Islands Trust Council regular meeting, August 13, 2025

[0:00:00] Voice 3: off with the territorial acknowledgement.

[0:00:02] Voice 3: So I'm living and working,

[0:00:04] Voice 3: and I think we all are in home territories now,

[0:00:07] Voice 3: in the Salish Sea, in traditional territory for me,

[0:00:12] Voice 3: Squamish people with Musqueam and Tsleil-Waututh,

[0:00:16] Voice 3: having also some interests and rights in the land

[0:00:19] Voice 3: and waters around Bowen Island, the Quailacombe.

[0:00:21] Voice 3: So I'm suffering from the heat,

[0:00:24] Voice 3: but enjoying the beautiful summer here on Bowen.

[0:00:27] Voice 3: And so we're lucky enough to live in territory that's been carefully minded by First Nations peoples for thousands of years.

[0:00:38] Voice 3: So here we are. I'm lucky to be here.

[0:00:42] Voice 3: The first item is the approval of the agenda.

[0:00:47] Voice 3: Any new items or reorganizing?

[0:00:50] Voice 3: Trustee Bernardo, if you might want to reorder in terms of items that you in particular would like to talk to or would like to talk to in particular?

[0:01:03] Voice 7: I don't have any particular items that really leave in mind that I want to particularly engage.

[0:01:11] Voice 7: gauge i'll leave it to your discretion to uh to advance whatever um items that you think have a

[0:01:19] Voice 7: high priority as i have to leave the meeting halfway through so okay we don't want to lose

[0:01:24] Voice 7: quorum so uh all right

[0:01:26] Voice 7: the net the only

[0:01:27] Voice 3: thing that i would like to add as a possible discussion at

[0:01:31] Voice 3: the end there's been a call for agenda items for the september uh full trust council meeting so

[0:01:36] Voice 3: So I'd like to have some discussion after our meeting towards the end,

[0:01:42] Voice 3: if there's things that we need to get a larger slot of time than just the

[0:01:47] Voice 3: report of the work that we've done today.

[0:01:51] Voice 3: So just add that as a possible discussion as wrap up.

[0:01:55] Voice 3: All right. So can I get approval of the agenda, please?

[0:02:01] Voice 3: Trustee Borthwick, any problems with it?

[0:02:05] Voice 3: Nope.

[0:02:06] Voice 3: Right.

[0:02:06] Voice 3: Right. Let's take that by consent.

[0:02:12] Voice 3: The rise in report from a previously closed meeting says nothing to report.

[0:02:17] Voice 3: But when I looked at the minutes of April the 9th, there was a closed meeting that we had then.

[0:02:25] Voice 3: And I had said, and it's in the minutes, that I would report out on that later.

[0:02:30] Voice 3: So I would like to report out that on April the 9th, we agreed to the minutes of February the 23rd, 2024, and which is the prior closed meeting for that group, this group.

[0:02:45] Voice 3: And we had during that closed meeting, we had talked about a legal opinion that we received about election of the executive committee,

[0:02:54] Voice 3: which is a friendly reminder of some of the things that we're talking about today so that we have those legal opinions to fall back on.

[0:03:02] Voice 3: So that's the RISEN report from April the 9th.

[0:03:06] Voice 3: So we've got minutes from this agenda is showing executive committee minutes.

[0:03:20] Voice 3: So this is a different agenda.

[0:03:23] Voice 3: Agenda. So we have draft minutes from April the 9th, and the resolutions without meeting was where we're approving the annual report section for the governance committee and a follow-up action list.

[0:03:43] Voice 3: Do we have any problems with just consenting to approval of all of those items in the admin section? Any problems with any of that?

[0:03:54] Voice 3: All right, I'm going to take it as adopted as distributed.

[0:04:01] Voice 3: So that gets us right into the work program.

[0:04:04] Voice 3: We've got three main items, the trying to figure out what to do to sort out the governance review report,

[0:04:13] Voice 3: the suggestion from staff that we start working on trust council policies.

[0:04:19] Voice 3: We've got some quick updates with respect to corporate planning and remuneration.

[0:04:25] Voice 3: And, um, some, I, we need to do some idea generating around, uh, budget business cases. Um, and I think that should cover it, which is about, we've got, um, five hours scheduled. I think we've got, um, maybe three hours worth of work.

[0:04:46] Voice 3: So we might be able to get through this with Trustee Bernardo with us for most of this, but

[0:04:53] Voice 3: let's try and sort out what we're going to do with the Governance Review Report from 2022.

[0:05:07] Voice 3: There's several pages in our agenda. We've had the Committee of the Whole.

[0:05:12] Voice 3: um we had a three-hour meeting there and we got through the first six items i believe um and we've

[0:05:19] Voice 3: got quite a few left um if we wanted to continue and try and figure out the discussion with the

[0:05:26] Voice 3: trust council as a whole um i'm not sure if that is the committee of the whole is the best structure

[0:05:35] Voice 3: i'm open to suggestions and i would like to have some discussion in terms of what what will we do

[0:05:41] Voice 3: Everybody had wanted or there'd been enough requests with respect to having a full discussion, but that has not materialized.

[0:05:53] Voice 3: So what do we do with this? Try again or keep trying or suggest to council that we adopt the staff recommendations?

[0:06:03] Voice 3: recommendations um and if we did the latter which is one option then is there any of any part of

[0:06:11] Voice 3: that that we want to change what's anybody got ideas what would you like to see happen with this

[0:06:21] Voice 3: report rusty bernardo

[0:06:30] Voice 7: well my recollection is we discussed this a fair bit last time

[0:06:36] Voice 7: and uh we didn't get to a conclusion but um when you say what

[0:06:43] Voice 3: are you referring to

[0:06:44] Voice 3: my

[0:06:45] Voice 7: view what's this

[0:06:48] Voice 3: when you say last time

[0:06:49] Voice 7: the the the when we did discuss this before did we not

[0:06:55] Voice 7: at

[0:06:56] Voice 3: this committee yes and we started the

[0:06:58] Voice 3: committee of the whole meeting right

[0:07:00] Voice 7: um well i didn't attend

[0:07:07] Voice 7: that committee of the whole meeting or i've lost i'm i have to apologize uh due to other

[0:07:13] Voice 7: commitments i've lost track of a fair bit of business so you know subject to my remarks being

[0:07:21] Voice 7: uninformed by whatever's transpired at the committee the whole i mean the minute should

[0:07:30] Voice 7: simply continue just bring this

[0:07:32] Voice 3: forward i can interrupt again the minutes of that meeting

[0:07:35] Voice 3: were fairly good so did

[0:07:37] Voice 7: you get a

[0:07:37] Voice 3: chance to read those no

[0:07:39] Voice 7: i'm afraid i haven't so i uh i don't i

[0:07:42] Voice 7: don't want to waste too much time here with my fairly ignorant remarks but i think we should

[0:07:48] Voice 7: just carry on like you just keep pushing it along i mean whatever we do we need to get this in front

[0:07:52] Voice 7: of trust council for discussion and whether we do it in a committee the whole framework

[0:07:56] Voice 7: or uh trust council proper i don't think makes any difference but i think we should continue with the

[0:08:02] Voice 7: with that discussion and just get um you know uh meeting structured um well the whole point

[0:08:14] Voice 7: of the committee okay should we be trusting should we be asking trust council how they want

[0:08:21] Voice 7: to discuss it whether they want to do it in a committee of the whole framework or whether they

[0:08:24] Voice 7: want to do it at a proper trust council meeting like as a voting body should we be asking that

[0:08:32] Voice 7: of the trust council well

[0:08:37] Voice 3: if i think that that's a legitimate question um we're going to have all

[0:08:42] Voice 3: sorts of discussion about it or debate possibly but um you know we've tried uh i thought it was

[0:08:48] Voice 3: delegated to this committee and uh that we had made certain things a priority um but then there

[0:08:55] Voice 3: was uh questions raised in terms of um you know this council has never uh discussed it or uh

[0:09:03] Voice 3: approved of it there was a very general conversation at the committee of the whole

[0:09:08] Voice 3: bringing up many of the points that we'd already discussed and it was a good

[0:09:13] Voice 3: discussion but it was sort of walking over the same material and we've got a

[0:09:21] Voice 3: really detailed recommendation from staff we could you know jump to that and

[0:09:27] Voice 3: that puts us into our pretty well our matrix with not very many although we

[0:09:33] Voice 3: have to update that and the new work that's being suggested with respect to

[0:09:38] Voice 3: policy review. But I don't know, I'm feeling a little bit like we've been flogging this horse

[0:09:45] Voice 3: a lot. And we need to try and get something done.

[0:09:52] Voice 7: Well, if I may, Chair, I agree. We've,

[0:09:57] Voice 7: you know, whatever metaphor you want to use flogging a horse, my own would be spinning

[0:10:01] Voice 7: wheels, but we've made some progress. I think the recommendation, the request for decision that we

[0:10:06] Voice 7: have here from from the staff is a useful device and i would like um what we need from trust council

[0:10:17] Voice 7: even though the as you say the you know the heavy lifting has been delegated to the governance

[0:10:23] Voice 7: committee i think there was by the organization as a whole a kind of a conceptual mistake at the

[0:10:30] Voice 7: beginning in the sense that just lobbying the whole thing to governance committee without

[0:10:34] Voice 7: direction isn't that helpful because governance committee is really advisory to trust council

[0:10:40] Voice 7: and but we we do need direction about its priorities and given the nature of what's in

[0:10:46] Voice 7: the governance report um i think the one thing this committee needs and has never really quite

[0:10:52] Voice 7: gotten from trust council is a fairly fulsome um explanation of trust council's own priorities

[0:11:04] Voice 7: priorities. We've gone to Trust Council after we've done some thinking on our own and saying,

[0:11:08] Voice 7: okay, we want to work on this. Is this okay with you? And we just get a lot of nods and

[0:11:12] Voice 7: kind of, you know, vague, sure, carry on. But that kind of getting direction in that kind of

[0:11:21] Voice 7: passive way, I don't think is sufficient to just clear off the issues that are raised by this

[0:11:26] Voice 7: governance report. We do need some real engagement by Trust Council. And I think bringing forward

[0:11:31] Voice 7: this request for decision to Trust Council to provoke a debate about priorities at the voting

[0:11:43] Voice 7: level, I think it's overdue. And I think that's a way we can jumpstart this, start getting some

[0:11:50] Voice 7: real direction. I mean, it would be very helpful to get consensus, for example, on, say, a handful

[0:11:56] Voice 7: full of things where the trust counsel agrees yeah you know these you know these three or four

[0:12:01] Voice 7: recommendations are uh either now irrelevant or we've dealt with them or we can put them to bed

[0:12:08] Voice 7: one way or the other that would be helpful and it would also be helpful to say look in everything

[0:12:12] Voice 7: that's in here trust counsel thinks you know x y or z is the top priority that would also be

[0:12:22] Voice 7: helpful. Even if X, Y, or Z happens to be something that Trust Council or the organization

[0:12:28] Voice 7: is already working on, I think it's very helpful for Trust Council to say, no, this really is a

[0:12:34] Voice 7: priority. Okay. Thank you.

[0:12:36] Voice 3: Trustee Borthwick?

[0:12:39] Voice 6: Yeah. Well, speaking as someone who has been

[0:12:42] Voice 6: part of that broader Trust Council that was, you know, sort of having to nod and vaguely approve

[0:12:48] Voice 6: prove of things um you know by and large i've been you know i think i think the work that was

[0:12:55] Voice 6: that's that this committee has done to like establish the the matrix and like establish

[0:12:59] Voice 6: some priorities is really good um i'm conscious that we have a limited amount of road left uh

[0:13:06] Voice 6: in order for us to do anything so i would say that stuff that we haven't started to

[0:13:10] Voice 6: uh you know rose rose we haven't started to till we may struggle to to make a lot of progress on

[0:13:17] Voice 6: in the in the amount of road we have left but i think it's still i think as as as trustee bernardo

[0:13:23] Voice 6: is saying i think it would be useful for for trust council to at least have a have a kick at this

[0:13:29] Voice 6: um and sort of yeah ratify the ratify the direction which i think the staff recommendation

[0:13:36] Voice 6: sort of you know pushes us in that direction in a pretty decent way um i do think that there's

[0:13:42] Voice 6: probably going to be i mean certainly that there have been challenges with the committee of the

[0:13:47] Voice 6: the whole structure, um, in that, you know, a lot of people haven't been able to attend for

[0:13:52] Voice 6: whatever reason. And, and, and I think there's a, there's a real, uh, factor that depending on

[0:13:58] Voice 6: how important a subject is to, uh, a very various trustees, they are going to be able,

[0:14:05] Voice 6: they're going to have to prioritize their, their time. Um, so I would hope that trustees would

[0:14:11] Voice 6: prioritize this work because certainly I think it's important, but, um, but also, you know,

[0:14:17] Voice 6: know we might have to recognize that we may not get uh the whole of trust council uh to to to to

[0:14:23] Voice 6: give us their blessing on on directions or give us give us their 10 cents if not their blessing

[0:14:29] Voice 6: um through that particular uh method but i also think that it's worth giving it a go regardless

[0:14:37] Voice 6: um and and also just want to say that like generally speaking i think you guys have done

[0:14:42] Voice 6: a good job of putting stuff in the matrix and identifying what are what are possibilities and

[0:14:47] Voice 6: yeah i'm looking i would i i i don't want to i don't want to have sending this to trust council

[0:14:56] Voice 6: uh slow down or undermine in any way any of the work we're already trying to get done

[0:15:01] Voice 6: um i think you know there you guys for whatever you know whether whether it was a missed thing to

[0:15:08] Voice 6: to not put this before the whole of trust council formally at some point

[0:15:14] Voice 6: earlier in the process,

[0:15:16] Voice 6: I still think that the priorities that have been outlined are,

[0:15:19] Voice 6: are valuable. And I would like to see,

[0:15:21] Voice 6: I don't want to see ground lost on those initiatives because of this.

[0:15:28] Voice 3: Yeah.

[0:15:32] Voice 4: Thank you, chair. I just,

[0:15:35] Voice 4: I guess I got to say I'm a little disappointed that committee,

[0:15:39] Voice 4: the whole wasn't able to make it through the RFD.

[0:15:44] Voice 4: Um, I think, uh, it's been pointed out that committee of the whole is, um, maybe not as

[0:15:53] Voice 4: easy for, um, some Trump trustees to make it to.

[0:15:57] Voice 4: And based on that experience, I think that the RFD should go back to a regular trust

[0:16:06] Voice 4: council meeting, um, where, uh, it's much more likely we'll be able to complete the

[0:16:11] Voice 4: work uh with quorum and and finish finish running it through trust council because i think that's

[0:16:17] Voice 4: it's still important that that happens um i think based on the committee the whole uh meeting that

[0:16:24] Voice 4: happened i don't think it would necessarily have to be a huge uh massively time-consuming

[0:16:32] Voice 4: item at trust council but i think it should go to a regular trust council meeting

[0:16:36] Voice 4: um just so that we get the participation that that we really want to have happen there thank you

[0:16:42] Voice 3: Okay, if I can respond to that. If we went to a regular Trust Council meeting, it'd be hard to get the amount of time that we needed to finish this. And I'm not sure if there's time in September, but that would mean December. And that's quite a time away.

[0:17:02] Voice 3: So if we tried to organize another committee of the whole and hopefully could get through all of it, or at least most of it, and possibly go through that process twice to finish it, then we'd have to figure out recommendations that would have to go before Trust Council in terms of the group decision in terms of what the priorities are.

[0:17:23] Voice 3: So if we're going to carry on and get this discussed by the whole of Trust Council, it seems to me that the business meeting of Trust Council meetings are really not necessarily the place to have really broad general conversations.

[0:17:39] Voice 3: And that's what happened and what took so long at the first Committee of the Whole meeting.

[0:17:45] Voice 3: But I think that's what people seem to want.

[0:17:49] Voice 3: So, Trustee Patrick?

[0:17:53] Trustee Patrick (probable): My recollection of the committee, the whole meeting was that the material was presented in a very complex way.

[0:18:01] Trustee Patrick (probable): We've got this report that has recommendations, you know, A, B, C, D, E, F, G, up to M.

[0:18:07] Trustee Patrick (probable): And we have the material that was presented with recommendation number one, and then you had A's and ones and twos.

[0:18:13] Trustee Patrick (probable): And I think people got confused and frustrated quite quickly.

