Islands Trust Council regular meeting, August 20, 2025

[0:00:00] Trustee Fast: Okay. Thank you. All right. Well, I would like to call this meeting to order. This is a meeting of the Financial Planning Committee, Wednesday, August 20th. And I'd like to acknowledge that we're meeting across the Coast Salish Territory. I'm currently in Algonquin Territory in Quebec.

[0:00:19] Trustee Fast: beck um this is an interesting uh part of canada where um there are a few treaties it's in that way

[0:00:26] Trustee Fast: it's like british columbia um and i'm hoping we can have a good meeting today uh lots of uh safe

[0:00:36] Trustee Fast: and respectful working environment for staff um celebrate our canadian participatory democracy

[0:00:42] Trustee Fast: uh up here trying to make things better for the future and um uh and i'd just like to say i'm

[0:00:50] Trustee Fast: I'm going to try to have a break at three o'clock my time,

[0:00:54] Trustee Fast: which I think is noon your time.

[0:00:56] Trustee Fast: And if anybody needs breaks before then, please let me know.

[0:01:00] Trustee Fast: I'm kind of, the camera I'm using is in the cell phone

[0:01:03] Trustee Fast: and I might have trouble seeing different faces.

[0:01:07] Trustee Fast: So, whoops, like that.

[0:01:11] Trustee Fast: One moment.

[0:01:13] Trustee Fast: Uh-oh, there we go.

[0:01:18] Trustee Fast: Okay, thank you.

[0:01:20] Trustee Fast: And so with that, I'd like to ask the trustees to, oh, and there's Trustee Elliott has joined.

[0:01:30] Trustee Fast: That's great.

[0:01:31] Trustee Fast: Thank you.

[0:01:32] Trustee Fast: Anybody got any changes they want to make to our agenda today?

[0:01:40] Trustee Fast: Hearing none.

[0:01:42] Trustee Fast: Is this thing on?

[0:01:46] Trustee Fast: I just want to make sure.

[0:01:48] Trustee Fast: Can somebody give me a sound check?

[0:01:50] Trustee Fast: You're good.

[0:01:51] Trustee Fast: I can hear you.

[0:01:52] Trustee Fast: Thank you.

[0:01:53] Trustee Fast: It was just kind of very suspiciously silent there for a moment.

[0:01:58] Trustee Fast: Okay, thank you.

[0:01:58] Trustee Fast: Then by consent, we're going to approve the agenda unless anybody doesn't consent.

[0:02:05] Trustee Fast: Okay, checkmark.

[0:02:07] Trustee Fast: Public comment period.

[0:02:08] Trustee Fast: Have we got anybody in the public comment gallery?

[0:02:17] Trustee Fast: Silence again.

[0:02:20] Voice 9: Chair, there is one person present.

[0:02:23] Trustee Fast: Do they have a hand up?

[0:02:24] Trustee Fast: Now is the time. If a person wishes to speak to this committee, we have a public comment, period.

[0:02:38] Voice 9: I've provided that person an opportunity to speak. If they so wish, they do have their hand up.

[0:02:44] Trustee Fast: Okay, please let them speak. We can take, let's have five minutes. And I

[0:02:52] Trustee Fast: beg your pardon?

[0:02:53] Voice 9: The person's name is Maxine Lecter.

[0:02:56] Trustee Fast: Maxine Lecter.

[0:02:57] Trustee Fast: Okay.

[0:02:58] Trustee Fast: Maxine, if you'd like to speak, we've got five minutes for you.

[0:03:04] Voice 10: Please go ahead.

[0:03:05] Voice 10: Okay.

[0:03:06] Voice 10: First of all, my name is, my last name, I know it's difficult, is Liked Her.

[0:03:12] Voice 10: Like, I liked her.

[0:03:14] Voice 10: So, you know, it'd be nice in the future to have it said correctly.

[0:03:20] Voice 10: I just wanted to urge your committee to look into finding a way when the costs of projects are put forward to the various committees that the staff costs are included.

[0:03:38] Voice 10: included because the staff costs are often way more than the kind of extra amounts that are

[0:03:47] Voice 10: usually put in as the cost. I know I may not be using the right terms. I hope you can understand

[0:03:55] Voice 10: what I'm aiming at. I think this has been discussed before, and I've heard that this is underway,

[0:04:02] Voice 10: way, but I don't see it on your agenda or your task list. And I think it's just so very, very

[0:04:10] Voice 10: important that when trustees approve projects, they are seeing the full costs. And I know it's

[0:04:18] Voice 10: hard to estimate staff costs, but I do believe it can be done. That's all I was going to say.

[0:04:23] Voice 10: Thank you very much. Thank you, Maxine Leichter.

