meeting that will move the policy statement forward.

[2:40:10] Trustee Maude (probable): So I have no suggestions other than encouraging brevity and putting hands up in support.

[2:40:18] Trustee Patrick (probable): Well, I do support getting an email out to all trustees because this is an important meeting.

[2:40:24] Trustee Patrick (probable): I think there's two bits of information that we should be asking.

[2:40:27] Trustee Patrick (probable): One is, again, to remind them to confirm their attendance or not to confirm that to confirm if they cannot attend has been the language I've been using if they cannot attend on the 29th to tell either Alexandra or myself or the chair to to identify if they're not planning to be there.

[2:40:44] Trustee Patrick (probable): um and if you know i think it we it is correct if they are if someone is considering to bring

[2:40:52] Trustee Patrick (probable): a resolution or an amendment that it should be submitted as soon as possible i would i would

[2:40:59] Trustee Patrick (probable): phrase it such that by friday would allow staff to be prepared or we could be best prepared

[2:41:07] Trustee Patrick (probable): But the key is we want that well in advance of the meeting and the motion email and so forth be all reiterated that motions need to be written. I think we need to be for this meeting very clear that if you want to bring something to the table, you should be thinking about it.

[2:41:27] Trustee Patrick (probable): um but i would just uh you know deadline sometimes hopefully trustees have read this we gave we gave

[2:41:34] Trustee Patrick (probable): them access or just reminded trustees that the the draft policy was assembled and prepared in

[2:41:40] Trustee Patrick (probable): the executive committee from last week if they to get an advanced look at it so that would be

[2:41:49] Trustee Patrick (probable): the information i think we should be asking for and and i think if we draft it carefully if you

[2:41:57] Trustee Patrick (probable): We could, you know, if we could share the draft email out before it goes out so that we just word it well.

[2:42:06] Trustee Patrick (probable): Any other thoughts and advice?

[2:42:08] Trustee Patrick (probable): Like I said, I hope to be there.

[2:42:11] Trustee Patrick (probable): I hope to, I plan to be there.

[2:42:13] Trustee Patrick (probable): Like I said, just don't make any firm commitments with travel.

[2:42:22] Trustee Patrick (probable): Vice Chair Elliott.

[2:42:25] Voice 11: Yeah, so I would welcome any, well, Vice Chair Maude, Vice Chair Peterson,

[2:42:33] Voice 11: if there's any way that you can support with the um i was thinking of if one of us was

[2:42:44] Voice 11: working with staff to queue up proposed motions so the chair should have a list you know and staff

[2:42:53] Voice 11: will have a list of any proposed changes um but if anything comes up on the fly

[2:43:00] Voice 11: um i think it would be helpful to have a person that just handles those and works with staff to

[2:43:09] Voice 11: at the chair to bring them forward um i don't know it's a lot to manage although it is one

[2:43:18] Voice 11: space as opposed to being in person and digital which is more complex um but yeah i'd welcome any

[2:43:27] Voice 11: any help if people want to ensure that late coming motions are handled i

[2:43:38] Trustee Patrick (probable): think i think that's a good

[2:43:39] Trustee Patrick (probable): idea and i think it does is alexandra going to be back next week does anyone know is she going to be

[2:43:46] Trustee Patrick (probable): the key person managing or is it going to be corinne don't know um i'd say let's plan um

[2:43:56] Trustee Patrick (probable): You know, by probably Friday or Monday morning, I see Lisa Millard's hand is raised.

[2:44:05] Trustee Patrick (probable): Chair Patrick, I believe that Alexandra is back on Monday and attending meeting Tuesday as well as I am.

[2:44:14] Trustee Patrick (probable): OK, super. I think with key administrative staff, we should probably touch base Monday morning.

[2:44:21] Trustee Patrick (probable): how about that um trustee elliott um with with staff i think and also our cao will be back and

[2:44:28] Trustee Patrick (probable): we could have just a brief meeting so um i don't know if we need to make a motion or if we could

[2:44:34] Trustee Patrick (probable): just request staff to arrange a meeting with um if vice chair elliott will be acting as chair

[2:44:43] Trustee Patrick (probable): i can be available myself alexandra sure and key staff

[2:44:47] Voice 11: i'll be traveling to main island but

[2:44:50] Voice 11: But totally happy to do a call.

[2:44:53] Voice 11: Okay.

[2:44:55] Trustee Patrick (probable): Director Cermak?

[2:44:57] Voice 5: Thanks, Chair.

[2:44:58] Voice 5: We don't need a motion for that.

[2:44:59] Voice 5: That's a standard business item to meet.

[2:45:01] Voice 5: There's no, it's not a meeting.

[2:45:03] Voice 5: We can just do that.

[2:45:03] Trustee Patrick (probable): Yeah.

[2:45:04] Trustee Patrick (probable): No, I just think we can all touch base.

[2:45:06] Trustee Patrick (probable): Vice Chair Peterson.

[2:45:10] Voice 8: Perfectly happy to assist in whatever capacity is useful.

[2:45:18] Voice 8: But Vice Chair Elliott, your request there,

[2:45:21] Voice 8: I know we don't need to spend more airtime here on it, but maybe you want to send out an email and kind of what your thoughts were.

[2:45:32] Voice 8: So we can be assistive.

[2:45:37] Voice 8: Yeah.

[2:45:39] Trustee Patrick (probable): All right.

[2:45:40] Trustee Patrick (probable): Yes, we'll make sure that'll be a key role.

[2:45:43] Trustee Patrick (probable): And I think clarity is going to help everyone in this case.

[2:45:47] Trustee Patrick (probable): So thank you, Vice Chair Elliott, for prompting this conversation.

[2:45:51] Trustee Patrick (probable): And we'll make sure we're prepared for the meeting.

[2:45:54] Trustee Patrick (probable): and I thank everyone for getting us to where we are

[2:45:57] Trustee Patrick (probable): for this meeting on July 29th.

[2:45:59] Trustee Patrick (probable): It's an exciting time.

[2:46:01] Trustee Patrick (probable): Okay then, I think we've reached the end of our agenda.

[2:46:04] Trustee Patrick (probable): Unless I'm forgetting something,

[2:46:06] Trustee Patrick (probable): no one's flagging at me here.

[2:46:08] Trustee Patrick (probable): That's good.

[2:46:09] Trustee Patrick (probable): The next executive committee meeting

[2:46:11] Trustee Patrick (probable): is going to be an electronic meeting

[2:46:13] Trustee Patrick (probable): on August the 6th at 9.15 in the morning.

[2:46:17] Trustee Patrick (probable): And with that, I just look for a motion to adjourn.

[2:46:22] Trustee Patrick (probable): No one wants to adjourn.

[2:46:24] Trustee Patrick (probable): moot by trustee elliott is there a second seconded by trustee meister mod and so um i know we're

[2:46:32] Trustee Patrick (probable): going to vote to adjourn so uh thank you everyone um thank you to the staff and uh we'll see you on

[2:46:39] Trustee Patrick (probable): the 29th good night good night good afternoon good morning take care