[0:18:17] Trustee Patrick (probable): um i think at this point in the term you're right there's one year left um i i think what would be

[0:18:27] Trustee Patrick (probable): best is if this committee either concurs with with recommendation m on page 10 of our agenda

[0:18:36] Trustee Patrick (probable): package what is the priority and that we put it forward of that rfd that is either stated more

[0:18:42] Trustee Patrick (probable): more clearly that we agree that these are

[0:18:45] Trustee Patrick (probable): the prioritized recommendations that need to be worked on.

[0:18:51] Trustee Patrick (probable): And then that the rest of the report

[0:18:52] Trustee Patrick (probable): is basically the background material

[0:18:54] Trustee Patrick (probable): for that recommendation.

[0:18:55] Trustee Patrick (probable): So that our discussion would be more as,

[0:18:58] Trustee Patrick (probable): do you agree or not agree with this prioritizing

[0:19:02] Trustee Patrick (probable): of all of that work that's in the report?

[0:19:06] Trustee Patrick (probable): So that would be my suggestion.

[0:19:08] Trustee Patrick (probable): question trustee

[0:19:11] Voice 3: bernardo mute

[0:19:14] Voice 7: yeah um i i agree with what uh the direction of trustee patrick is

[0:19:20] Voice 7: going in uh i think very um how the issues have been presented i think has been um the major

[0:19:31] Voice 7: challenge for us and for the organization to get this report discussed by trust council if you'll

[0:19:39] Voice 7: You'll recall at the beginning of the term when we talked about it, you know, again, there's a lot of wheels spinning.

[0:19:45] Voice 7: And eventually when we finally got approval by Trust Council to bring it forward, the staff and then chair brought forward the suggestion that, well, maybe the staff should work on it.

[0:19:54] Voice 7: And, OK, we sort of went along with that.

[0:19:56] Voice 7: And there's been one thing after another.

[0:19:58] Voice 7: And it's been mostly a struggle to figure out how to bring the thing forward.

[0:20:04] Voice 7: it it's too late for it now but i i think at the beginning of the term the easiest thing would have

[0:20:09] Voice 7: simply dropped the thing in a meeting and just open it up for discussion and hear what people

[0:20:14] Voice 7: had to say but that ship has sailed where we're at now i think we do have to be aware of the fact

[0:20:21] Voice 7: that we are entering our last year here but to respond to what chair getty was saying about some

[0:20:30] Voice 7: points there i do think we have to be sensitive to those things but if we keep kicking this over

[0:20:34] Voice 7: to december or whatever it happens to be and we try to finesse things at our end we're just adding

[0:20:41] Voice 7: to the delay and the participation of the committee of the whole has proved to be a

[0:20:46] Voice 7: challenge um there are some people who simply financially can't afford to attend it uh there's

[0:20:53] Voice 7: other people who because of other commitments just simply don't have the time uh the one thing about

[0:20:59] Voice 7: about trust council proper meetings is it does tend to focus attention i mean people do feel

[0:21:07] Voice 7: are seized with their sense of responsibility with that and i i think it's a priority that

[0:21:12] Voice 7: we should try to get it uh something along the lines of what chair patrick was talking about

[0:21:16] Voice 7: something along the lines of that type of recommendation or request for decision to

[0:21:22] Voice 7: the meeting this september we have time to put it on the agenda and the point like well gee there's

[0:21:28] Voice 7: lots to have lots to do and there's always these various things well um we at the committee level

[0:21:36] Voice 7: here need to get serious about advocating for what the priorities of the organization should be

[0:21:43] Voice 7: not simply going along with whatever executive committee or anybody else seems to think are the

[0:21:48] Voice 7: priorities one of our responsibilities is to is to advocate if we think it's the right thing to do

[0:21:53] Voice 7: and personally i think this business is long overdue and i think we should strenuously advocate

[0:21:58] Voice 7: advocate that this discussion about the governance report be the centerpiece for the discussion in

[0:22:07] Voice 7: September. And I think we can get there if we have a more trimmed down approach to how we present

[0:22:16] Voice 7: the material as suggested by Chair Patrick. Thank you.

[0:22:20] Voice 3: Trustee Harris?

[0:22:23] Voice 10: I see the problem that we've

[0:22:26] Voice 10: been having this whole term um you know in regards to this review um is is outlined in the review

[0:22:34] Voice 10: itself um in my view the um the major restructuring that's needed due to the fact that the organization

[0:22:42] Voice 10: is deemed highly dysfunctional um you know it's exactly the reason why we can't deal with this

[0:22:49] Voice 10: because we're we're essentially a dysfunctional organization um and at trust council there's

[0:22:55] Voice 10: There's too many cooks in the kitchen.

[0:22:56] Voice 10: That's why we can't get anything done.

[0:22:58] Voice 10: And when you add on to the issue of the undemocratic representation, throw that into the mix and, well, it's no surprise that nothing positive has really come of any of this.

[0:23:13] Voice 10: I'm in agreement that this ought to be the main subject of discussion in September and December and carrying forward for the rest of the term.

[0:23:23] Voice 10: and hopefully we can hammer something out.

[0:23:25] Voice 10: Thank you.

[0:23:27] Voice 3: Trustee Gavreau?

[0:23:28] Voice 3: I

[0:23:30] Voice 8: like a lot of what I'm hearing here.

[0:23:34] Voice 8: I think this,

[0:23:36] Voice 8: it is being a centerpiece

[0:23:38] Voice 8: for September Trust Council.

[0:23:41] Voice 8: It's either now or,

[0:23:43] Voice 8: I don't know,

[0:23:44] Voice 8: I don't think we can

[0:23:44] Voice 8: kind of put this off any longer.

[0:23:46] Voice 8: A lot of water's gone under the bridge

[0:23:49] Voice 8: since this review first came around.

[0:23:52] Voice 8: It's getting to the point where

[0:23:53] Voice 8: it kind of makes you wonder

[0:23:55] Voice 8: maybe we need another review to review this review and the work that's happened in the meantime.

[0:24:03] Voice 8: But yeah, I think the recommendations are great. I like the support what Chair Patrick has said.

[0:24:09] Voice 8: Thank you.

[0:24:11] Voice 3: If I can interject either from executive committee or staff,

[0:24:15] Voice 3: how realistic is it to put some time into the September agenda for this? Trustee Peterson,

[0:24:26] Voice 3: Anderson, do you have any ideas? Oh, sorry. Good. CAO Brody.

[0:24:29] Voice 4: I was going to ask the CAO, so thank you.

[0:24:35] Voice 4: Thank

[0:24:35] Voice 9: you. Yeah, I think we're at a point where we can build it in. The materials package for

[0:24:41] Voice 9: September Trust Council will go to EC at their next meeting, which is September the 3rd. So we

[0:24:45] Voice 9: have a bit of time as long as it doesn't require substantive net new work. One option that occurs

[0:24:51] Voice 9: to me is we could take much of the background material that is prepared for this that lays out

[0:24:57] Voice 9: that you have in your package today which lays out you know what has been done to date etc on

[0:25:02] Voice 9: each of the commitments but we could if you think it would be helpful produce a cover for it similar

[0:25:08] Voice 9: to how we structured the items for the strategic plan so a table sort of format with different

[0:25:13] Voice 9: color coding or some other way to rank sort of how you've laid out in the original RFD which ones

[0:25:19] Voice 9: are complete or have already actioned which ones we're recommending defer and if we took a similar

[0:25:25] Voice 9: approach to that that might make it a little bit easier to digest for trust counsel so

[0:25:30] Voice 9: I'm happy to I could take that on for you in advance of as part of the package that would go

[0:25:36] Voice 9: to trust counsel they one slight challenge of course is that you don't meet again before that

[0:25:43] Voice 9: EC meeting and so we'll need clear direction from you on what you want to to take forward

[0:25:49] Voice 9: to trust council for that discussion but i think the bulk of the material is here it may just be

[0:25:53] Voice 9: refreshing how we present it a little bit i don't know if director marler has any any

[0:25:57] Voice 9: additional comments as well thank

[0:25:59] Voice 1: you uh yeah thank you just wanted to comment that

[0:26:02] Voice 1: because i'm sharing my screen and unable to raise my electronic hands so not sure how to get to your

[0:26:09] Voice 1: attention other than to say uh through the chair i'd like to have a comment um but no i think as

[0:26:16] Voice 1: As CAO said, we can certainly take something forward.

[0:26:21] Voice 1: We just need, yeah, we do need to have clear direction

[0:26:24] Voice 1: exactly what it is you would like us to take forward.

[0:26:27] Voice 1: You may want to appoint the chair to review that material

[0:26:30] Voice 1: before it goes to executive for council,

[0:26:33] Voice 1: just so that we've got one person we can look at it

[0:26:37] Voice 1: on behalf of the governance committee.

[0:26:40] Voice 1: Thanks.

[0:26:43] Voice 3: Kirsty Peterson, did you want to comment again?

[0:26:47] Voice 3: You had your hand up before.

[0:26:49] Voice 4: No, I was strictly going to suggest that we check in with the CAO on the September council availability.

[0:26:56] Voice 3: So then what I'm hearing is that we want to have this, we want to try and find some time in the September trust council meeting, that that option is a possibility.

[0:27:09] Voice 3: We get this some sort of a, is it an RFD to the executive committee by September the 3rd, and that we have some redrafting of the material to make it a little bit easier to sort through.

[0:27:25] Voice 3: So that would mean basically all the information is here.

[0:27:30] Voice 3: It's just figuring out a way of making it easier to read and that we get some time in September to try and get this finished.

[0:27:38] Voice 3: finished trustee patrick yeah

[0:27:41] Trustee Patrick (probable): i think i think it's either this recommendation and on page 10

[0:27:48] Trustee Patrick (probable): that if we concur that that becomes the rf that is the recommendation of the rfd

[0:27:54] Trustee Patrick (probable): okay and that we would then ask staff to arrange the material to basically support that or to

[0:28:01] Trustee Patrick (probable): image that if that is the recommendation this committee agrees with or not and

[0:28:06] Voice 3: that's the next

[0:28:07] Voice 3: discussion that we're going to get into if if we're agreed on the timeline trustee harris

[0:28:12] Voice 10: thank you um i don't you know to me finding some time isn't adequate and i think all of the time

[0:28:23] Voice 10: in september should be dedicated to this thank you

[0:28:27] Voice 3: trustee bernardo i

[0:28:32] Voice 7: uh sorry i put my hand down

[0:28:34] Voice 7: because uh um i realized that the the issue we wanted to talk about in fact we're going to be

[0:28:40] Voice 7: talking about next which is basically structuring the content of what would go in but i was going

[0:28:46] Voice 7: to suggest that perhaps uh while we're talking about this director marler could prepare a

[0:28:50] Voice 7: resolution for the committee along the lines of what he had mentioned before so that we could

[0:28:56] Voice 7: consider that once we've cleared up our own thoughts about content uh just so that we can

[0:29:01] Voice 7: have the logistics uh sorted out to move this forward to a request to executive committee to

[0:29:06] Voice 7: to put it on the agenda.

[0:29:07] Voice 7: So we'll need a resolution,

[0:29:08] Voice 7: and perhaps Director Marlowe can help us with that.

[0:29:13] Voice 7: Thank you.

[0:29:14] Voice 3: All right.

[0:29:15] Voice 3: So starting at page nine of our agenda

[0:29:20] Voice 3: is the briefing that we had from staff

[0:29:25] Voice 3: for the April meeting.

[0:29:27] Voice 3: And we talked about,

[0:29:30] Voice 3: and the recommendation was that the governance council work,

[0:29:34] Voice 3: governance committee work with staff

[0:29:36] Voice 3: with respect to the election of the executive committee

[0:29:39] Voice 3: and the delegated authority to the executive committee.

[0:29:42] Voice 3: And in the meeting of the whole discussion,

[0:29:45] Voice 3: that was discussed and I think agreed to.

[0:29:50] Voice 3: So that was A1, if I can give the numbers.

[0:29:53] Voice 3: And the executive committee comes up again

[0:29:55] Voice 3: with respect to the suggestions for the new policy.

[0:29:58] Voice 3: And sorry.

[0:30:00] Voice 3: Trustee Peterson, your hand went up.

[0:30:03] Voice 4: Yeah, thank you.

[0:30:04] Voice 4: I just wanted to support the notion of sort of reordering

[0:30:08] Voice 4: rather than using this same RFD to go to Trust Council.

[0:30:13] Voice 12: I

[0:30:14] Voice 4: think Chair Patrick's suggestion has some viability.

[0:30:20] Voice 4: I think if we had a resolution that started with the text of M

[0:30:25] Voice 4: and then an additional resolution that covered the text of L,

[0:30:31] Voice 4: that that would that would put all the pieces in front of trust council as as a resolution to vote

[0:30:41] Voice 4: on and then the background material could be after after that in the briefing so that's I think just

[0:30:49] Voice 4: in terms of making a little bit easier and approachable for trustees that would be the

[0:30:55] Voice 4: approach i would support thank you all

[0:30:57] Voice 3: right so then um director marler if you can uh center the

[0:31:04] Voice 3: a little bit farther down on the page just m um so that was uh the prioritize uh secretariat

[0:31:14] Voice 3: uh adoption of the comprehensive multi-year planning that's the um corporate plan i believe

[0:31:20] Voice 3: and then the helping trustees fulfill their role

[0:31:24] Voice 3: and that was primarily training and education

[0:31:28] Voice 3: with the understanding that A, B, C, D, and E

[0:31:31] Voice 3: which correspond to 3, 4, 5, 6 in the

[0:31:37] Voice 3: oh, no, there's EC again

[0:31:39] Voice 3: so 1, 3, 4, 5, and 6 from the original review

[0:31:44] Voice 3: are basically in process

[0:31:48] Voice 3: process and then the final ones um i j k um that's 12 13 14 in the original um are undertaking

[0:32:02] Voice 3: if and when it's prioritized by trust council so do we agree with that order of things

[0:32:11] Voice 3: i haven't i'm having trouble with the secretariat just because it's been through a different process

[0:32:18] Voice 3: and we didn't get the budget the last time trustee peterson yeah

[0:32:23] Voice 4: just one thing to add around um

[0:32:25] Voice 4: about the format we present this in i think we should uh stick to the recommendation numbers

[0:32:32] Voice 4: and not use both um letters and numbers because i think that adds to the confusion so that would

[0:32:38] Voice 4: would also be a recommendation yep

[0:32:40] Voice 3: i agree um so uh it says uh recommendation l also was that

[0:32:55] Voice 3: there'd be no further work on the number of committees in the mandate uh first nations and

[0:33:01] Voice 3: provincial representation on trust council was pending the review by the province and number 15

[0:33:07] Voice 3: compensation and we've got a budget allocation for compensation we've got a briefing coming up

[0:33:14] Voice 3: up on the later in the meeting on that and um i think that might fit in with um a recommendation

[0:33:22] Voice 3: that work is underway um but um do we agree with this uh prioritization of the uh recommendations

[0:33:39] Voice 1: have i made sure sorry yes yeah david i have a draft uh resolution for you i can pull that up

[0:33:47] Voice 1: up now and you can probably use that to um make any edits you'd like okay

[0:33:53] Voice 3: okay

[0:33:54] Voice 1: i'm just going to

[0:33:55] Voice 1: switch to that now so if i may chair just to explain this a little bit okay

[0:34:20] Voice 3: yeah so the

[0:34:22] Voice 1: recommendation l and m that's just a reference to the uh the recommendations this is more direction

[0:34:27] Voice 1: for staff here uh so that would be the ones not to continue on and then m is the one that

[0:34:34] Voice 1: it sets out the prioritisation.

[0:34:37] Voice 1: It also says we'll update all the recommendations

[0:34:40] Voice 1: into a table format to clearly support

[0:34:42] Voice 1: the recommendation of the governance committee.

[0:34:44] Voice 1: So that would be, as the CAO indicated,

[0:34:47] Voice 1: we could colour code it.

[0:34:49] Voice 1: I think to avoid the confusion,

[0:34:51] Voice 1: we'll remove the number of the recommendation

[0:34:53] Voice 1: that's in the governance report

[0:34:55] Voice 1: and just put what the recommendation text has.

[0:34:58] Voice 1: I think that'll simplify it for council.

[0:35:01] Voice 1: And then it just authorises the chair

[0:35:04] Voice 1: to approve the RFD, given that the governance committee is not going to be meeting again

[0:35:09] Voice 1: before Trust Council. So we can draft it, run it by

[0:35:12] Voice 1: Chair Getty, and then once the chair is satisfied,

[0:35:17] Voice 1: we will put on the council agenda for you.