[0:04:27] Trustee Fast: Got it. Okay, thank you. And then,

[0:04:32] Trustee Fast: Then, is there anybody else out there?

[0:04:34] Trustee Fast: I don't see anybody.

[0:04:37] Voice 9: No, there's no other attendee.

[0:04:40] Trustee Fast: Thank you, Robert.

[0:04:41] Trustee Fast: I have a limited view here.

[0:04:43] Trustee Fast: Okay.

[0:04:44] Trustee Fast: With that, then, I would like to move on to the minutes.

[0:04:51] Trustee Fast: Thank you, Maxine.

[0:04:53] Trustee Fast: And move on to the minutes.

[0:04:56] Trustee Fast: Anybody got changes or adjustments to make to the minutes?

[0:05:01] Voice 8: You may not be able to see her, but Trustee Boland has her hand up.

[0:05:04] Trustee Fast: Yeah, I've got a screen now.

[0:05:06] Trustee Fast: I can see that hand.

[0:05:07] Trustee Fast: Trustee Boland, go ahead.

[0:05:09] Trustee Fast: Thanks.

[0:05:10] Trustee Fast: Just in

[0:05:10] Voice 13: response to the Maxine.

[0:05:13] Voice 13: No, excuse me.

[0:05:14] Trustee Fast: We're on the part about the

[0:05:16] Voice 13: minutes.

[0:05:17] Voice 13: But I had

[0:05:17] Voice 13: my hand up during the delegation period and you missed it and moved on.

[0:05:22] Voice 13: So

[0:05:22] Trustee Fast: it's a public comment period.

[0:05:24] Trustee Fast: It's a public comment period.

[0:05:26] Trustee Fast: Can you bring it up when we're down in one of the other agenda items, please?

[0:05:29] Trustee Fast: Do we have a public comment

[0:05:31] Voice 13: period again at the end as we do at Trust Council? Because there is a quite straightforward answer to Maxine in that the hours are put into business cases now.

[0:05:42] Trustee Fast: Thank you. We'll cover that when we get down to different parts of the meeting. And I see that I take your point. But no, there is no other public comment period on our agenda today.

[0:05:53] Voice 13: Okay, well, let's make it clear because it is being done and it would be useful to make it clear. Thank you.

[0:06:00] Voice 13: Any other changes to the minutes?

[0:06:05] Trustee Fast: Hearing none, I think we're agreed that by consent we're passing

[0:06:10] Trustee Fast: these minutes. Unless, Trustee Boland, do you have your hand up again? Trustee, there we go. Okay,

[0:06:20] Trustee Fast: thank you. I just want to make sure, oops, did we lose her? Well, let's move on unless anybody's

[0:06:28] Trustee Fast: got a problem with the minutes. Check mark. Okay, let's go on to the, I can't even remember what

[0:06:41] Trustee Fast: what it's called, this fuel.

[0:06:46] Trustee Fast: Follow-up action list.

[0:06:47] Voice 14: Follow-up action list?

[0:06:48] Trustee Fast: Yes, except it's called follow-up action report.

[0:06:50] Trustee Fast: I have a terrible trouble with these short forms.

[0:06:53] Trustee Fast: So this looks pretty clear.

[0:06:56] Trustee Fast: Everything's been completed.

[0:06:57] Trustee Fast: Does anybody have any questions for staff?

[0:07:02] Trustee Fast: None, moving on.

[0:07:04] Trustee Fast: Oh, there's one, Julia Mobs.

[0:07:05] Trustee Fast: Would you like to speak to this?

[0:07:06] Trustee Fast: Please go ahead, Director Mobs.

[0:07:09] Voice 14: Briefly, I wanted to note there was an item

[0:07:12] Voice 14: on the follow-up action list previously

[0:07:13] Voice 14: related to policy review.

[0:07:15] Voice 14: you. We've moved that item to the work program now. It's more appropriate to be on the work

[0:07:20] Voice 14: program as it'll take more than three months to complete. And so we haven't lost that piece of

[0:07:25] Voice 14: work. It still exists. It's just been relocated to the work program. Just wanted to make sure

[0:07:29] Voice 14: everyone's aware of that.

[0:07:30] Trustee Fast: Thank you very much. Any questions for the director? Okay. We're moving

[0:07:38] Trustee Fast: on now to 7.1 this is the uh sophie um it's a request for decision so um we've got a recommendation

[0:07:51] Trustee Fast: there and uh perhaps um director mobs would you like to speak to this before we uh dive in sure

[0:07:59] Voice 14: i can provide some brief commentary um so the statement of financial information comes to you

[0:08:04] Voice 14: each year it is a legislative report under the financial information act it's associated with

[0:08:09] Voice 14: the year-end financial statements but it is its own separate report which is why you see it coming

[0:08:12] Voice 14: to under a different timeline to those year-end financials. There were no changes this year to

[0:08:17] Voice 14: the Financial Information Act nor were there changes to the guidance that we prepare the

[0:08:22] Voice 14: statements under and so the format of this report is very close or identical to what you've seen in

[0:08:28] Voice 14: previous years. The first page of the report of course just contains a place for the chair to

[0:08:34] Voice 14: to approve or to sign off on the statements

[0:08:37] Voice 14: once Trust Council has approved them in September.