[0:35:21] Voice 3: Thank you. Trustee Bernardo.

[0:35:24] Voice 7: Yeah, I like the direction

[0:35:26] Voice 7: that this draft resolution

[0:35:30] Voice 7: is going in, although I think we have to go back to

[0:35:34] Voice 7: reviewing those recommendations just to confirm to ourselves that we really do want to

[0:35:39] Voice 7: you know um which i mean nothing gets lost as when we just say recommends

[0:35:44] Voice 7: recommendation l m and then of course it's implicit that we're going to do some rewording

[0:35:49] Voice 7: to make it more intelligible and all that but um i wouldn't

[0:35:55] Voice 12: want any of it

[0:35:55] Voice 7: i wouldn't want the

[0:35:57] Voice 7: language recommends l m to be viewed as completely exclusive and that anything got lost so i think we

[0:36:03] Voice 7: We need to review that. And in relation to that, I originally put my hand up because, Chair Getty, you had mentioned, you know, do we still, you know, what we see in L, do we still want to go along those lines?

[0:36:15] Voice 7: And my answer to that is yes. But I think we do need to reword the bit about pending, you know, government review.

[0:36:24] Voice 7: We've had that response. That whole situation is in flux, but it doesn't look great.

[0:36:30] Voice 7: it's pending something else it's like it's we're still stuck in the same place that led to that

[0:36:36] Voice 7: recommendation which is we don't have really a framework um that allows us to think about our

[0:36:44] Voice 7: jurisdiction in connection with reconciliation and about how far we can go and what we should do

[0:36:50] Voice 7: that's really something we should be working with the province in conjunction of the province with

[0:36:53] Voice 7: and that they just don't simply have the bandwidth, it seems, at the moment to address that,

[0:37:01] Voice 7: we need to come up with different language that acknowledges that that's still an issue,

[0:37:06] Voice 7: but that we're basically stuck until we can engage the province at that level

[0:37:12] Voice 7: in terms of creating a situation where we have some kind of representation in our trust processes

[0:37:21] Voice 7: processes uh that is uh that attends to first nation uh interests and gives them a voice in

[0:37:28] Voice 7: that we don't have the power to do that now but we i think we do need to address it but

[0:37:35] Voice 7: say something along the lines that it's awaiting further developments or whatever but you know the

[0:37:40] Voice 7: government review language doesn't work anymore thanks well

[0:37:43] Voice 3: maybe pull that one out number nine

[0:37:45] Voice 3: and put it someplace into M, consider how to do that.

[0:37:50] Voice 3: Trustee Peterson?

[0:37:53] Voice 4: Yeah, two things.

[0:37:54] Voice 4: One, the proposed resolution should say approve, not approved.

[0:37:59] Voice 4: And then to Trustee Bernardo's point, yeah,

[0:38:08] Voice 4: how we get the province to sit down and talk about this recommendation

[0:38:15] Voice 4: around provincial representation,

[0:38:17] Voice 4: representation that that's clearly a challenge um and and i don't have any easy answers on that so

[0:38:26] Voice 4: how how we want to word uh the recommendation on that is certainly i'm certainly uh open to hearing

[0:38:35] Voice 4: uh any any other ideas uh for recommendation nine the first rep first nation's representation

[0:38:41] Voice 4: i think there's two pieces to that and the first and most important piece is that if we want to

[0:38:48] Voice 4: advance that um that recommendation we need to do work with the first nations uh we need to um

[0:38:54] Voice 4: we need to have this be part of our of our conversation with first nations because i

[0:39:00] Voice 4: believe that the only way the province will ever move on this uh that particular recommendation

[0:39:06] Voice 4: is if we have strong um uh support from the nations to go to the province with and say we

[0:39:16] Voice 4: We all think this needs to be addressed.

[0:39:18] Voice 4: If we do it in isolation without the nations on board,

[0:39:22] Voice 4: the province isn't going to pay any attention.

[0:39:24] Voice 4: So just an observation.

[0:39:25] Voice 4: Thank you.

[0:39:27] Voice 3: I don't know that we necessarily have to figure out the strategy today,

[0:39:30] Voice 3: but if we do want to take this out of no further work into something that we

[0:39:34] Voice 3: prioritize somehow and move it from L to M,

[0:39:39] Voice 3: then that's what we're talking about today.

[0:39:42] Voice 3: Trustee Patrick?

[0:39:42] Voice 3: work uh

[0:39:43] Trustee Patrick (probable): my recommendation for the uh reconciliation um or for that uh whatever you want to call it

[0:39:50] Trustee Patrick (probable): the one under l for um first nations representation is that we do know um how to move forward with the

[0:39:58] Trustee Patrick (probable): province we need to request them uh to have a priority action in their action plan for the

[0:40:07] Trustee Patrick (probable): the DRIPA action plan.

[0:40:09] Trustee Patrick (probable): So that is the intent.

[0:40:10] Trustee Patrick (probable): Executive Committee is making that step

[0:40:13] Trustee Patrick (probable): and is intending, has requested minister meetings

[0:40:16] Trustee Patrick (probable): for that purpose.

[0:40:17] Trustee Patrick (probable): The only way we get the province's attention

[0:40:19] Trustee Patrick (probable): is to be within their own action plan.

[0:40:22] Trustee Patrick (probable): We don't have to have the strategy figured out.

[0:40:24] Trustee Patrick (probable): We don't have to have the how,

[0:40:25] Trustee Patrick (probable): but it has to be recognized that the Islands Trust

[0:40:28] Trustee Patrick (probable): does need attention and it needs to reside

[0:40:30] Trustee Patrick (probable): in that action plan of the province.

[0:40:34] Trustee Patrick (probable): So we can either have a, you know,

[0:40:35] Trustee Patrick (probable): instead of saying just cut it,

[0:40:36] Trustee Patrick (probable): and pursue an action within the DRIP Action Plan.

[0:40:45] Voice 3: So that action plan, that suggestion then would take it out of L.

[0:40:50] Voice 3: The Executive Committee is taking steps and meeting with the Minister

[0:40:54] Voice 3: and trying to have that conversation,

[0:40:56] Voice 3: which means that we are, in fact, undertaking further work.

[0:41:00] Voice 3: So it is pulling it out of L.

[0:41:02] Voice 3: Trustee Bernardo?

[0:41:05] Voice 7: Yes. I think you were right at the outset, Chair Getty, to point out that this thing has to be moved, not just reworded.

[0:41:16] Voice 7: And following on what Chair Patrick has just said, it seems to me that it does need to be reworded and moved to M under the first set of bullet points,

[0:41:28] Voice 7: which is we request to have to prioritize in order these recommendations and you know i don't know

[0:41:34] Voice 7: what order we want to put it in but i actually think the it might well be the first one the

[0:41:40] Voice 7: first bullet point uh that uh we say something about you know we work with recommendation nine

[0:41:49] Voice 7: and some summary version of what what chair patrick had said some language along those lines

[0:41:55] Voice 7: so you take it out of there and um with respect to the other bullet recommendation 10 that's also

[0:42:04] Voice 7: something that was talked about about pending the outcome of the request uh i think given the

[0:42:12] Voice 7: circumstances i would just reword that by dropping the pending language and just drop it because it's

[0:42:19] Voice 7: just uh uh it's it's just not you know i think it's probably the most important thing that should

[0:42:26] Voice 7: But it's not going to happen without provincial engagement. And the reality is, if we actually get some kind of traction with the province in terms of direction about potential legislative change and changing our jurisdiction to be more inclusive of First Nation interests, I think that's the avenue by which the structure as a whole ultimately gets examined.

[0:43:00] Voice 7: And so I would think for L, we would reword that by just saying, okay, we're going to drop recommendation time, recommendation at this time, and then we move recommendation nine to be the top item in M with appropriate rewording.

[0:43:18] Voice 7: Thanks.

[0:43:19] Voice 3: Yeah, Groney?

[0:43:19] Voice 3: Thank

[0:43:21] Voice 9: you. I think maybe just for consideration, both of those recommendations 9 and 10 explicitly would involve appointments to Trust Council, which require legislative change.

[0:43:32] Voice 9: change um so the other option is you leave them as they are in the sense of no further action at

[0:43:39] Voice 9: this time but particularly on recommendation nine that doesn't preclude islands trust taking other

[0:43:45] Voice 9: steps on to explore co-governance options and to the point of uh trustee patrick's point around

[0:43:51] Voice 9: you know looking to the province to include it in their in their action plan etc which those because

[0:43:57] Voice 9: those options may be different than actually looking to amend the Act to change representation

[0:44:02] Voice 9: on Trust Council. There may be options outside of that that we would explore. And so that's the

[0:44:07] Voice 9: other option is you can set aside work on these specific recommendations, but we continue to

[0:44:15] Voice 9: explore the options for co-governance through other mechanisms, right? So you may not need to

[0:44:20] Voice 9: necessarily do it under the guise of that particular recommendation.

[0:44:24] Voice 3: I find that a little

[0:44:25] Voice 3: little bit problematic i like the prefer the optics in terms of of putting first nations

[0:44:30] Voice 3: representation um and taking off the the language of pending the outcome of the request from both

[0:44:38] Voice 3: of those items nine and ten um because it's basically talking about um today's situation

[0:44:46] Voice 3: but if we move nine um short of legislative uh and that's the long-term goal somehow or other

[0:44:55] Voice 3: they're figuring out how, what that would look like and what it would be. It still is important

[0:44:59] Voice 3: for us to say that a priority is to try and figure out how to get there. And that, you know,

[0:45:08] Voice 3: if the ultimate goal in the long-term change is to have legislation, that's going to come after

[0:45:17] Voice 3: After a huge amount of background and work and talk and getting strong support and, you know, a joint delegation, it seems to me, if we can get there.

[0:45:30] Voice 3: But I think that pulling it out of, I would leave L as Recommendation 2 and 10, just no further work at this point, and put 9 into the first bullet of M, and let's see, Recommendation 15, the last one, Compensation, into the second bullet point that work is underway.

[0:45:58] Voice 3: way so we're changing we're amending l and we're adding to m um and my other suggestion would be to

[0:46:06] Voice 3: think about moving um the secretariat uh so that is we've switched to a number here and that was

[0:46:16] Voice 3: number eight um g8 secretary to the trust council and that again that's complicated in in terms of

[0:46:24] Voice 3: the process that we've been through so far so um at any rate i would put that into um

[0:46:33] Voice 3: l in terms of trying to figure out we needed to get more research and to try and get some help

[0:46:39] Voice 3: with research which we didn't get through the budget process and that may be another discussion

[0:46:44] Voice 3: with respect to budget trustee bernardo uh

[0:46:47] Voice 7: i would like to uh first of all i would like to say that

[0:46:51] Voice 7: I'm in agreement with pretty much everything that Chair Getty you've just said right here in terms of how we should move this thing forward with one disagreement, which is the business about the, you know, fooling around with the Secretary of Trust Council question about reducing the prioritization aspect of it.

[0:47:13] Voice 7: We've discussed that up and down a bunch of times here at Governance Committee, and we can't seem to get any traction on it in large part because we do need more information, more research, and we haven't done it.

[0:47:25] Voice 7: Staff hasn't been able to get to it, and we frankly, I don't think, have directed the staff to do it.

[0:47:30] Voice 7: so let's remember uh these at the end of the day what we come up with is going to be a

[0:47:37] Voice 7: recommendation for trust council to consider these priorities or but their trust council

[0:47:45] Voice 7: itself is going to have to decide whether what we put in l and m is appropriate yeah and whether

[0:47:52] Voice 7: they they agree with it so the question is you know by ordering the things in in this fashion we

[0:47:58] Voice 7: We are, you know, we're putting our thumb on the scale and saying, you really ought to go in this direction.

[0:48:04] Voice 7: This is what we think is best.

[0:48:06] Voice 7: I'm not sure we have consensus with the secretary to the trust council issue to move it off.

[0:48:12] Voice 7: Certainly, Trustee Milton has been pretty passionate about that issue.

[0:48:15] Voice 7: I personally think it's pretty important.

[0:48:17] Voice 7: I would rather

[0:48:18] Voice 7: leave it where it is in the sense that it ought to be a priority that we look into this and deal with the question.

[0:48:27] Voice 7: question not the risk with that something with the secretary of the trust council moving into

[0:48:31] Voice 7: the second tier is that it's just going to be the run to the litter and staff is never going to have

[0:48:36] Voice 7: enough time okay where it's appropriate to look at it whereas i do and so i i would prefer we

[0:48:43] Voice 7: leave the secretary of trust council issue where it is well sorry no such that it is second in the

[0:48:49] Voice 7: list or it doesn't even have to be second in the list it simply has to ought to be uh it

[0:48:57] Voice 7: And sorry, I'm

[0:48:58] Voice 7: interrupting myself here, but the order that we put the things in M in that first tier should reflect some kind of order of priorities.

[0:49:08] Voice 7: And I think recommendation nine certainly should be the first one.

[0:49:13] Voice 7: I would think H should be the second.

[0:49:16] Voice 7: And then G and F can, I'm not, I don't have any views about where they should go.

[0:49:22] Voice 7: But I do think the Secretary of the Trust Council issue should be one that attracts attention and gets prioritized.

[0:49:29] Voice 7: And the point that the budgetary allocation hasn't been made yet is, I think that's neither here nor there.

[0:49:37] Voice 7: Once we make it a priority, and if Trust Council agrees it's a priority, then the budget, the funding will come, you know, in the next budget.

[0:49:47] Voice 7: Thank you.

[0:49:48] Voice 3: Trustee Peterson.

[0:49:49] Voice 4: Thank you, Chair. And to Trustee Bernardo's last point, I want to agree. I don't think that we should be removing the Secretary piece at this point. I think that's Trust Council's work, if they so choose.

[0:50:10] Voice 4: use um and then it occurs to me that as we're doing the shuffling of things that we um that we

[0:50:21] Voice 4: know i mean we know we're not we're not going anywhere with recommendation 10 at this moment

[0:50:28] Voice 4: and certainly that language needs to be uh changed for uh materials for trust council but then it

[0:50:36] Voice 4: it also occurs to me that um we do have our we do have our matrix and the things that we know

[0:50:42] Voice 4: um you know post post trust council's decision mind you post trust council's decisions the things

[0:50:48] Voice 4: that we know um we can't really action at this point i think should go on the matrix

[0:50:53] Voice 4: uh with a reflection that they're still important um but we may not currently have the ability to

[0:51:00] Voice 4: you advanced them so that's my thoughts thank you all

[0:51:07] Voice 3: right so um do we have agreement then

[0:51:11] Voice 3: that uh we amend l and m to leave in l recommendation two and ten and that we move

[0:51:22] Voice 3: recommendation nine from l to the first there you thank you david the first bullet of m and remove

[0:51:31] Voice 3: move all the text from the word pending to the end of the sentence and then recommendation 15

[0:51:36] Voice 3: which was compensation from l to m i'm not sure what following e is um oh so that was the end of

[0:51:47] Voice 3: the second bullet on the understanding that work is ongoing um okay and in m uh if i can make the

[0:51:55] Voice 3: suggestion that as we did an L revert to the numbers that are in the the review

[0:52:02] Voice 3: instead of the letters that are in that first briefing yeah

[0:52:07] Voice 1: if I made sure I'll

[0:52:08] Voice 1: make sure it's really clear when I rewrite all of this so yeah I'll get rid

[0:52:12] Voice 1: of the A's to E's I'll just use the recommendation numbers from the

[0:52:19] Voice 1: all

[0:52:20] Voice 3: right so we've got this um amendment uh motion that's up on or recommendation what do

[0:52:28] Voice 3: we call this in the committee or count committee meeting um this is a recommendation that we

[0:52:35] Voice 3: reorder some of these items from l and m yeah any more discussion about this are we all agreed on

[0:52:43] Voice 3: on this part trustee

[0:52:48] Voice 4: peterson i'm happy to make the motion if you're ready chair any more discussion

[0:52:58] Voice 4: all right let's do it i move that governance committee amend sorry trustee sorry

[0:53:06] Trustee Patrick (probable): there is one

[0:53:07] Trustee Patrick (probable): i i think what's missing you know even reading this motion you start to go oh my head's going

[0:53:13] Trustee Patrick (probable): to blow up by understanding my e's l's and what order we put here i think we need to clearly say

[0:53:18] Trustee Patrick (probable): and hear that it needs to be um presented in a clear understandable manner or something of that

[0:53:27] Trustee Patrick (probable): nature because that's what's missing if you just read this it's like that so

[0:53:31] Voice 3: okay but what we're

[0:53:32] Voice 3: talking about today is i

[0:53:34] Trustee Patrick (probable): understand we're prioritizing

[0:53:36] Voice 3: it but yeah and then the

[0:53:38] Voice 3: previous

[0:53:39] Voice 3: motion was to clarify it and sort it all out right yeah

[0:53:45] Voice 1: if it may um that's that's exactly

[0:53:47] Voice 1: clear this resolution here is just for me to make the changes so i have the direction so i understand

[0:53:53] Voice 1: what this means and then the next one is the one above which will be um as amended and then to

[0:54:02] Voice 1: clearly clarify it for you so that's where i'll definitely clean it all up so you want to add more

[0:54:08] Voice 1: in there about that we can that work trustee patrick okay

[0:54:13] Voice 4: all right so trustee peterson

[0:54:16] Voice 4: I move that Governance Committee amend recommendations L and M of the June 17, 2020 Request for Decision by 1, move Recommendation 9 from L to be the first bullet in M and remove all text from the word pending to the end of sentence, and 2, move Recommendation 15 from L to M to follow E underway by staff and remove all text from the word pending to the end of the sentence.