[0:08:40] Voice 14: The second page of the SOFI on page 13 of the agenda

[0:08:43] Voice 14: speaks to the fact that it's management's responsibility

[0:08:45] Voice 14: to prepare these statements,

[0:08:47] Voice 14: as well as develop internal controls

[0:08:49] Voice 14: that ensure that the financial information

[0:08:50] Voice 14: that's recorded is accurate and can be relied upon.

[0:08:53] Voice 14: This page also lets readers know

[0:08:55] Voice 14: that these statements are not audited.

[0:08:57] Voice 14: And so our auditors have no involvement

[0:08:59] Voice 14: in reviewing these statements.

[0:09:01] Voice 14: There's no guarantees or indemnities

[0:09:03] Voice 14: or severance agreements that Islands Trust was engaged in last year so there's nothing to report

[0:09:08] Voice 14: on that part of the SOFI. The first page that contains numbers page 15 of the agenda is where

[0:09:14] Voice 14: we disclose remuneration and expenses paid to our elected officials. I have noted that the heading

[0:09:19] Voice 14: on that page seems to be missing the names of those settings so we'll make sure that that

[0:09:23] Voice 14: formatting glitch is fixed prior to sending this on to Trust Council. Page 16 of the agenda reports

[0:09:31] Voice 14: out on remuneration paid to staff who earn more than $75,000 in a year.

[0:09:36] Voice 14: One of the things that's important to note here is these amounts do not necessarily reflect

[0:09:41] Voice 14: the base salary for individual staff members.

[0:09:43] Voice 14: So for staff who have worked overtime and have that overtime paid out in a year, or

[0:09:49] Voice 14: for staff who have unused vacation amounts that have been paid out, those are also included

[0:09:53] Voice 14: in these numbers here.

[0:09:55] Voice 14: So these numbers aren't always reflective of base salaries for staff.

[0:09:58] Voice 14: staff. We, of course, also include expenses paid out to staff as part of this reporting

[0:10:02] Voice 14: as well, which is part of the legislative requirement. The next page of the report with

[0:10:08] Voice 14: numbers is on page 18. This is where we disclose any vendors that we've paid more than $25,000

[0:10:14] Voice 14: to in the year. Trustees in the past have noted that it would be really useful to have

[0:10:20] Voice 14: an understanding of what services or goods were procured from each of these vendors,

[0:10:23] Voice 14: And so we have included that on page 20 of the agenda.

[0:10:27] Voice 14: This does not form part of the official SOFI that will be approved by Trust Council and submitted to the ministry, but it's here for the information of trustees.

[0:10:38] Voice 14: The report also includes some information to help readers understand why the dollars they might see in this report may not agree exactly to the audited financial statements.

[0:10:48] Voice 14: Some of those reasons, one of the primary reasons is because this report is prepared on a cash basis, whereas the audited financial statements are on an accrual basis.

[0:10:58] Voice 14: So I'll leave it there. Again, this report, same as prior years, so hopefully there's not too many questions, but I'm happy to field any that you might have.

[0:11:06] Trustee Fast: Thank you very much, Director Bobbs. Questions for the Director? Okay. Trustee Boland, go ahead.

[0:11:20] Voice 13: Thank you, Julia. That's, as usual, very clear. Was it in this report or somewhere else that we used to have information about the taxes collected from each island?

[0:11:37] Voice 13: island and I just feel that that's a useful piece of information and you know the reason I'm asking

[0:11:44] Voice 13: is because despite the fact that I'm pretty good at finding information and the provision of all

[0:11:51] Voice 13: of this information by agenda only is still a struggle for me so you try and cast your mind

[0:11:57] Voice 13: back and think you know which particular agenda contained that information but anyway is there a

[0:12:05] Voice 13: report that actually highlights the tax collected from each island revenue thank you um so this

[0:12:14] Voice 14: report is primarily focused on spending it doesn't touch the revenue items where you might have seen

[0:12:20] Voice 14: property taxes by local trust area is in the allocated financial statements

[0:12:25] Voice 14: which historically have been prepared when the year-end financial statements have been prepared

[0:12:30] Voice 14: those statements were forgone for this year and for next year because we don't have the data

[0:12:34] Voice 14: that's required to prepare them. The taxes that are collected by local trust area typically is

[0:12:42] Voice 14: not included in any of the budget material. So it's just a total number for the Islands Trust.