[0:54:44] Voice 3: If I may, we're leaving Recommendation 10 in L, and I would also like to have the removal of the pending to the end of the sentence on that one as well.

[0:55:04] Voice 3: Friendly amendment, Trustee Peterson?

[0:55:08] Voice 12: Certainly.

[0:55:11] Voice 3: All right. How about a seconder?

[0:55:13] Voice 3: Just

[0:55:14] Voice 1: give me a second.

[0:55:16] Voice 1: Let's see what we're up to here. Okay.

[0:55:19] Voice 1: Oh, under 10. Okay, yeah.

[0:55:27] Voice 7: And while Director Marler is doing that, a small point of order, which is I think Trustee Peterson has to read item three before a seconder should be entertained.

[0:55:41] Voice 4: I'm perfectly happy to do that. Just waiting for Mr. Marler.

[0:55:45] Voice 4: Yeah, I think that's good.

[0:55:47] Voice 4: Okay, so I will continue. Three, and remove all of the text after the word.

[0:55:54] Voice 4: From the word.

[0:55:55] Voice 4: from the word pending to the end of the sentence

[0:55:59] Voice 4: for recommendation

[0:56:00] Voice 4: recommendation 10

[0:56:01] Voice 4: under L

[0:56:08] Voice 3: slight change in terms of 4 to N

[0:56:10] Voice 3: but yeah go for it

[0:56:11] Voice 3: second by trustee Bernardo

[0:56:14] Voice 3: any more discussion

[0:56:18] Voice 3: alright

[0:56:18] Voice 3: have we got access to our hand

[0:56:21] Voice 3: raising all those in favor

[0:56:23] Voice 3: I can't see the whole

[0:56:30] Voice 3: screen of participants

[0:56:31] Voice 3: if you could let me know David

[0:56:33] Voice 3: yeah

[0:56:33] Voice 1: it has five hands up all

[0:56:36] Voice 3: right lower your hands please anybody opposed oh hello

[0:56:41] Voice 3: all right that one carries so um can we go back up to the first motion yeah

[0:57:01] Voice 1: give me a minute

[0:57:04] Voice 1: self-organized there we go all right

[0:57:10] Voice 3: okay so then governance committee requests staff to draft an

[0:57:14] Voice 3: rfd for trust council that recommends that recommendations l and m of the june as amended

[0:57:21] Voice 3: of the june 17th 2025 oh sorry you've got it in there yeah it's okay right there i think

[0:57:29] Voice 3: june 17th 2025 request for decision as amended updates all of the recommendations into a table

[0:57:36] Voice 3: format to clearly support recommendation of the governance committee to trust council

[0:57:40] Voice 3: and that the chair of the Governance Committee be authorized to approve the RFD on behalf of the Governance Committee.

[0:57:49] Voice 3: How's that?

[0:57:53] Voice 3: We're just coming up to the first hour, too.

[0:57:55] Voice 3: Any more comments or changes or questions about this?

[0:58:01] Voice 3: So, Trustee Peterson.

[0:58:06] Voice 4: I believe Chair Patrick mentioned earlier that wanting to make it explicit

[0:58:14] Voice 4: explicit that we're not going to be mixing alpha and numerics in this that it will just all be

[0:58:20] Voice 4: based on the recommendation numbers and if that's not required to be in the resolution that's fine

[0:58:30] Voice 4: but I think there was a desire to make that explicit maybe I'm yeah

[0:58:34] Trustee Patrick (probable): I'm not sure yes yeah

[0:58:37] Voice 1: I don't think you need to put that in the resolution I'll take that on and make sure

[0:58:41] Voice 1: that happens so it will be really clear and

[0:58:44] Voice 3: if i'm going if if we all agree that i will be

[0:58:47] Voice 3: approving it then i'll make sure that that's clear yeah yeah jesse bernardo yeah

[0:58:55] Voice 7: um just out of uh

[0:59:01] Voice 7: abundance of accuracy when it says the you know uh the chair of the governance committee be

[0:59:06] Voice 7: authorized to approve the rfd well actually we're approving the rfd i think what we're asking you to

[0:59:13] Voice 7: to do is to approve the language of presentation.

[0:59:16] Voice 7: And so I would prefer if it says that the chair

[0:59:20] Voice 7: of the governance committee be authorized

[0:59:22] Voice 7: to approve the RFDs language of presentation

[0:59:27] Voice 7: on behalf of the governance committee.

[0:59:33] Voice 1: Sorry, do you want of presentation

[0:59:35] Voice 1: or and presentation?

[0:59:38] Voice 3: Of presentation, I believe.

[0:59:41] Voice 1: Yeah.

[0:59:41] Voice 1: Does that cover it?

[0:59:42] Voice 1: Okay.

[0:59:43] Voice 7: Yep.

[0:59:43] Voice 7: Thank you.

[0:59:44] Voice 7: Patrick.

[0:59:46] Trustee Patrick (probable): Well, I was going to say, is approved the right word? Because it will be the executive committee that will ultimately approve an RFD to go forward to Trust Council. So I think we're authorizing the chair to review the RFD.

[1:00:00] Trustee Patrick (probable): language and presentation uh

[1:00:03] Voice 7: what in that case is it that means it's a that's a draft rfd then

[1:00:09] Voice 7: if

[1:00:11] Voice 1: i may um yeah so the executive will be definitely reviewing it for completeness

[1:00:18] Voice 1: and appropriateness on to go on to the um trust council agenda normally what we do is get the

[1:00:26] Voice 1: The committee is to tell staff that the document is ready to go to Trust Council.

[1:00:33] Voice 1: So to me, that's an approval of the document.

[1:00:36] Voice 1: So they're happy with it.

[1:00:37] Voice 1: So in this case, it's the governance committee that's saying, yes, we're happy.

[1:00:42] Voice 1: This is complete.

[1:00:43] Voice 1: Send it off to Trust Council and then executive also get have a look at it.

[1:00:49] Voice 1: So I'm OK with either review or approve from that discussion.

[1:00:54] Voice 1: i think either are fine trustee harris why

[1:01:01] Voice 10: can this not come to uh the whole of the governance

[1:01:04] Voice 10: committee via email um before for the whole of the governance committee to weigh in on it

[1:01:12] Voice 1: yeah so the only way we can do that there's a couple things we could do if you want um

[1:01:19] Voice 1: is you can do it by resolution without meeting so that would be by email and then you would

[1:01:23] Voice 1: decide the problem um trustee harris is you have to make decisions in open meeting so if you want

[1:01:33] Voice 1: to debate it or discuss it we'd have to have a meeting to do that if you just want to approve

[1:01:38] Voice 1: something and there's no debate we could do it by resolution without meeting or in this case you're

[1:01:44] Voice 1: just asking one person the chair to act on your behalf just to make sure that the i's are dotted

[1:01:51] Voice 1: and tease across, that kind of thing.

[1:01:57] Voice 3: So it wouldn't be amending any of the content.

[1:01:59] Voice 3: It would just be the clarity.

[1:02:03] Voice 1: Yeah, and for that, if I may,

[1:02:05] Voice 1: staff won't be making any significant changes to content

[1:02:08] Voice 1: other than to make it more readable

[1:02:11] Voice 1: as highlighted here in the resolution.

[1:02:14] Voice 1: So it won't be adding content.

[1:02:15] Voice 1: We'll just be cleaning it up, making it more readable,

[1:02:18] Voice 1: getting rid of the A's and keeping the references clean

[1:02:21] Voice 1: and providing some color to make it more easy to digest by Trust Council.

[1:02:30] Voice 3: Christy Bernardo.

[1:02:32] Voice 7: Right. Just to make things a little clearer here.

[1:02:36] Voice 7: I mean, all we're doing here really is finally getting this business before Trust Council.

[1:02:42] Voice 7: And, you know, I think it's understood that the chair of the committee is going to, you know,

[1:02:50] Voice 7: is accountable to the committee and respects the discussion that we've had today and the purpose of

[1:02:56] Voice 7: having chair getty review the language is to just make sure it technically conforms to the direction

[1:03:01] Voice 7: that we are actually setting today which is pretty straightforward um so uh i wouldn't want us to get

[1:03:09] Voice 7: into the morass of having things by email that kind of stuff we want to have that discussion

[1:03:15] Voice 7: It's long overdue, and I don't think we need to have an email approval of the language of the RFD.

[1:03:25] Voice 7: The CAO has heard the direction of what the committee is at, and the executive committee and the chair of the executive committee is here.

[1:03:33] Voice 7: So I'm pretty confident that the RFD is going to reflect what we've discussed today.

[1:03:39] Voice 3: Thanks.

[1:03:40] Voice 3: Preston Peterson?

[1:03:41] Voice 3: Just

[1:03:45] Voice 4: a thought that if there is concern, I also have confidence that this would be just fine. If there is concern, an alternative would be to send the RFD out for members of the governance committee, and then they could comment directly to the chair and leave that final decision up to the chair.

[1:04:11] Voice 4: I actually don't feel that's necessary,

[1:04:13] Voice 4: but if there's a desire to have a look at it

[1:04:17] Voice 4: before it goes off to EC by members of the committee,

[1:04:19] Voice 4: I think that would be another way to approach it.

[1:04:25] Voice 3: Well, we're getting perilously close

[1:04:28] Voice 3: to doing business by email.

[1:04:30] Voice 3: And that, I think, is what CAO Broney was talking about,

[1:04:34] Voice 3: or sorry, Director Marler,

[1:04:36] Voice 3: in terms of getting into discussions

[1:04:39] Voice 3: and having to have open meetings.

[1:04:41] Voice 3: So if I think I don't intend to make any changes with respect to content or to shift things around contrary to what we've discussed today, and I'll leave that up to any discussions that we have at Trust Council.

[1:04:56] Voice 3: It's just straightforward in terms of trying to make it so that we take the alphabet out and we put the numbers back and that we make it so that it's color coded and easier for people.

[1:05:06] Voice 3: I am content to send this out to the governance committee as soon as possible but I think if we're getting it before the executive for September the 3rd in terms of staff doing the work and having it reviewed and getting it to onto the agenda for the 3rd that we've got a couple of weeks and I think that that is to do anything more in terms of getting it around to everybody.

[1:05:30] Voice 3: It is a trust issue, and I promise that I won't muck with it, and we'll just try and get it onto the Executive Committee so we can get it into September.

[1:05:43] Voice 3: Trustee Bernardo?

[1:05:45] Voice 7: Yeah, I'm fine with Trustee Yeti.

[1:05:48] Voice 7: I'm fine with you circulating the final draft that you work out with staff, circulating that to Governance Committee for information only by email.

[1:05:57] Voice 7: but I don't think we should at all attempt to get into the kind of borderland business of

[1:06:05] Voice 7: you know making comments by email and all that kind of murky open meeting rule stuff and as you

[1:06:11] Voice 7: say the delay we're cutting it a bit fine here with this resolution we can move it forward and

[1:06:18] Voice 7: get it to the executive committee as a request to get it into September we don't want to introduce

[1:06:23] Voice 7: any more time delay than we have to so and on that basis I'm prepared to make the motion now

[1:06:29] Voice 3: I've got another hand up trustee Peterson yeah

[1:06:33] Voice 4: I just wanted to clarify that my suggestion would

[1:06:36] Voice 4: have only have been for individuals to send comments to the chair not to open a a quorum

[1:06:42] Voice 4: type discussion on email and and that I prefaced that by saying I actually don't think it's

[1:06:48] Voice 4: necessary but just as an offering in case someone else did thank you

[1:06:52] Voice 3: trustee Bernardo I move the

[1:06:55] Voice 7: The Governance Committee requests staff to draft an RFD for Trust Council that recommends

[1:07:01] Voice 7: recommendations L and M of the June 17, 2025 Request for Decision as amended, updates all

[1:07:08] Voice 7: of the recommendations into a table format to clearly support recommendation of Governance

[1:07:13] Voice 7: Committee to Trust Council, and that the Chair of Governance Committee be authorized to review

[1:07:17] Voice 7: the RFD's language of presentation on behalf of the Governance Committee.

[1:07:22] Voice 3: Trustee Borthwick?

[1:07:23] Voice 3: Seconder?

[1:07:24] Voice 3: Thank you.

[1:07:25] Voice 3: Any more discussion?

[1:07:26] Voice 3: all right let's have a vote all in favor uh

[1:07:39] Voice 1: five in favor all

[1:07:41] Voice 3: right lower your hands

[1:07:42] Voice 3: any opposed not

[1:07:47] Voice 1: opposed all

[1:07:48] Voice 3: right good that passes all right so on the agenda

[1:07:56] Voice 3: that puts us into 7.2 which is the review of trust council policies

[1:08:03] Voice 3: policies another request for decision so this starts at page 30 of our agenda and

[1:08:11] Voice 3: there's a long list of and a summary of all of the policies

[1:08:20] Voice 3: and some that have been removed and

[1:08:27] sorry

[1:08:29] Voice 3: david can we maybe switch to page 30 and a recommendation actually page

[1:08:37] Voice 3: There's the recommendation, and then page 31 starts the long list of all of the policies that could possibly be combined, and with a recommendation that numbers 4, 5, 10, and 15 be considered a priority for us and staff to start working on.

[1:09:06] Voice 3: that's a very brief summary does that make sense number four is trust counting trust council

[1:09:15] Voice 3: meeting preparation number five is executive committee and delegation number 10 is priority

[1:09:23] Voice 3: setting and number 15 is administrative fairness whoever

[1:09:29] Voice 1: made sure could i just speak to this for

[1:09:31] Voice 1: you yes please thank you yeah

[1:09:33] Voice 1: yeah so to try and help the governance committee and put this

[1:09:39] Voice 1: us together to just highlight all the policies that we have and as you indicated there are quite

[1:09:45] Voice 1: a few where we've got more than one policy dealing with a similar issue and so there's some

[1:09:50] Voice 1: opportunities there for us to combine them and remove some potential redundancies and in some

[1:09:57] Voice 1: instances potential conflicts the problem is there's so many it's where do you start

[1:10:03] Voice 1: that and also what is the intent of the governance committee with this project to review the policy

[1:10:12] Voice 1: policies of trust council so you might want to start by thinking about that what is because i

[1:10:18] Voice 1: didn't really have a sense of what your objective or your goal is here so if it's to for example

[1:10:26] Voice 1: review the delegations from council to the executive committee that would be a different

[1:10:32] Voice 1: different approach to doing this. If it's to look for gaps in policies, like where we should have

[1:10:39] Voice 1: policies that we don't have them, or look for policies that are out of date, this might be the

[1:10:44] Voice 1: way to go, to go through and start by cleaning up the policies that we have, making sure they're up

[1:10:51] Voice 1: to date, and combine them and maybe even simplify them where they're actually getting in the way.

[1:10:57] Voice 1: so to bring a recommendation to you uh the cni had a look at this and thought well probably the

[1:11:07] Voice 1: most pressing might be to do with the operation of council and its committees so that's why these

[1:11:14] Voice 1: particular ones were picked as a starting point because it deals with how you do your business

[1:11:20] Voice 1: as a political body and then you can obviously then start picking away at the other ones

[1:11:26] Voice 1: I think in a one-year period from now to the end of term it would be pretty ambitious to try and do

[1:11:32] Voice 1: all the policies so I think starting somewhere and starting somewhere we think is the most effective

[1:11:40] Voice 1: is probably the way to go so we may have got this completely wrong and you may have other

[1:11:46] Voice 1: priorities or something else you would like to start with and that is totally fine this is just

[1:11:50] Voice 1: put forward to bring something to you to get you start to think about how you'd like to approach

[1:11:56] Voice 1: this policy work and if you know if you feel you need to do more work around that you can ask staff

[1:12:03] Voice 1: to come go away and come back with some additional information just tell us what that happens to be

[1:12:08] Voice 1: okay thank you i

[1:12:11] Voice 3: also found your background at the beginning of the rfd in terms of how this

[1:12:18] Voice 3: This all started with our budget request in terms of and that was one of the priorities that came out of the matrix in terms of working on policies.

[1:12:28] Voice 3: And it really started with meeting policies, but it has expanded into a discussion about there's so many policies and there's so much overlap and there's some confusion and it would be nice to tighten it all up.

[1:12:41] Voice 3: And there was a booklet that I think Trustee Patrick, Chair Patrick, you had suggested from, I'm not sure if it was Denaimo or one of the Sunshine Coast.

[1:12:52] Voice 3: Whistler.

[1:12:53] Voice 3: Whistler. Okay. In terms of something that is much easier for particularly new trustees, but any of us in terms of trying to figure out and find resources.

[1:13:03] Voice 3: So I think that's why we put in the budget allocation. And it's also the Municipal Insurance Association that we've just joined has a recommendation. So it's reasonable work for the Governance Committee to take on.

[1:13:19] Voice 3: And I guess the discussion today is whether or not we agree with those priorities, what would our next steps be, and that would be under the deliverables, that's at the top of page 31, establish the methodology, prioritize, undertake a review, recommend deletions, update policies by the end of the term, and identify gaps.

[1:13:46] Voice 3: So it's interesting work.

[1:14:16] Voice 3: which is 11-12 and then 14 travel conferences and training whether those policies should be

[1:14:24] Voice 3: and whether we can transfer those over recommend that financial planning have a look at those

[1:14:31] Voice 3: is that within our purview to make recommendations to other committees

[1:14:37] Voice 3: i

[1:14:38] Voice 1: ever made sure yeah absolutely you can recommend through executive council that

[1:14:44] Voice 1: another committee should undertake this work or alternatively feel it's important you can take it

[1:14:50] Voice 1: on in conjunction with that committee in some way all

[1:14:56] Voice 3: right so there's some ideas and thoughts

[1:14:59] Voice 3: how do we feel about the staff recommendations for priorities first of all trustee patrick

[1:15:04] Voice 3: oh

[1:15:06] Trustee Patrick (probable): uh i concur this is a massive project and i think one of the reasons why it is a massive

[1:15:14] Trustee Patrick (probable): project is because we've got so many policies and they're so out of date i think is that you know

[1:15:21] Trustee Patrick (probable): we we have it's a this is a symptom in many ways why why did we end up with so many policies that

[1:15:28] Trustee Patrick (probable): that haven't been kept up to date over the years so i think we have a method before us is this the

[1:15:35] Trustee Patrick (probable): you know prioritizing what we have here or you know are there some questions that we need to

[1:15:42] Trustee Patrick (probable): to look at first, like in some cases,

[1:15:46] Trustee Patrick (probable): we looked at that manual from Whistler

[1:15:47] Trustee Patrick (probable): and some things are, it's just a manual.

[1:15:50] Trustee Patrick (probable): It's information on how you do your job and things.

[1:15:53] Trustee Patrick (probable): Are they policies?

[1:15:54] Trustee Patrick (probable): Are they, you know, are just guidance material?

[1:15:57] Trustee Patrick (probable): And I think we have a tendency to call everything policies.

[1:16:01] Trustee Patrick (probable): And it might be, we need to look at this in terms of,

[1:16:05] Trustee Patrick (probable): do we still need this policy?

[1:16:07] Trustee Patrick (probable): Does it serve a purpose?

[1:16:08] Trustee Patrick (probable): purpose? Is it more of guidance instead of policy? Does it belong in something else? And I think

[1:16:15] Trustee Patrick (probable): we've got to kind of go through it, the whole thing, and rearrange where it serves the best

[1:16:24] Trustee Patrick (probable): purpose. And we have some that I think have intermixed between staff policy stuff versus

[1:16:31] Trustee Patrick (probable): trustee policy stuff. And I think most organizations would clean that up quite

[1:16:37] Trustee Patrick (probable): clearly it's administrative that it's you know affecting staff or is it administrative and how

[1:16:42] Trustee Patrick (probable): we do our business um and you know so i think you know i think there's some sort of overall process

[1:16:52] Trustee Patrick (probable): that needs to be looked at and you know are these are these particular policies so out of date they

[1:16:59] Trustee Patrick (probable): should be updated while we do this bigger project um that i don't know all

[1:17:08] Voice 3: right so um how do you

[1:17:11] Voice 3: eat an elephant trustee bernardo not you not you specifically but that's a general question

[1:17:19] Voice 3: well

[1:17:20] Voice 7: i think it's a good question to ask and my answer to that is um uh very carefully under the

[1:17:28] Voice 7: guidance of the elephant uh the guy who's growing the elephant um i'm in favor of proceeding along

[1:17:37] Voice 7: the lines of what the staff has recommended for a pretty simple reason, which is I think the advice

[1:17:47] Voice 7: of staff about which policy should be prioritized for the purpose of advancing operational

[1:17:53] Voice 7: effectiveness, that advice has more weight with me than any helpful suggestions I can come up with

[1:18:03] Voice 7: or any other trustee can come up with because it's the staff that's in the middle of the machine.

[1:18:07] Voice 7: It has to operate the machine. It knows which parts work well, which don't. It has the experience, and particularly Director Marler, of looking at some parts that befuddle everybody and nobody knows why they're even there.

[1:18:22] Voice 7: And I think it's wise to attend to what staff sees in terms of which policies are working and which aren't, and which actually need fixing first.

[1:18:38] Voice 7: Chair Patrick is right that we use this term policy a little too promiscuously in the organization.

[1:18:45] Voice 7: It's a sweeping term. It covers actual trust policies.

[1:18:52] Voice 7: And of course, when you look at the trust policy statement, that's the kind of purest form of really what a trust council policy is.

[1:18:59] Voice 7: And we have some incidental things like that as well in terms of, you know, they're larded within the other policies.

[1:19:10] Voice 7: So it would be wise, I think, for us to start changing the nomenclature. And, for example, if outside of the trust policy statement, there is, you know, a document that we now call a policy that deals with specifically land planning issues and that type of approach. Sure, let's keep calling them policies.

[1:19:31] Voice 7: policies. The other things we're actually talking about, in fact, I think most of the policies that

[1:19:36] Voice 7: we call policies are, in fact, operational practices and procedures. And it might be

[1:19:45] Voice 7: helpful for us to, you know, to change the language because, you know, we call it policy,

[1:19:52] Voice 7: it certainly looms a little larger in terms of, oh, a lot of heavy thinking has to go into it.

[1:19:56] Voice 7: But if we are careful and say, look, we're talking about really the mechanics of how we do the work,

[1:20:02] Voice 7: It's less intimidating to sort of wade into there to sort of, you know, tweak things.

[1:20:06] Voice 7: And so I'm confident that with the advice of staff and and by the way, I know Chair Patrick has had a long standing interest in our having better, more effective, more efficient policies, practices and procedures.

[1:20:25] Voice 7: That's one of our main concerns as far as I can tell.

[1:20:28] Voice 7: And I'd be satisfied to proceed with this recommendation in particular because, you know, staff will be working together with the executive committee on these issues.

[1:20:40] Voice 7: And Chair Patrick is well informed about these various aspects of it.

[1:20:45] Voice 7: So that's just a long winded way of saying I kind of like it the way it is.

[1:20:48] Voice 7: And I'm prepared to go with with the staff's recommendations.

[1:20:51] Voice 7: Thank you.

[1:20:54] Voice 3: Trustee Kivro.

[1:20:57] Voice 8: How do you eat an elephant?

[1:20:59] Voice 8: I love that.

[1:21:00] Voice 8: One bite at a time.

[1:21:01] Voice 8: I'm always in favor of a phased approach, especially with something as complicated as this could turn into.

[1:21:09] Voice 8: Yeah, I appreciate the staff's recommendations here.

[1:21:13] Voice 8: I said their prioritization is fine.

[1:21:16] Voice 8: Left to them.

[1:21:17] Voice 8: Thank you.

[1:21:19] Voice 3: Christy Harris?

[1:21:22] Voice 10: Yeah, how do you eat an elephant?

[1:21:24] Voice 10: One bite at a time.

[1:21:26] Voice 10: The problem being that before anyone would ever scratch the surface, the elephant would turn into a putrid, rotting mass that would be unpalatable to most, and I think that's the situation we have here. Thank you.

[1:21:42] Voice 10: Thank

[1:21:42] Voice 3: you for that image. All right. All right. So then we've got a few little bite-sized pieces here. Well, actually, they're huge, but I think as we get into it, and it is going to be mostly staff-led, although the next steps are going to be, you know, how do we divide this up, if at all?

[1:22:03] Voice 3: And I'd be interested from staff how they think we can help with this, but keeping in mind the wording, the nomenclature and what's policy and what's procedures and what, if anything, needs to, where the gaps are and what's not only what's repetitive and redundant, but, you know, what's outdated and things like that.

[1:22:27] Voice 3: so i think um as we start to get into it we'll um be cognizant and keep in mind those kinds of things

[1:22:34] Voice 3: and um have more to report on i think sorry

[1:22:38] Voice 3: yep

[1:22:39] Voice 1: yeah sorry i don't want to interrupt

[1:22:42] Voice 1: yeah i just wanted to comment that um you know if you were to go with this recommendation

[1:22:49] Voice 1: recommendations so there's i think uh four items there or four groups um we would start with the

[1:22:57] Voice 1: first one but i would hope we can do most of these fairly quickly uh we do have some funding to

[1:23:03] Voice 1: provide administrative support so we could um use um some of our admin staff to help me with this

[1:23:10] Voice 1: and then bring in some support to help back them up there so there is a six thousand dollars i

[1:23:15] Voice 1: believe uh for this project that we'll use that as we need to uh one thing i will say though is

[1:23:21] Voice 1: what i've noticed with these policies is that they do actually three things there's some that are

[1:23:28] Voice 1: true policies of council which is really council's position or council's direction when it comes to

[1:23:36] Voice 1: how trustees interact or how you know they deal with things and i think those are definitely

[1:23:42] Voice 1: legitimate, for example, budget and things like that. There's also in these policies procedures

[1:23:49] Voice 1: and it's kind of more how staff will do things. And I think that is not appropriate in a council

[1:23:56] Voice 1: policy. That's more in a management procedure. So the intent is council sets the policy and then

[1:24:03] Voice 1: the CEO would, through some procedures, establish how staff go about achieving that policy on behalf

[1:24:10] Voice 1: half of Trust Council. So I'll be looking for that to take that kind of stuff out of the policies

[1:24:16] Voice 1: and focus it on the policy. The other is that some of these policies simply repeat legislation.

[1:24:25] Voice 1: And to me, that's totally unnecessary. So where that happens, I would be recommending you delete

[1:24:30] Voice 1: it or remove it. So when I bring these back to you, there'll be in a way that you can see what

[1:24:36] Voice 1: the original policy language is and how it's been changed and hopefully simplified and if staff feel

[1:24:43] Voice 1: that the policy is not necessary or it's causing problems we'll provide that recommendation to you

[1:24:52] Voice 1: and we might end up recommending you just get rid of it completely so we'll just keep that open and

[1:24:58] Voice 1: we'll provide advice and then you can tell us exactly what you would like to do once you've

[1:25:03] Voice 1: had that advice. Thanks. So

[1:25:06] Voice 3: the ask here is for the governance committee to request staff

[1:25:09] Voice 3: to draft a policy combining and updating in the order of priority, the following groups of

[1:25:17] Voice 3: policies. So you're not asking us to put on the gloves and weigh into it. It's other than you're

[1:25:24] Voice 3: going to make a report and get staff to go through this and come up in this order with recommendations

[1:25:32] Voice 3: to us.

[1:25:33] Voice 1: Yeah, exactly. So your opportunity to get into the what these policies have is when we bring

[1:25:39] Voice 1: it back to you. So we'll probably bring back the existing policies so you can read them,

[1:25:45] Voice 1: and then what we've written to replace it. And then you can go through it, let us know what we've

[1:25:50] Voice 1: missed, what you don't like, and we'll clean it up. And then you can recommend taking it to council

[1:25:55] Voice 1: for adoption

[1:25:56] Voice 3: trustee patrick i

[1:26:00] Trustee Patrick (probable): would encourage that we add to that first sentence that not only

[1:26:04] Trustee Patrick (probable): combining simplifying should be a key word that we should put in there i've just been googling

[1:26:10] Trustee Patrick (probable): and looking at some of the other municipal policies some of

[1:26:13] Trustee Patrick (probable): them are one page very clear

[1:26:16] Trustee Patrick (probable): one page policies and i think um we tend to take an existing policy and redline it and add to it

[1:26:25] Trustee Patrick (probable): rather than sometimes we have to look at it and say, maybe it just needs to be rewritten

[1:26:29] Trustee Patrick (probable): from scratch. But I think really trying to simplify these things. I think we overthink them.

[1:26:37] Trustee Patrick (probable): I think policy should be, you know, higher level so that the decision makers can interpret and

[1:26:43] Trustee Patrick (probable): make some decisions, but not go into too much detail.

[1:26:50] Voice 3: Trustee Bernardo.

[1:26:54] Voice 7: Yes, I wanted to agree with something Director Marler had said, which is that I agree that staff practices and procedures should not be directly mandated by the Trust Council through some kind of formal policy document.

[1:27:16] Voice 7: The reality is, to the extent that it has done so in the past, it's basically been on the recommendation of the staff.