[0:12:47] Voice 14: So the allocated would be the only place that you would have seen them historically.

[0:12:50] Voice 14: If it's of interest, certainly we can add that to future material. It's fairly easy for us to

[0:12:55] Voice 14: gather that information.

[0:12:58] Voice 13: So just to follow up. So the allocated financial statement, I understand

[0:13:05] Voice 13: that you know something broke and it's not possible to do it but that's the whole package

[0:13:11] Voice 13: is it still possible to break out the revenue that piece that i mentioned the revenue collected

[0:13:18] Voice 13: from each island yes

[0:13:21] Voice 14: it absolutely is okay

[0:13:23] Voice 13: maybe for the next financial planning meeting that would

[0:13:26] Voice 13: be helpful is it sufficient hang

[0:13:28] Voice 7: on before

[0:13:29] Trustee Fast: um before we do that this is asking staff to prepare

[0:13:35] Trustee Fast: to do work and so if you'd like to make a motion to that effect and if you were going to make a

[0:13:41] Trustee Fast: motion to ask staff to do work perhaps you could explain why you were looking for this information

[0:13:48] Trustee Fast: what problem it would be helping to solve

[0:13:51] Voice 13: i'll do it later i'll do it later in the meeting okay

[0:13:54] Trustee Fast: useful information then maybe what part of the meeting would you like to do that in

[0:14:01] Trustee Fast: and

[0:14:03] Voice 13: let me see how about uh new business would that suit okay

[0:14:09] Trustee Fast: usually we do that at the beginning

[0:14:11] Trustee Fast: of the meeting but um if you've got other questions like this uh we will next time if you

[0:14:18] Trustee Fast: could bring it up at the beginning and we'll add it to new business at that time but this is

[0:14:23] Trustee Fast: allocated to financial statements, and people can think about why we would be asking staff

[0:14:34] Trustee Fast: to do this work when decisions have already been made.

[0:14:37] Trustee Fast: Okay, thank you.

[0:14:38] Trustee Fast: So, in

[0:14:39] Trustee Fast: fact, the allocated permission.

[0:14:41] Trustee Fast: Hang on.

[0:14:41] Trustee Fast: I'm adding it there.

[0:14:43] Trustee Fast: I'm

[0:14:43] Voice 13: not asking for something new.

[0:14:45] Voice 13: I'm asking for a piece of something that was approved in the past, and we gave them permission

[0:14:52] Voice 13: mission not to do it because the system broke so um this piece of that allocated financial statement

[0:14:59] Voice 13: is still possible apparently we'll

[0:15:03] Trustee Fast: talk about that at number nine item number nine says allocation

[0:15:08] Trustee Fast: of financial statement we'll speak about that then i don't know

[0:15:11] Trustee Fast: um how how long sometimes people

[0:15:14] Trustee Fast: have timelines and i want to move through the agenda in order also because the public may be

[0:15:21] Trustee Fast: watching as well, and they may be waiting for their topic to come up. So does anybody have

[0:15:26] Trustee Fast: any more questions about the SOFI, the Schedule of Remuneration and Expenses for Employees and

[0:15:33] Trustee Fast: Elected Officials? These are just figures that were required to submit and make public, and

[0:15:42] Trustee Fast: I don't see any more hands up. So then can I have a motion? And I believe that would be

[0:15:51] Trustee Fast: Thank you, Robert. And if people could talk about the page numbers, that would really help me. I can hardly see them. There it is. And what page is that?

[0:16:08] Voice 13: Page 10 of the agenda package.

[0:16:10] Trustee Fast: 10. Thank you. It's a problem. I have a teeny little piece of the agenda that I'm seeing there. Okay. Page 10. We've got a recommended motion there. Who would like to make that motion? Trustee Graham? Could you read it out?

[0:16:27] Trustee Fast: I

[0:16:29] Voice 11: would be happy to. Thank you, Chair. I move that the Financial Planning Committee

[0:16:33] Voice 11: re-forward the 2024-25 Statement of Financial Information to Trust Council for approval.

[0:16:38] Trustee Fast: Thank you. And do I have a seconder?

[0:16:45] Voice 8: I'll second that.

[0:16:47] Trustee Fast: Thank you, Trustee Getty, if I have that right. And then,

[0:16:51] Trustee Fast: thank you. And

[0:16:55] Trustee Fast: anybody got any further discussion? Okay. Then I'll call the vote. All those in favor,

[0:17:05] Trustee Fast: please raise your electronic hand. Raising mine too. Oh, now they all go away. So I'm going to,

[0:17:14] Trustee Fast: oh, look at them all. Okay. Anybody opposed? Dusty Getty, your hand is still up. Okay.