[1:27:25] Voice 7: uh and uh again for the same reason i offered before which is if the ceo and senior management

[1:27:32] Voice 7: are really in the driver's seat in terms of understanding what practices and procedures

[1:27:38] Voice 7: are necessary so they really should not be flowing out of you know we don't actually have the

[1:27:49] Voice 7: knowledge base as as trustees to to really weigh on practices and procedures at that granular level

[1:27:57] Voice 7: those those should really be coming from the ceo at his direction with the advice of senior

[1:28:02] Voice 7: management so i would be strongly in favor of removing a lot of that stuff out of the whole

[1:28:08] Voice 7: policy structure but one of the reasons though i think we may have historically ended up in that

[1:28:17] Voice 7: place is you do need to have transparency staff practices and procedures don't really ought not

[1:28:23] Voice 7: ought to be issued by trust counsel but they ought to be documented so that there's some

[1:28:29] Voice 7: accountability here uh and you know say when senior cao and senior management establish a

[1:28:35] Voice 7: practice or a procedure uh there are reasons for it and it should be followed and if it isn't

[1:28:44] Voice 7: followed then an explanation is required i mean we we do need to have accountability that's one

[1:28:50] Voice 7: of the reasons why we have so much of this documentation but there are more effective

[1:28:53] Voice 7: of ways of doing it

[1:28:54] Voice 7: so in the interest of transparency and accountability i would think

[1:28:58] Voice 7: that yes remove granular practices and procedures out of the policy structure but it they have to

[1:29:04] Voice 7: be reiterated as a documented internal document uh that um doesn't have to be approved by trust

[1:29:15] Voice 7: counsel but it's not nonetheless put on the table by the ceo and senior management so that trust

[1:29:21] Voice 7: council knows what the heck is going on and if there's some sort of issue we we have the framework

[1:29:27] Voice 7: for for discussing it thank you the

[1:29:30] Voice 9: obroni thank you yeah and and and i i would tend to agree with

[1:29:35] Voice 9: that point and i appreciate though uh trustee bernardo's you know description of the the sort

[1:29:39] Voice 9: of granular uh process piece i think there are some cases for example i think the administrative

[1:29:46] Voice 9: fairness ones where documenting some level of process for the public around if you submitted

[1:29:53] Voice 9: administrative fairness complaint here are the steps that are taken to process that is useful

[1:29:57] Voice 9: and so but it doesn't need to get

[1:30:00] Voice 9: you know, particularity granular, but I think it's just, we'll do that assessment to Director

[1:30:04] Voice 9: Marder's point around where there's a level of detail on the process that isn't appropriate for

[1:30:10] Voice 9: the policy and doesn't serve an effective purpose. We can strip that out, but to Trustee Bernardo's

[1:30:16] Voice 9: point, still incumbent on us to have well-documented practices and procedures so that there's a level

[1:30:23] Voice 9: of transparency, but also ensuring that we actually do have consistent practice around that for staff

[1:30:28] Voice 9: over time all

[1:30:33] Voice 3: right so um trustee harris you had your hand up before are you taking it down and

[1:30:41] Voice 3: and satisfied with the discussion or yeah

[1:30:44] Voice 10: i was very satisfied and i took my hand down thank you

[1:30:46] Voice 10: all

[1:30:47] Voice 3: right so we've got a recommendation here um is there any more discussion on the specifics of

[1:30:53] Voice 3: this are there other i in particular are there other uh policies that we think should be um

[1:31:01] Voice 3: um included in this uh priority list are we missing anything is this a good start

[1:31:09] Voice 3: it's not that we'll ignore them and it'll never happen but this is a start

[1:31:13] Voice 3: all right um without any more oh trustee bernardo uh

[1:31:23] Voice 7: just kind of i'm i'm prepared

[1:31:25] Voice 7: since it looks like we've uh run the discussion to the ground i'm prepared to make the motion

[1:31:30] Voice 7: all

[1:31:32] Voice 3: right go ahead thank

[1:31:35] Voice 7: you i move that the governance committee requests staff to draft

[1:31:39] Voice 7: a policy combining trust council policies with recommended updates in priority order

[1:31:45] Voice 7: for the following groups of policies one 2.1.1 requests for decision

[1:31:52] Voice 7: decision slash reports and 2.2.2 council committee preparation. Two, 2.4.1 executive

[1:32:04] Voice 7: committee terms of reference, 2.4.3 executive committee election, 2.4.4 executive committee

[1:32:13] Voice 7: legislative rule and 2.4.6 executive committee meeting preparation. Three, 6.2.1 priority

[1:32:23] Voice 7: settings slash review guidelines and 6.7.1 work program follow-up action list and priorities

[1:32:29] Voice 7: report and for 5.4.2 procedural fairness in rezonings 7.1.1 administrative fairness principles

[1:32:37] Voice 7: 7.1.2 handling of administrative fairness complaints and 7.1.5 ombudsperson referrals

[1:32:45] Voice 7: referrals those

[1:32:48] Voice 3: are secondary trustee Borthwick thank you any more discussion not seeing any um

[1:32:56] Voice 3: call a vote um all those in favor if you could raise your hands director Marler yeah there's

[1:33:10] Voice 1: five hands up all

[1:33:12] Voice 3: right lower your hands please anybody opposed uh none opposed thank you that

[1:33:20] Voice 3: That carries.

[1:33:21] Voice 3: I would also like to make a motion that we refer 6, 7, and 8 local trust committees and the APC

[1:33:30] Voice 3: to consideration at some point without suggesting timelines

[1:33:39] Voice 3: because the staff would not need to be involved to a regional planning committee

[1:33:44] Voice 3: committee and 11 12 and 14 to the financial planning committee and see if they want to

[1:33:54] Voice 3: weigh in is that helpful at all david director marler or is that just adding the load

[1:34:02] Voice 3: well

[1:34:03] Voice 1: i think you could um ask them for uh comment on on them and i'm just thinking you know with

[1:34:13] Voice 1: their work programs where are they going to do it and how are they going to do it so the only

[1:34:18] Voice 1: concern i would have is that it would be another staff person working on it and it may it may be

[1:34:26] Voice 1: confusing all

[1:34:27] Voice 12: right so yeah what i was

[1:34:29] Voice 1: what i was thinking is when we when we get to those you could

[1:34:33] Voice 1: ask us to get some feedback from that committee on a draft so once you get to a draft point take

[1:34:41] Voice 1: it to the committee and ask them to feedback on it before you

[1:34:44] Voice 1: take the council trustee peterson

[1:34:48] Voice 4: that was at the exact point i was going to make is when we have drafts we could consider referring

[1:34:53] Voice 4: them to other committees thank you

[1:34:54] Voice 3: trustee bernardo

[1:34:56] Voice 7: i think we're into the how do you

[1:34:59] Voice 7: how do you eat an elephant uh stage of the proceedings in that um okay we've we've torn

[1:35:05] Voice 7: Porn off a rather large chunk for staff to chew on.

[1:35:08] Voice 7: And as Director Marler judiciously and delicately was suggesting,

[1:35:15] Voice 7: it might be a good idea to wait until we digest that before we move on to sort of messing around with the other stuff.

[1:35:19] Voice 7: And we can get the input from the other committees at that juncture.

[1:35:23] Voice 3: Okay. I'm withdrawing that motion.

[1:35:27] Voice 3: Okay. So we voted on and we passed the recommendation in that RFD.

[1:35:33] Voice 3: So we're on to the next order of business, which is page 36 of the agenda, and it's the remuneration review.

[1:35:47] Voice 3: I'm going to need – it's 11.30, so 11.35.

[1:35:54] Voice 3: How about a 10-minute break?

[1:35:58] Voice 3: We fill the coffee cups.

[1:36:01] Voice 3: Is that agreeable with everybody?

[1:36:04] Voice 12: Yep.

[1:36:04] Voice 3: Okay, let's do that.

[1:36:06] Voice 3: And I'm going to suggest that we break for lunch once, if we can finish this business section, then we break for lunch.

[1:36:17] Voice 3: Although there might not be much left.

[1:36:19] Voice 3: Anyway, let's take a 10-minute break now.

[1:36:24] Voice 3: Thank you.

[1:46:14] Voice 3: Are you there, Robert?

[1:46:15] Voice 3: Can we get started again?

[1:46:17] Voice 3: All right.

[1:46:25] Voice 3: Call the meeting back to order.

[1:46:30] Voice 3: Still got quorum?

[1:46:32] Voice 3: Yep.

[1:46:35] Voice 3: All right.

[1:46:36] Voice 3: Right. So, Director Marler, are you the one that is going to give us the update on the remuneration?

[1:46:45] Voice 1: Yeah, I can start that off. And I believe Director Mobs has joined us.

[1:46:51] Voice 1: So I'm going to just ask her to speak to this as well, as it has financial aspect to it.

[1:46:58] Voice 1: So I'm just going to share my screen, get us back to where we were.

[1:47:03] Voice 1: Once I find it. There we go.

[1:47:06] Voice 1: okay so yeah this is a verbal update on the remuneration so this uh came to the governance

[1:47:17] Voice 1: committee i believe the governance committee requested this uh be under their area of

[1:47:23] Voice 1: jurisdiction um partly because the governance report recommended a review of remuneration policy

[1:47:31] Voice 1: policy. So government's committee last year put in a budget request business case to the budget

[1:47:40] Voice 1: to support hiring a consultant to come in and review remuneration for Trisk Council.

[1:47:50] Voice 1: This review would take place this fiscal so we need to do it before the end of the fiscal as

[1:47:56] Voice 1: that's where the funding goes to so the end of March next year but any changes council makes

[1:48:03] Voice 1: to remuneration would not take effect until the incoming council after the election in October of

[1:48:15] Voice 1: 2026 so from that perspective it's not urgent the only urgency is that we engage the consultant

[1:48:23] Voice 1: consultant before the end of fiscal. And I'm just going to ask Director Mobs if she could just maybe

[1:48:29] Voice 1: speak to the kind of a typical process for this kind of review and what a governance committee

[1:48:35] Voice 1: can expect in respect to involvement in it and then go from there. So yeah, Director Mobs,

[1:48:45] Voice 1: are you there?

[1:48:50] Voice 2: With the chair's permission, I'll just dive right in. So this work, yes,

[1:48:57] Voice 2: it's under it's with the governance committee you might recall that governance committee has

[1:49:01] Voice 2: specifically requested that this work be given to them from the financial planning committee

[1:49:05] Voice 2: the financial planning committee has completed work over this policy primarily looking at

[1:49:10] Voice 2: you know sort of process that's embedded in the policy looking at things like when reviews might

[1:49:17] Voice 2: take place how they might take place what sort of remunerated for various tasks the one thing

[1:49:23] Voice 2: that financial planning committee did not look into was the numerical values that are assigned

[1:49:26] Voice 2: to trustee remuneration value in that policy. And so that's one of the primary reasons we're

[1:49:31] Voice 2: looking to hire a consultant. There was a mention at a previous governance committee that another

[1:49:36] Voice 2: important thing to look at is also the methodology that's used to derive the dollars that are

[1:49:42] Voice 2: assigned to trustee remuneration. So those are the two pieces that we'll be looking to a consultant

[1:49:46] Voice 2: to address primarily.

[1:49:48] Voice 2: We will be going to an RFP to secure these services.

[1:49:53] Voice 2: I think there's some value in assessing more than just the dollars

[1:49:56] Voice 2: or the quotes that a consultant would provide to us.

[1:50:00] Voice 2: So normally if we're looking just at the budget and the cost of work,

[1:50:05] Voice 2: we could do an invitation to quote.

[1:50:07] Voice 2: But I think...

[1:50:13] Voice 3: You just went mute.

[1:50:16] Voice 2: Oh, sorry, folks.

[1:50:17] Voice 2: folks. I do think it's important to value the expertise and experience that a consultant can

[1:50:24] Voice 2: bring to this piece of work. So the RFP for this has not yet been issued to the public.

[1:50:29] Voice 2: We're looking to see if governance committee wishes to actually see the terms of reference

[1:50:32] Voice 2: for that RFP prior to it being issued. It's not something that's required. It's also not

[1:50:37] Voice 2: something that's typical, but understanding the important nature of this work, we're happy to

[1:50:41] Voice 2: bring it back to you if you'd like to see that. I believe your next meeting is November. Director

[1:50:47] Voice 2: Marlowe will correct me if I'm wrong. So that would mean we wouldn't be issuing an RFP until

[1:50:54] Voice 2: late November, early December, which would mean the consultant's report would only be coming in

[1:50:59] Voice 2: in the last quarter of the fiscal year. So we'd just be tucking it in to spend the budget that's

[1:51:03] Voice 2: in this year. If you're happy for staff to issue the RFP, trusting that what we're going to be

[1:51:09] Voice 2: putting in there will meet your needs then we'll be rolling that out within the next six weeks or

[1:51:14] Voice 2: so. I'm happy to take some direction on that or hear conversation as you need.

[1:51:22] Voice 3: We've gone through

[1:51:23] Voice 3: this process on Bowen and come up with a recommendation for the next council because

[1:51:30] Voice 3: it's not self-aggrandizing and we did it in-house so we decided in an earlier meeting that we would

[1:51:40] Voice 3: put this out to a consultant so that there wouldn't be any question in terms of fairness

[1:51:44] Voice 3: and um yeah i'm happy for staff to be able to do it in terms of both figuring out how we can do this

[1:51:51] Voice 3: now and in the future in terms of the methodology and figuring out uh the trick is figuring out the

[1:51:58] Voice 3: comparison communities so trustee bernardo uh

[1:52:06] Voice 7: thank you um i don't think it personally i don't

[1:52:08] Voice 7: think it's necessary for governance committee to weigh in on the content of the uh rfp um and the

[1:52:17] Voice 7: reason i say that is uh director mobs i think is probably more familiar with in general terms with

[1:52:26] Voice 7: the methodology of how these things get done uh at the end of the day the assess the the assessment

[1:52:32] Voice 7: as to the suitable candidate uh i suppose formally we'll be making the decision but let's get

[1:52:41] Voice 7: realistic we're going to be relying pretty heavily on the judgment of director mobs in terms of who

[1:52:46] Voice 7: who a suitable candidate is and so um i think with this particular rfp we're dealing with a kind of

[1:52:53] Voice 7: a little like of expertise in terms of of what we're looking for in a consultant which i think

[1:53:01] Voice 7: director mobs um is in the best position to develop and uh although we do have time

[1:53:08] Voice 7: i i think always we should be striving for the most effective and efficient options

[1:53:15] Voice 7: so i would prefer that we simply leave the rfp in the hands of the staff and uh with the proviso

[1:53:24] Voice 7: that um on timing let's let's pull the trigger on this you know we'll leave it to staff to pull

[1:53:30] Voice 7: the trigger on when it puts it out and that kind of thing but i think we should pull the trigger

[1:53:34] Voice 7: on it as as soon as reasonably possible so that we process underway thank you director mobs uh

[1:53:44] Voice 2: thanks chair so i just wanted to provide a point of clarity there under our procurement processes

[1:53:48] Voice 2: it is staff's responsibility to oversee the procurement process and make the decision

[1:53:54] Voice 2: as to who the selected consultant would be so that wouldn't be something governance

[1:53:59] Voice 2: committee would be involved in.

[1:54:02] Voice 3: Thank you for that. I'm happy with all of that. Is there any,

[1:54:06] Voice 3: do you want a specific direction from the committee?

[1:54:12] Voice 2: I'm okay to proceed just based on

[1:54:14] Voice 2: what I'm hearing today. And hopefully we can get that issued soon and get that report to you

[1:54:20] Voice 2: in the next few months.

[1:54:22] Voice 3: All right. So is there anybody opposed to leaving this within staff's

[1:54:28] Voice 3: capable hands all right not seeing any objection then um if you can take that as direction that

[1:54:38] Voice 3: would be very helpful i look forward to the process all right um nice to have you here too

[1:54:47] Voice 3: director mobs um okay so the next item is 7.4 budget 2026 27 business cases um

[1:54:58] Voice 3: I could speak

[1:54:59] Voice 12: to this, Chair.

[1:55:00] Voice 1: Sorry?

[1:55:00] Voice 1: I could speak to this.

[1:55:02] Voice 1: Thank you.

[1:55:02] Voice 1: Yeah.

[1:55:03] Voice 1: Just to get you started, so staff had a look at the strategic plan,

[1:55:08] Voice 1: and there is nothing identified for governance committee in fiscal year

[1:55:13] Voice 1: 26-27, so we didn't have anything to bring to you from that perspective.

[1:55:20] Voice 1: However, there are a couple of things that you have on the go,

[1:55:24] Voice 1: and you might want to consider whether or not you think you'll be done by the end of this fiscal

[1:55:28] Voice 1: or whether you would like to make sure there's funding in the next fiscal to continue them.

[1:55:34] Voice 1: So that's the review of the recommendations in the 2022 governance report that you talked about earlier.

[1:55:40] Voice 1: That might depend on where council goes with that, how you decide to fund those.

[1:55:45] Voice 1: And then review of trust council policies is another one that potentially would not be done by the end of this fiscal.

[1:55:52] Voice 1: so you might want to consider whether you want to continue those or whether the work you do this

[1:55:57] Voice 1: fiscal is enough and you'd like to move on to something else so that's one piece the other is

[1:56:03] Voice 1: we took a look at the matrix and i've just pulled these points here from the matrix this may

[1:56:11] Voice 1: you may want to review your matrix based on this to determine whether these actually are

[1:56:16] Voice 1: your urgent and high priorities and you can do that at the end but based on that you might want

[1:56:21] Voice 1: to consider requesting some funding from council uh to deal with some of these items in uh in the

[1:56:30] Voice 1: list i put all of them in here starting with your urgent and high priority under item two there

[1:56:36] Voice 1: you'll see the seven items uh under three there's two items list is urgent but lower priorities so

[1:56:43] Voice 1: those are the probably the ones you might want to have a look at and then the ones that are not

[1:56:49] Voice 1: considered urgent or sorry the ones that are not considered urgent from four and five

[1:56:55] Voice 1: four is important but not urgent and five is not urgent and not really important so those really

[1:57:03] Voice 1: i think might just help you if you want to look for some funding for next fiscal you can by

[1:57:09] Voice 1: resolution ask me to come back with a business case that you can then submit to fpc for one or

[1:57:17] Voice 1: more of these the other thing i will say is next year is an election year so the um the fiscal year

[1:57:26] Voice 1: begins april 1st so you'll have five to six months of actual time before the election um typically

[1:57:34] Voice 1: the month before the election nothing really happens because it's more the campaigning period

[1:57:41] Voice 1: period so you tend to wrap up as soon as you can to allow that to happen and then of course you

[1:57:48] Voice 1: have a new committee coming in so middle of the fiscal year you'll have a new committee coming in

[1:57:53] Voice 1: so you might want to consider first of all anything that you want to start really should wrap up by

[1:57:59] Voice 1: the end of the term because potentially the incoming council or committee may not want to

[1:58:05] Voice 1: continue with that particular project. And you might also want to consider providing some funds

[1:58:11] Voice 1: for the Incoming Committee to at least get something started in the first few months of their

[1:58:17] Voice 1: time before they're able to adopt the new budget for April of 2027.