[0:17:31] Trustee Fast: Thank you. Nobody opposes that. That passes unanimously. Thank you, everybody.

[0:17:37] Trustee Fast: Okay. Moving on now to 7.2 financial report. This is on page, gosh, I should have kept these

[0:17:49] Trustee Fast: I thought this would be easier.

[0:17:50] Trustee Fast: Page 21 of the agenda package.

[0:17:53] Trustee Fast: Thank you very much.

[0:17:54] Trustee Fast: You're welcome.

[0:17:54] Trustee Fast: Page 21.

[0:17:59] Trustee Fast: Okay.

[0:17:59] Trustee Fast: Would

[0:18:00] Voice 14: you like me to provide some comments, Chair?

[0:18:01] Trustee Fast: Yes, please.

[0:18:02] Trustee Fast: Director Mobs, please direct us with your directions.

[0:18:07] Voice 14: Sure.

[0:18:07] Voice 14: So I'll keep my comments fairly brief.

[0:18:10] Voice 14: Again, I know you're all used to seeing these reports.

[0:18:13] Voice 14: So at the end of quarter one, we can estimate benchmark spending to be around 25%, because, of course, 25% of the year has passed at the end of quarter one.

[0:18:20] Voice 14: When we look at our financial results, we're seeing a net 22% of the island's trust-approved budget spent at that time, so slightly below the 25% benchmark.

[0:18:29] Voice 14: The primary drivers for being slightly below benchmark are tied to our usual reasons for underspending, which is projects and staff salaries.

[0:18:37] Voice 14: In the area of projects, it's not unusual for us to see quarter one with fewer or less spending on projects.

[0:18:44] Voice 14: That tends to be the time when staff are finalizing plans, coordinating procurement processes to secure contractors, etc.

[0:18:52] Voice 14: And we see the bulk of project expenses incurred in the later part of the year.

[0:18:57] Voice 14: Related to salaries, we do have some staff vacancies contributing to underspending in that area.

[0:19:01] Voice 14: We also have not yet seen any staff wages come forward from the province and from BCGEU related to union staff in particular.

[0:19:11] Voice 14: So those negotiations between the province and the union are still underway.

[0:19:15] Voice 14: Historically, we have seen increases applied retroactively once new union agreements are signed.

[0:19:22] Voice 14: And so we could see salary spending increase in future quarters.

[0:19:26] Voice 14: I do want to note that there's two local trust committee projects that should have been noted

[0:19:31] Voice 14: on page 23 and 24 of the agenda package.

[0:19:34] Voice 14: They were missed.

[0:19:35] Voice 14: So thanks to Trustee Elliott for flagging that for us.

[0:19:38] Voice 14: Those two projects are the Gabriel OCP and LUV review as well as the Hornby OCP and LUV

[0:19:44] Voice 14: review.

[0:19:44] Voice 14: Those projects are each at about 50% spent at the end of quarter one, so they're helping

[0:19:49] Voice 14: to offset some of the underspending that we see on some of the other local trust committee

[0:19:52] Voice 14: projects.

[0:19:53] Voice 14: So, I will amend this report prior to it traveling to Trust Council.

[0:19:59] Voice 14: One of the things I wanted to note is some anomalies that we're seeing in legal spending

[0:20:03] Voice 14: this year.

[0:20:03] Voice 14: So, page 26 of the agenda is where we see our spending mapped out by object.

[0:20:08] Voice 14: It's often an easier place for us to understand how things are shaping up in the year.

[0:20:13] Voice 14: So, legal general costs are only at 9% spent, which is below the 25% benchmark, primarily

[0:20:19] Voice 14: because we haven't thought or received results of many legal opinions in the first quarter.

[0:20:27] Voice 14: Bylaw enforcement legal is showing as a negative number in spending. That's because we were

[0:20:33] Voice 14: awarded costs, the recovery costs for the property cleanup that happened on Thetis Island last year.

[0:20:39] Voice 14: So the costs for that property cleanup were incurred last year and therefore are included

[0:20:44] Voice 14: in last year's financial statements. But the costs that we've been awarded by the courts

[0:20:48] Voice 14: are hitting this year's financial statements and so we see it as a negative number in bylaw

[0:20:53] Voice 14: enforcement legal spending. Our legal litigation we are already overspent for the year and we've

[0:21:01] Voice 14: got some additional detail on why that is in our in-camera agenda today so I won't speak to that

[0:21:05] Voice 14: more specifically until we're there. I'm happy to take any questions on this report or any comments

[0:21:12] Voice 14: or direction for amendment prior to this going to Trust Council.

[0:21:16] Trustee Fast: Thank you Director Moffs.

[0:21:18] Trustee Fast: Questions? I see Trustee Getty. Go ahead.

[0:21:21] Voice 8: With the legal costs awarded on the Thetis Island,

[0:21:31] Voice 8: because we've been awarded the costs, it's gone into this financial statement,

[0:21:35] Voice 8: but have we received those costs, or do we have to take some time to collect it?

[0:21:40] Voice 8: I understood that we might have to wait until there's some sort of a tax notice or something.

[0:21:46] Voice 8: thing?

[0:21:48] Voice 14: Yes. So great question. We haven't received those funds yet. However, accounting rules do

[0:21:53] Voice 14: allow us to record accounts receivable on the books. And so an accounts receivable and related

[0:21:59] Voice 14: revenue is recorded when an amount is legally entitled to an amount. The amount can be measured

[0:22:06] Voice 14: and there's reasonable estimation of collection or assumption of collection. And so we've met

[0:22:11] Voice 14: those criteria. And so we've been able to record this on the books in advance of receiving the

[0:22:16] Voice 14: of funds.

[0:22:18] Voice 8: All right. But it's a fairly substantial amount. So we have to be careful that we don't

[0:22:24] Voice 8: spend it until we actually get it. Would that be fair?

[0:22:29] Voice 14: It's a good mindset to have. So that

[0:22:32] Voice 14: mindset is looking to cash flow, right? Thinking that we may actually have dollars in the bank

[0:22:37] Voice 14: that we actually don't get, and therefore we can't spend them. In our context, that amount

[0:22:42] Voice 14: is fairly small in relation to sort of the surplus dollars that we tend to carry. So our cash flow is

[0:22:48] Voice 14: not at risk.

[0:22:49] Voice 8: Okay, thank you.

[0:22:52] Trustee Fast: Thank you, Trustee Getty. I had the same question. Trustee Boland.

[0:22:58] Voice 13: I believe there's an opportunity to not renew the lease in Victoria. Is there

[0:23:07] Voice 13: ongoing discussion about that and the effect it might have on the office operations cost?

[0:23:12] Voice 13: And I have a second question, which is, how is over time estimated going into a year?

[0:23:23] Voice 13: Thanks.

[0:23:26] Voice 14: So both of those questions might be better addressed in the budget assumptions and principles area.

[0:23:33] Voice 14: We do actually have some information there on office locations.

[0:23:39] Voice 14: I'll provide some brief comments just as a prelude.

[0:23:42] Voice 14: But at this juncture, we're not expecting to see a change in office locations.

[0:23:46] Voice 14: We do have a one-time early termination clause in the Victoria office lease.

[0:23:51] Voice 14: We would have to give notice fairly soon if we wanted to enact that clause.

[0:23:57] Voice 14: And at this juncture, there's no staff capacity to investigate that.

[0:24:01] Voice 14: We have done some preliminary work and haven't identified another suitable location.

[0:24:06] Voice 14: and so right now the assumption is that we'll remain where we are for all three staffed offices

[0:24:12] Voice 14: but there is a bit more detail in the budget assumptions and principles

[0:24:16] Voice 14: report as well so we can dig into that if you'd like at that time trustee Boland

[0:24:22] Voice 14: related to estimating staff overtime we did a few years ago a historic an analysis of historical

[0:24:28] Voice 14: staff overtime to sort of see what the dollars were that were being incurred at islands trust

[0:24:34] Voice 14: Just one thing to note is when overtime is worked, it is incurred as an expense to Island's Trust.

[0:24:39] Voice 14: However, if staff take the time off, then it's a net zero impact to that budget year.

[0:24:45] Voice 14: So we have to estimate what's the percentage of overtime that staff are likely to take as time off versus bank versus be paid out, for example.

[0:24:55] Voice 14: So it's not a perfect science. It truly is an estimation.

[0:24:58] Voice 14: We tend to see more overtime works by staff when we have vacancies.

[0:25:01] Voice 14: So oftentimes we'll have offsets in salary savings that way.

[0:25:07] Trustee Fast: Thank you, Director Moss.

[0:25:09] Trustee Fast: I hope that answers the question and I look forward to discussing it down in 7.5 is the budget, draft budget assumptions and principles section where there's some info about that, about the leases.

[0:25:22] Trustee Fast: Trustee Patrick.

[0:25:24] Trustee Patrick: Mine's more a question.

[0:25:25] Trustee Patrick: that on page 23 it talks about and i know it's in the expense report too the salt spring housing

[0:25:31] Trustee Patrick: action program with a five thousand dollar budget there was no business case for for that item so

[0:25:36] Trustee Patrick: i'm confused as to what that project is um i don't recall one and i couldn't find a business case on

[0:25:43] Trustee Patrick: it so i don't know if it's an anomaly or really we have a project for five thousand i'd look to

[0:25:51] Voice 14: to Director Cermak to field that question. That's what that project's about.