[1:58:25] Voice 1: Okay, so back to the chair. And again, this is a briefing, we had no recommendations. So

[1:58:30] Voice 1: you know, if you don't want to ask for any funding, that's totally fine as well.

[1:58:36] Voice 3: Thank you, David. What is the timeline? So our next meeting is November the 9th. And we would have to have, if we are going to make a proposal, we would have to have it ready, an RFD ready for discussion or budget business case ready for discussion at November.

[1:58:55] Voice 3: November?

[1:58:56] Voice 1: So I see Director Mobs is still online. I'm not sure if she's listening, but maybe

[1:59:01] Voice 1: if she is, she could step in with her FPC add-on. My thinking is that if you do pass a resolution

[1:59:09] Voice 1: now, obviously you won't be able to approve a business case until November, but we could

[1:59:14] Voice 1: certainly provide advanced notice to FPC of your intent and maybe a dollar amount so that they know

[1:59:22] Voice 1: it's coming okay

[1:59:25] Voice 3: so rough outlines now and finalized in november correct

[1:59:29] Voice 1: director mobs

[1:59:31] Voice 3: are you still there i

[1:59:34] Voice 2: am still here um i can provide some comments the uh typical timing

[1:59:39] Voice 2: for our budget would see business cases being looked at um this time of year so that we have

[1:59:45] Voice 2: funding amounts ready to input into the first draft of the budget the first draft of the budget

[1:59:50] Voice 2: It is put together in September and then it travels to financial planning committee in October.

[1:59:56] Voice 2: If there's no available business cases.

[2:00:00] Voice 2: and associated budget request dollars from governance committee until November, we would

[2:00:04] Voice 2: need to either insert a placeholder, which I'm not a big fan of, or just wait and receive those

[2:00:11] Voice 2: business cases with their dollars partway through the budget cycle. As you all know, our budget

[2:00:16] Voice 2: has many months as it travels through the budget cycle. Financial planning committee sees it October,

[2:00:21] Voice 2: November, January, February. Council sees it December, March. So there is opportunity to

[2:00:26] Voice 2: and make those amendments as we move through the cycle.

[2:00:28] Voice 2: So if that's the earliest submission you can manage,

[2:00:31] Voice 2: then that's what we'll work with.

[2:00:35] Voice 3: All right.

[2:00:37] Voice 3: I'm going to start off the discussion.

[2:00:39] Voice 3: We just talked about the governance review

[2:00:42] Voice 3: and prioritized under M the First Nations representation,

[2:00:50] Voice 3: secretariat, corporate plan,

[2:00:51] Voice 3: and helping trustees fulfill their role with ongoing work

[2:00:56] Voice 3: and then others that are going to be as and when directed.

[2:01:05] Voice 3: So those might be considerations.

[2:01:09] Voice 3: And we've just talked about the review of the Trust Council policies

[2:01:13] Voice 3: and how if we get through the first four, there's several more to follow.

[2:01:18] Voice 3: So it seems to me that ongoing policy review is one

[2:01:24] Voice 3: and possibly budget considerations

[2:01:29] Voice 3: for the governance report.

[2:01:32] Voice 3: Trustee Bernardo?

[2:01:36] Voice 7: Yeah.

[2:01:39] Voice 7: Maybe I'm thinking about it wrong,

[2:01:41] Voice 7: but sort of with the review of the recommendations

[2:01:46] Voice 7: in the 2022 governance report,

[2:01:52] Voice 7: I can anticipate certainly on some of the things

[2:01:57] Voice 7: that we're recommending to Trust Council

[2:01:59] Voice 7: that there could be funding and budgeting

[2:02:02] Voice 7: budgeting consequences emerge out of that but i'm struggling to figure out whether they're not

[2:02:08] Voice 7: those are budgetary consequences that are strictly relevant to governance committee

[2:02:15] Voice 7: or become a separate budgetary item if trust council decides to say go in a particular

[2:02:21] Voice 7: direction and like for example on the first nation side depending on what gets decided in

[2:02:28] Voice 7: September, if anything, I could anticipate that we might well need to engage consultants or get

[2:02:35] Voice 7: some kind of funding for external input. There would have to be, I think, thinking about resource

[2:02:46] Voice 7: allocation from staff resources in terms of engaging the issue of thinking and developing

[2:02:53] Voice 7: developing ideas on increasing First Nations participation

[2:02:59] Voice 7: or processes that might help us to sort of even figure out

[2:03:03] Voice 7: how to deal with the question.

[2:03:07] Voice 7: Certainly, we can anticipate that there would be

[2:03:10] Voice 7: a very specific type of consultation with the relevant First Nations

[2:03:14] Voice 7: and funding and resources could be relevant to all of that.

[2:03:19] Voice 7: but to develop a business case you really need to have essentially a business plan

[2:03:27] Voice 7: that it's in support of and I think on all of the governance report stuff I think we need to

[2:03:35] Voice 7: wait on the direction we get from trust counsel and if it identifies if it agrees with what the

[2:03:42] Voice 7: with what our priorities are then I think we can address the methodology of first of all

[2:03:48] Voice 7: who does the work and and therefore who should be putting forward the budget request i mean budget

[2:03:55] Voice 7: requests for governance committee are about governance committee expenditures and i don't

[2:04:00] Voice 7: necessarily anticipate that if trust council agrees that the first nations work should take

[2:04:06] Voice 7: a priority that necessarily will be that will necessarily have a big role in that

[2:04:11] Voice 7: uh that requires funding at our end other than commentary engaging the issues the funding may

[2:04:18] Voice 7: be required more on the on the staff side to support its work if it's identified as a priority

[2:04:24] Voice 7: by trust council so i i would think we need to wait for the outflow of what happens in september

[2:04:29] Voice 7: to determine whether we want to do budgeting or to deal with the budgeting question on that front

[2:04:34] Voice 7: uh my i do have a question with respect to the review of trust council policies

[2:04:41] Voice 7: uh do i i've got a question for director marler i mean is funding even necessary for that or is

[2:04:49] Voice 7: Is that something that we can consider to be a wholly internal exercise?

[2:04:54] Voice 7: Or when we talk about funding, are we talking about more than just budgeting money, but we're actually talking about budgeting staff resources?

[2:05:01] Voice 7: And then, of course, obviously, we would have to account for that.

[2:05:04] Voice 7: So do

[2:05:05] Voice 7: we need budget funding for the Trust Council policy review?

[2:05:11] Voice 1: Yeah, I have a message. The funding this year was to provide administrative backups.

[2:05:17] Voice 1: backups so that Robert Barlow or another administrative staff person could help me by working on

[2:05:25] Voice 1: the policies.

[2:05:26] Voice 1: There's quite a bit of work in the background needs to happen in addition to obviously looking

[2:05:32] Voice 1: at the content and things like that.

[2:05:34] Voice 1: So I would suggest that the request would be modest for next year, similar to this year,

[2:05:38] Voice 1: maybe $6,000 to support continuing this program of reviewing the policies.

[2:05:46] Voice 1: and you don't have to worry about the resources that's something that we obviously in the business

[2:05:52] Voice 1: case it says i'll be using resources allocated to governance committee with additional the four

[2:05:59] Voice 1: thousand dollars to provide a little bit of additional support to allow that to happen

[2:06:03] Voice 1: you do have the option of asking for more money and then hiring a consultant to do the work

[2:06:09] Voice 1: but given the nature of these policies i'm not so sure that actually would be very successful

[2:06:15] Voice 3: trustee peterson yeah

[2:06:22] Voice 4: thank you chair um it seems to me looking over for this that there's

[2:06:26] Voice 4: uh notwithstanding everything else i've heard and and certainly um we don't know what trust council

[2:06:35] Voice 4: um what the result of their double a deliberations on the governance report piece would be um it's

[2:06:44] Voice 4: It's possible that they might send work back to us

[2:06:47] Voice 4: that would then require some resourcing.

[2:06:52] Voice 4: Obviously, we've just requested staff to do some work on the policies,

[2:06:57] Voice 4: so we should fund that.

[2:07:01] Voice 4: I think the bits that may not be completed this fiscal

[2:07:12] Voice 4: that might need to be ongoing,

[2:07:14] Voice 4: meaning process, review of compensation,

[2:07:18] Voice 4: strategic planning, secretariat,

[2:07:23] Voice 4: and providing some funding for the incoming committee.

[2:07:28] Voice 4: I think it's also important.

[2:07:29] Voice 4: I think it would be remiss of us

[2:07:32] Voice 4: not to make sure that that incoming committee

[2:07:35] Voice 4: had some funds to do some work

[2:07:38] Voice 4: um between the election and and uh and the next fiscal so those are my thoughts

[2:07:47] Voice 3: trustee middleton thank

[2:07:51] Trustee Middleton (probable): you yes um i believe that um we're not really in the position to

[2:07:57] Trustee Middleton (probable): build any business cases for any of the items before us here because we do need the direction

[2:08:02] Trustee Middleton (probable): of of trust council in terms of are they motivated by any of these items to justify

[2:08:09] Trustee Middleton (probable): identified budget expenditure. And if they are, they would be an item that Trust Council would

[2:08:16] Trustee Middleton (probable): request funding of. And likewise, review of policies. Again, if it's something that we get

[2:08:24] Trustee Middleton (probable): on the roll about, that's obviously a whole organizational budgetary activity and that

[2:08:30] Trustee Middleton (probable): would be funded accordingly. So I would say given the pressures that no doubt will be on the budget

[2:08:37] Trustee Middleton (probable): it next year, given the costs of the policy statement review, I think it's prudent that

[2:08:44] Trustee Middleton (probable): we basically hold the course, let council determine what they see as a priority or not,

[2:08:51] Trustee Middleton (probable): and therefore, if it justifies being funded, and we actually make a no funding request

[2:09:00] Trustee Middleton (probable): for this next fiscal year, given the short period within which we would have to exercise

[2:09:06] Trustee Middleton (probable): that that expenditure and the upcoming um the upcoming committee wouldn't be in a position to

[2:09:13] Trustee Middleton (probable): start spending anyway until um until the next fiscal year just in terms of the priorities they

[2:09:20] Trustee Middleton (probable): would want to set and how they would want to um conduct their business i don't think they're

[2:09:24] Trustee Middleton (probable): going to be hampered by uh not inheriting um a budget line item so i would say we don't proceed

[2:09:30] Trustee Middleton (probable): with any budgetary requests at all at this point.

[2:09:36] Voice 3: Trustee Bernardo?

[2:09:40] Voice 7: I think Trustee Middleton goes a little too far.

[2:09:43] Voice 7: I mean, to the extent that what he's talking about

[2:09:48] Voice 7: addresses the governance report recommendations,

[2:09:51] Voice 7: I've already mentioned that I think we need to wait

[2:09:54] Voice 7: until we hear from Trust Council with respect to what approach

[2:09:59] Voice 7: and what priority to give those things

[2:10:01] Voice 7: before we can consider funding really that work but that's not the whole thing

[2:10:10] Voice 7: i do think we need to fund continuing work on decisions to which we've already committed

[2:10:21] Voice 7: ourselves to and to directions we've already committed ourselves to and in fact we just did

[2:10:26] Voice 7: that earlier today when we talked about this whole review of the trust policies and how we should

[2:10:31] Voice 7: undertake that so although i think we do need to wait on the uh the governance review stuff i think

[2:10:39] Voice 7: after hearing from director marler uh i would very much support uh directing staff to develop

[2:10:45] Voice 7: a business case for trust council uh so they can continue the trust council policy work

[2:10:50] Voice 7: that we've already endorsed and we are in fact we're not asking trust council's permission to

[2:10:57] Voice 7: do that work we're simply asking staff to develop that work so that then it can bring in an rfd

[2:11:04] Voice 7: eventually in due course to trust council saying look there's this whole tranche of policies we

[2:11:11] Voice 7: recommend revising them as follows that's when we go to trust council so uh that work is continuing

[2:11:21] Voice 7: we've committed ourselves to it so we need to fund it so i would certainly support um funding

[2:11:27] Voice 7: a business case or asking staff to develop a business case uh to fund the policy revision work

[2:11:34] Voice 7: thank you if

[2:11:37] Voice 3: i can throw another topic on the table um and it's slightly out of order um

[2:11:42] Voice 3: ceo brony is going to be reporting on the corporate planning process next on the agenda

[2:11:47] Voice 3: and i'm wondering if any of that there's work plans by different departments that is

[2:11:55] Voice 3: recommended that that be the work that is

[2:11:59] Voice 3: conducted in the next little while. Is there a need for

[2:12:03] Voice 3: some sort of budget support for corporate

[2:12:07] Voice 3: planning once that is finished or to help staff

[2:12:11] Voice 3: finish that?

[2:12:15] Voice 9: Thank you, Chair. I don't think there's

[2:12:17] Voice 9: a budget requirement there. I mean, sure, it would be great

[2:12:21] Voice 9: if we could hire a new staff person to manage and run a corporate planning

[2:12:25] Voice 9: process, but I don't know that that's a valid priority, certainly not at this point. I think

[2:12:31] Voice 9: there's work to be done, as I'll speak to shortly around, still clarifying what some of the steps

[2:12:37] Voice 9: and outcomes and what we're trying to achieve with that process look like before we can talk

[2:12:42] Voice 9: about that. But yeah, for next fiscal, I wouldn't anticipate a budget request related to that. I

[2:12:57] Voice 3: All right. And the other thought I had was, does anybody foresee or think that there might be a request for legal opinions between now and the end of that election year?

[2:13:14] Voice 3: So that we get some money into the budget in case there is.

[2:13:19] Voice 3: Trustee Middleton.

[2:13:20] Voice 3: Thank

[2:13:24] Trustee Middleton (probable): you. Yeah, I don't anticipate any legal opinion that wouldn't be otherwise funded by council if it was of interest to the broader group. And then secondly, I think Director Marla has talked about the fact that the work is being conducted internally, and this gets at the crux of our budgeting issue.

[2:13:42] Trustee Middleton (probable): when we separately budget core operational items that are already funded through salary,

[2:13:48] Trustee Middleton (probable): we're engaging in fiction. Basically, the policy review will be conducted to the capacity of

[2:13:55] Trustee Middleton (probable): Director Marler's end team. If we want to go outside that capacity, as the director pointed

[2:14:02] Trustee Middleton (probable): out already, we would secure a consultant, but that, as he noted, would be inefficient.

[2:14:07] Trustee Middleton (probable): efficient. And so I'd say we've already budgeted to the capacity that's available, the policy

[2:14:13] Trustee Middleton (probable): review process through our core budget. We don't need, and nor could we use, an additional line

[2:14:18] Trustee Middleton (probable): item. So again, I'm not in favor of us putting anything forward to that end.

[2:14:28] Voice 3: Director Marler,

[2:14:29] Voice 3: could you comment on that? We put in the $6,000 last year that was a budget item so that we,

[2:14:40] Voice 3: I think in the work plan for the staff that allowed us that

[2:14:45] Voice 3: backup and support in terms of that work.

[2:14:49] Voice 3: Yeah,

[2:14:50] Voice 1: that's exactly right. I mean,

[2:14:52] Voice 1: Trustee Middleton is correct that it will be limited by

[2:14:56] Voice 1: my and Robert Barlow's

[2:15:01] Voice 1: capacity to do the work and the

[2:15:04] Voice 1: extra money, the statutory $4,000 to

[2:15:08] Voice 1: to allow Robert to bring in somebody administratively

[2:15:13] Voice 1: to undertake a few of the routine items

[2:15:16] Voice 1: that he would probably not be able to do.

[2:15:19] Voice 1: And that would then give him a little bit more capacity.

[2:15:21] Voice 1: So it's a limited capacity increase by doing that.

[2:15:25] Voice 1: It's not very much.

[2:15:26] Voice 1: The other 2,000 is more for legal review of policies.