[0:26:04] Trustee Fast: Director Cermak, if you're with us.

[0:26:06] Voice 7: Yeah. Okay.

[0:26:07] Trustee Fast: Just checking. Sorry.

[0:26:11] Voice 12: Can everybody hear me?

[0:26:13] Trustee Fast: Yes. Thank you. Please go

[0:26:14] Trustee Fast: ahead.

[0:26:15] Voice 12: So the question, I believe, was about Salt

[0:26:18] Voice 12: Spring $5,000 housing action program. Yeah.

[0:26:22] Voice 12: Right. And so that, I believe, was allocated for

[0:26:27] Voice 12: bylaw 537, which

[0:26:30] Voice 12: which was related to housing and moving that through the legislative process.

[0:26:38] Voice 12: So the $5,000, I believe, was allocated in the minor projects

[0:26:42] Voice 12: so that it could get through a public hearing if needed

[0:26:45] Voice 12: or through community information meetings and associated costs of notification.

[0:26:53] Trustee Fast: Trustee Patrick, does that answer your question?

[0:26:58] Trustee Fast: Yes, it does. Thank you.

[0:27:00] Trustee Fast: Thank you. Very good.

[0:27:01] Trustee Fast: Thank you, Director Cermak.

[0:27:03] Trustee Fast: Any other questions for the directors about the financial report?

[0:27:11] Trustee Fast: Seeing no hands, let's go to the motion, which should be on page 21, if I'm not mistaken.

[0:27:20] Trustee Fast: Who would like to make this motion, unless anybody's got any more questions for staff?

[0:27:26] Trustee Fast: We can forward it to Trust Council.

[0:27:29] Trustee Fast: Trustee Peterson?

[0:27:33] Voice 6: I move that the Financial Planning Committee forward the June 30, 2025 financial report to Trust Council for approval.

[0:27:41] Trustee Fast: Thank you. And do I have a seconder? Second. Thank you, Trustee Getty. I'm going to take that one

[0:27:48] Trustee Fast: because I saw your hand earlier too. And any further discussion?

[0:27:54] Voice 13: Trustee Fast, I think it

[0:27:56] Voice 13: needs to say as amended because Julia mentioned we were going to make some

[0:28:00] Trustee Fast: amendments. Very good.

[0:28:02] Trustee Fast: Thank you. Yes, she was going to add in the Gabriola OCP and LUB and the Hornbill OCP and

[0:28:09] Trustee Fast: and LUB projects, right?

[0:28:12] Trustee Fast: So can we add the words as amended by consent

[0:28:16] Trustee Fast: to that motion?

[0:28:20] Voice 8: All right.

[0:28:24] Trustee Fast: Okay, great.

[0:28:25] Trustee Fast: Seeing no hands flying up and anybody opposed

[0:28:28] Trustee Fast: to adding the words as amended?

[0:28:31] Trustee Fast: Okay, very good.

[0:28:32] Trustee Fast: So our motion now reads that financial planning committee

[0:28:35] Trustee Fast: forward the June 30th, 2025 financial report

[0:28:39] Trustee Fast: as amended to trust council for approval

[0:28:41] Trustee Fast: or something like that.

[0:28:43] Trustee Fast: And something that I can't read. And so I'm going to call the question. All those in favor, please raise your hands electronically. Okay, that looks good. Lowering hands, please. Just there we go. Anybody opposed? Thank you, trustees. Okay, that passed unanimously. Very good. And we're moving on now.

[0:29:20] Trustee Fast: checking the time here okay uh to item 7.3 so this is feedback about the um pre-engagement

[0:29:29] Trustee Fast: uh survey that we sent out and we've got a briefing uh from staff so uh please take it ahead

[0:29:36] Trustee Fast: take it take it away now i think we're on page 31 thanks very much

[0:29:42] Voice 1: chair i'll be presenting

[0:29:44] Voice 1: Thank you for presenting this briefing. So at your August meeting of last year, Financial Planning Committee directed staff to develop a pre-budget survey designed to gain early insight into the public's priorities and values to inform Trust Council's budgeting process.

[0:30:00] Voice 1: So, this was sort of a new approach based on the committee's feedback that the survey on the draft budget was delivering feedback from the public kind of too late in the budgeting process for it to be really useful to trustees.

[0:30:17] Voice 1: So, this is the first time doing a pre-budget survey.

[0:30:20] Voice 1: So, the pre-budget consultation process ran from May 1st of this year until June 28th.

[0:30:26] Voice 1: So it was both an online survey and a public webinar, which was hosted by Trust Council chair, as well as staff.