[2:15:30] Voice 1: We need to just hold some back

[2:15:32] Voice 1: in case you decide to add some significant policy work

[2:15:37] Voice 1: and we'd like to get legal counsel's input on that

[2:15:41] Voice 1: before recommending adoption of it.

[2:15:43] Voice 1: So I think for that reason,

[2:15:46] Voice 1: to ensure that we continue with the policy work

[2:15:49] Voice 1: and if that's what the governance committee would like to do,

[2:15:53] Voice 1: then a similar request for next fiscal would probably be appropriate

[2:15:58] Voice 1: just to keep that ability and that little flexibility

[2:16:03] Voice 1: available to us on the legal

[2:16:04] Voice 1: and the backup side for administrative support.

[2:16:10] Voice 3: All right.

[2:16:11] Voice 3: So I'm going to suggest that we request staff to make a business plan

[2:16:18] Voice 3: for continuation in the same amount for the policy review

[2:16:23] Voice 3: and that there be no other, unless something comes up in November,

[2:16:27] Voice 3: that there be no other requests for budget.

[2:16:34] Voice 3: Any comment on that, Trustee Peterson?

[2:16:38] Voice 3: Anderson?

[2:16:39] Voice 4: I strongly think it's a good idea and reasonable to request some budget for the

[2:16:47] Voice 4: incoming committee once we're out of this committee. I think it'd be unfair to leave

[2:16:53] Voice 4: that incoming committee with no funds to do any work. Doesn't have to be tons, but I think we

[2:16:58] Voice 4: should leave them something.

[2:17:00] Voice 3: All right. Well, when we first started, there was a $5,000 allocated

[2:17:06] Voice 3: allocated um for unknown possibly legal i think we spend it really quickly on legal

[2:17:13] Voice 3: um as we work through all of our um priorities but um so a business plan for a slush fund sorry

[2:17:27] Voice 3: director mobs coming to help me thank you thanks

[2:17:32] Voice 2: chair um so the budget will be approved in

[2:17:36] Voice 2: March for the next fiscal year starting in April. The new Income and Governance Committee will be

[2:17:44] Voice 2: formed in roughly November of that year. And the expectation is that the newly formed council,

[2:17:51] Voice 2: newly formed committees will carry on the work that has been planned for for that year

[2:17:55] Voice 2: and therefore would already be budgeted for. So it would not be expected that an incoming

[2:18:02] Voice 2: committee should be deciding on new work that they want to undertake necessarily.

[2:18:08] Voice 2: That would come as part of formation of the next fiscal budget year. And, you know, we do often see

[2:18:17] Voice 2: council, new trustees, new committees taking some time also to orient themselves to the role.

[2:18:22] Voice 2: So we don't typically see new committees coming in with new things that they need to do that

[2:18:26] Voice 2: require funding and we don't see other committees giving themselves the slush funds in that same

[2:18:32] Voice 2: manner so i would suggest it's not something that's required in order to keep business moving

[2:18:36] Voice 2: such

[2:18:42] Voice 3: a messy word slush too okay trustee peterson that okay

[2:18:50] Voice 4: yeah that's fine although

[2:18:52] Voice 4: i don't like the use of the term slush fund because i don't think that is an accurate or fair

[2:18:58] Voice 4: fair representation of a committee that we don't know who they are and what

[2:19:03] Voice 4: they intend to do yet.

[2:19:08] Voice 3: All right.

[2:19:09] Voice 3: Well, we've got a resolution on the screen.

[2:19:15] Voice 3: Governance Committee requests staff develop a business case for continuation

[2:19:18] Voice 3: of the policy review project.

[2:19:25] Voice 3: Somebody want to move that?

[2:19:29] Voice 3: Okay.

[2:19:29] Voice 3: Adding fiscal year.

[2:19:34] Voice 3: Dusty Borthwick?

[2:19:35] Voice 6: Yeah, I'm happy to make that move.

[2:19:37] Voice 6: move uh just i said uh robert let me know when you're if you're done uh david i'm done oh david

[2:19:47] Voice 6: sorry uh i move that the governance committee request staff to develop a business case for

[2:19:53] Voice 6: fiscal year 2026-27 for the continuation of the policy review project

[2:19:59] Voice 3: seconder i'll second that

[2:20:06] Voice 3: All right. Any more discussion? All right. Let's vote on it. All those in favor?

[2:20:20] Voice 1: I see four hands up.

[2:20:22] Voice 3: All right. And lower your hands. Any opposed?

[2:20:30] Voice 1: None opposed.

[2:20:31] Voice 3: Okay. With four people, then we're just at quorum. So

[2:20:37] Voice 3: let's try it and finish this meeting. Seven points. Are there any other budget requests?

[2:20:49] Voice 3: okay not seeing any then we'll move to the next item which corporate planning process

[2:20:54] Voice 3: CAO Brony thank

[2:20:56] Voice 9: you chair yeah I just wanted to take an opportunity to update the committee on

[2:21:00] Voice 9: on the status of this um I know it's fallen a bit off off the radar but it remains uh on your

[2:21:07] Voice 9: matrix and it emerged from one of the recommendations of the governance review

[2:21:11] Voice 9: um it's also one of the priorities for this term still on the uh trust council strategic plan

[2:21:17] Voice 9: plan. So you'll recall in September 2023, Trust Council approved a draft framework for a corporate

[2:21:26] Voice 9: planning process. And you've done a fair bit of work in advancing some of that. I think the focus

[2:21:35] Voice 9: understandably shifted towards the strategic plan, which was itself fell a little bit behind

[2:21:39] Voice 9: schedule, but you approved back in March. And so picking up that work has been on my to-do list.

[2:21:47] Voice 9: And I had anticipated, as I mentioned earlier at Trust Council, trying to get the departmental work plans initiated through this summer.

[2:21:59] Voice 9: Although I think, as I mentioned at June Trust Council, with the initiation of the operational review that I've undertaken, I've asked senior staff to prioritize that.

[2:22:08] Voice 9: Based on that, we're not going to be able to do the departmental work plans in a way that's going to meaningfully inform this year's budget cycle.

[2:22:16] Voice 9: cycle. So the current plan then is to still work towards implementing those before the end of this

[2:22:23] Voice 9: fiscal so that we have those in place to then inform budget planning and deliberations for the

[2:22:28] Voice 9: following fiscal in a more useful way. And they'll also reflect the budget decisions you'll be making

[2:22:34] Voice 9: as part of this cycle. So I think that's going to be more useful in any case. That said, I do want

[2:22:39] Voice 9: want to still pick up the work on the corporate planning process. And so I'm proposing to

[2:22:46] Voice 9: re-engage unless this committee wants to be more actively involved and provide me direction

[2:22:50] Voice 9: otherwise, re-engage with the working group that was set up. And that was, you'll recall,

[2:22:55] Voice 9: governance committee went to FPC and engaged a working group of FPC members, which was trustees

[2:23:01] Voice 9: Patrick and Boland and Evans, and they developed that draft framework. And I think there's some

[2:23:07] Voice 9: some work still to do to clarify some of the details of that that framework and so i'd like

[2:23:14] Voice 9: to re-engage with that working group and work through that process so that we can continue to

[2:23:20] Voice 9: advance that work over the balance of this year and into next year so that we have a much more

[2:23:28] Voice 9: solid and clear process in place for incoming council then to help them develop update the

[2:23:35] Voice 9: strategic plan and inform a broader corporate planning process so that's the status of of

[2:23:40] Voice 9: current thinking around that process and i want just wanted to given it it's on your

[2:23:44] Voice 9: your priority list to bring that that update to you and i'm happy to take any any questions or

[2:23:50] Voice 9: if you want to as i say if you want to provide any different direction um beyond my proposed

[2:23:55] Voice 9: approach with the working group i'm happy to to hear that as well thank you have you contacted

[2:24:03] Voice 3: the members of that working group in terms of time and energy?

[2:24:07] Voice 9: Yes. Well, I've given them an update on the briefing that I brought before you because I

[2:24:12] Voice 9: wanted them to be aware, noting that only Trustee Patrick is a member of this committee. And so

[2:24:18] Voice 9: I'll be circling back with them and we'll figure out a plan for how we might re-engage

[2:24:22] Voice 9: at some point through the fall to pick up some of this work. I think there's

[2:24:27] Voice 9: some key points that really just need some clarity um i think the the understanding um at least from

[2:24:34] Voice 9: some members of that is that trust council approved the draft framework but recognized

[2:24:39] Voice 9: that there was still some work to be done to finalize it and so um we'll work i'll work with

[2:24:44] Voice 9: them to map out a path forward on on how we can do that okay any comments discussion

[2:24:51] Voice 3: requests

[2:24:53] Voice 3: Requests? Suggestions? Criticisms?

[2:25:00] Voice 9: No criticisms.

[2:25:01] Voice 3: No criticisms.

[2:25:03] Voice 9: Constructive feedback is always welcome.

[2:25:06] Voice 3: Oh, that. You're so diplomatic.

[2:25:09] Voice 3: Good. All right. Well, oh, Trustee Middleton, thank you.

[2:25:14] Trustee Middleton (probable): Yeah, just a quick thing, a note of encouragement,

[2:25:16] Trustee Middleton (probable): just circling back to why this was important.

[2:25:20] Trustee Middleton (probable): Ideally, it is used to guide our budgetary process.

[2:25:23] Trustee Middleton (probable): I'm not sure if it's going to be read. That might be a tall order to have it to be ready to do that and endorsed by a council to guide the budget exercises of this leading up to the 526 budget.

[2:25:41] Trustee Middleton (probable): budget, but yeah, it's worthy work. And if it could be ready for adoption by the next Trust

[2:25:49] Trustee Middleton (probable): Council as part of their budgetary exercise, that would be great.

[2:25:55] Voice 9: Thank you. And that's certainly

[2:25:57] Voice 9: the goal. And I think even without the departmental work plans for this cycle, senior staff and I've

[2:26:02] Voice 9: talked about how it's really imperative nonetheless that business cases that are brought forward in

[2:26:07] Voice 9: the budget planning, wherever possible, be directly linked to the strategic plan, the

[2:26:12] Voice 9: priorities that Trust Council has identified so that we're making those connections. And the other

[2:26:17] Voice 9: piece, which I believe I've spoken about at Trust Council too, is it's really important that in

[2:26:21] Voice 9: preparing business cases and work plans that we are pragmatic and realistic about what can be

[2:26:27] Voice 9: achieved and what resourcing is required and what timeline is required. So, you know, to a certain

[2:26:34] Voice 9: extent, bringing that same lens that we would get out of those department work plans to the planning

[2:26:38] Voice 9: for this cycle, but having a more structured

[2:26:41] Voice 9: and documented process in place for next year

[2:26:44] Voice 9: was certainly the goal.

[2:26:48] Voice 3: So, you know, Brony, when you talked about

[2:26:50] Voice 3: in the active projects section about corporate planning,

[2:26:54] Voice 3: is there enough background material to support

[2:26:59] Voice 3: and help with the development of the departmental work plans?

[2:27:03] Voice 3: There were some problems or some gaps, I think,

[2:27:06] Voice 3: with respect to the value statement

[2:27:08] Voice 3: statement, and possibly an update to the SWOT analysis. Is that, I'd hate to see everything

[2:27:16] Voice 3: have to be revised as soon as it's done, if there's changes with respect to strategic planning, or

[2:27:24] Voice 3: not so much the visioning, but some of the details that this is building on.

[2:27:30] Voice 9: Yeah, thank you. That's a good point, I think. And those are some of the pieces out of the process

[2:27:34] Voice 9: that need to be addressed and clarified.

[2:27:37] Voice 9: So the SWOT analysis that was done in advance of,

[2:27:42] Voice 9: I think it was before the September 2023 meeting,

[2:27:45] Voice 9: the process calls for that to be revisited on an annual basis.

[2:27:49] Voice 9: And so it's now been two years since that was done,

[2:27:51] Voice 9: but that hasn't been revisited and updated.

[2:27:53] Voice 9: So I think that's a piece that we will need to figure out

[2:27:56] Voice 9: how we're going to approach revising and revisiting that

[2:28:00] Voice 9: and whether or not the process that was undertaken last time

[2:28:03] Voice 9: needs to be revisited or if there's a way to just refresh it in a different approach.

[2:28:08] Voice 9: Similarly, the draft framework references the values component, which is an important part

[2:28:15] Voice 9: of a corporate plan and references, I think it was a set of governance principles as a possible

[2:28:21] Voice 9: consideration, but that was never confirmed or finalized either. And so I think we have to

[2:28:28] Voice 9: potentially revisit that. But I think my primary concern is let's clarify process and content and

[2:28:36] Voice 9: details of what we're trying to achieve with that framework. And then we can address those

[2:28:41] Voice 9: most likely with next council, you know, and affirm where it is they want to go from a values

[2:28:47] Voice 9: perspective and up refresh that SWOT analysis. So I think there are some, we haven't started

[2:28:53] Voice 9: started applying some of the aspects of that framework in terms of updating the SWOT, for

[2:28:57] Voice 9: example. And so we need to get that back on track, I think, and figure out how we're going to fully

[2:29:03] Voice 9: implement some of those pieces. It was good that it was initially done, but there's still some

[2:29:07] Voice 9: follow-through to do on how we keep that as a regular process.

[2:29:12] Voice 3: It might be very interesting

[2:29:13] Voice 3: to do a SWOT analysis at the end of this term and have that for an update for the new council.

[2:29:20] Voice 3: Yeah.

[2:29:21] Voice 9: And I think having a potentially greater level of staff input into that too might be useful to get captured the strengths, et cetera, from both the Trust Council perspective, but also from the operational perspective. And I think some of the pieces that I'm pulling together for that operational review can help inform that as well.

[2:29:41] Voice 9: that'd

[2:29:42] Voice 3: be very interesting all right so um thank you very much there's no action to come out of

[2:29:48] Voice 3: this other than support um and i think we're all in support thank

[2:29:54] Voice 9: you all

[2:29:57] Voice 3: right so um

[2:30:00] Voice 3: We've got the addition that I put in at the end of possibly its new business is whether or not we've got any, the call has come out for agenda items for the September Trust Council meeting.

[2:30:14] Voice 3: And I think the only thing that we've got is the work that we did at the beginning of the meeting in terms of the recommendations from the governance review.

[2:30:24] Voice 3: Is there anything else that is going to take more than just the 10 minutes that I get for a report on the work of the committee? Or five minutes? All right, that's plenty.

[2:30:40] Voice 3: plenty so the work program page 40 of the agenda this is the active projects and we've got review

[2:30:53] Voice 3: the governance report corporate planning meeting process bylaws and policies secretariat or in-house

[2:30:59] Voice 3: legal counsel and remuneration all of those have been discussed today I don't think there's any

[2:31:06] Voice 3: anything that's been added? Is there anything that we need to update the matrix? But I think

[2:31:16] Voice 3: I need to put my head around that and I will figure out how that changes probably after the

[2:31:21] Voice 3: September council meeting when we have the discussion about the governance review.

[2:31:25] Voice 3: So I would leave updating of the matrix until our November meeting.

[2:31:30] Voice 3: meeting um any other business comments all right we don't need a closed meeting and um i think we

[2:31:47] Voice 6: chair uh trustee gavro has their hand up

[2:31:51] Voice 3: let's just see it thanks trustee gavro uh

[2:31:54] Voice 8: yeah i just

[2:31:55] Voice 8: wanted to highlight something as we are moving into the final stretch of our term um just for

[2:32:02] Voice 8: for us to keep in mind a focus on a relationship building

[2:32:06] Voice 8: in the work that we're doing.

[2:32:07] Voice 8: When we have opportunities to think about the budget,

[2:32:11] Voice 8: maybe think about how can we now in our last year

[2:32:16] Voice 8: really put some positive empowering energy

[2:32:22] Voice 8: into ensure our focus on the importance

[2:32:27] Voice 8: of relationship building so that the next term

[2:32:30] Voice 8: can look back at this last year

[2:32:32] Voice 8: and see that we really kind of did everything that we could thanks thanks

[2:32:36] Voice 3: i'm having some

[2:32:38] Voice 3: interesting discussions in my community about the policy document so i think that's uh that's a

[2:32:47] Voice 3: really good one all right so um next meeting is monday november the third 10 a.m to 3 p.m

[2:32:56] Voice 3: and i would ask for a motion to adjourn trustee berthwick thank you let's adjourn let's adjourn

[2:33:10] Voice 3: thank you nobody opposed by consent thank you all that was great