[0:30:35] Voice 1: And of course, we promoted through the kind of typical channels.

[0:30:39] Voice 1: We had print advertising across the trust area and posters.

[0:30:43] Voice 1: It was on the website and promoted via subscriber notices.

[0:30:47] Voice 1: In addition to the online survey, we also made sure that print copies of the survey were available at libraries across the trust area

[0:30:55] Voice 1: to, you know, increase that accessibility to the public.

[0:30:59] Voice 1: 13 people attended that online webinar

[0:31:02] Voice 1: and 343 people responded to the survey.

[0:31:06] Voice 1: So I did just want to highlight there

[0:31:09] Voice 1: that that represents, you know,

[0:31:11] Voice 1: approximately 1% of the trust area population.

[0:31:15] Voice 1: So while we did gain some, you know,

[0:31:18] Voice 1: really useful feedback through the survey,

[0:31:19] Voice 1: at 1% of the total population,

[0:31:22] Voice 1: it's not considered to be statistically significant. In terms of demographics of

[0:31:29] Voice 1: those survey respondents, 77% were full-time residents of the trust area, 17% suggested they

[0:31:38] Voice 1: were part-time residents, and 6% were non-resident property owners. The majority of respondents were

[0:31:44] Voice 1: over the age of 65. And unfortunately, we didn't receive any respondents under the age of 25. So

[0:31:50] Voice 1: So that continues to be an area we, you know, are trying to focus on sort of generating methods of engaging with some of those other demographics that we typically don't hear from.

[0:32:03] Voice 1: And there is a 64% completion rate for the survey, which is, you know, quite high.

[0:32:09] Voice 1: I won't go too deep into some of the responses unless there is a desire for me to do that.

[0:32:16] Voice 1: But I will just share some of the key themes through the survey responses were a concern for what many described as a cost of living crisis, a duplication of services provided by other levels of local government, including regional districts, a desire for increased effectiveness, efficiency, and to focus Seattle Trust's work on core tangible outcomes, and a desire for stronger focus on environmental protection and climate change.

[0:32:43] Voice 1: So I would say overall, the feedback reflects a desire to sort of refocus the trust's work on core tangible outcomes while reducing inefficiencies and trying to restore some of that public trust.

[0:32:56] Voice 1: In terms of feedback on the survey itself, while it was clearly stated that the survey was intended to understand the public's priorities and values around spending at the trust,

[0:33:07] Voice 1: we did receive feedback that some respondents found it difficult to give input on what they'd

[0:33:13] Voice 1: like to see done with different funding levels in certain areas of programming without seeing

[0:33:18] Voice 1: specific figures. So that could be that in the past we provided a survey once a draft budget

[0:33:24] Voice 1: was available and so people were perhaps experiencing some frustration that they

[0:33:29] Voice 1: didn't have that draft budget available. So I'll leave it there. I'm happy to take questions and

[0:33:35] Voice 1: I can provide an overview of, you know, some of the other trends that we heard through the survey, but I'll leave it there for now.

[0:33:44] Trustee Fast: Thank you, staff, Chloe Straw.

[0:33:47] Trustee Fast: And I'm wondering who's got questions for Chloe Straw.

[0:33:53] Trustee Fast: I found this a very interesting survey.

[0:33:55] Trustee Fast: It's got a better response than I thought we might get at this time of year.

[0:33:59] Trustee Fast: and I'm really encouraged by the amount of people responding.

[0:34:08] Trustee Fast: I'm wondering, I have a question, maybe I'll start

[0:34:10] Trustee Fast: because I don't see any hands yet.

[0:34:14] Trustee Fast: Were you expecting a statistically significant amount of responses?

[0:34:19] Trustee Fast: Because in my experience with other surveys

[0:34:21] Trustee Fast: and certainly with the municipality, we don't usually see that.

[0:34:27] Trustee Fast: So what kind of response were you expecting

[0:34:30] Trustee Fast: thing, a statistically significant one?

[0:34:33] Voice 1: I would say I think staff was pleased with this response.

[0:34:37] Voice 1: It's because this was a survey for the entire trust area. And when you, you know, when you dive

[0:34:44] Voice 1: into the individual responses, so if we have, you know, 235 people responding to a question on what

[0:34:52] Voice 1: they'd like to see done with funding levels for, say, planning services, you know, when we're

[0:34:58] Voice 1: hearing from 26% of people, that equates to 62 people, right? So it's just kind of keeping that

[0:35:05] Voice 1: perspective that while there are some pretty clear trends here, we can't say that it's necessarily

[0:35:12] Voice 1: representative of the broad population. So I think that that is just sort of the nature of

[0:35:18] Voice 1: our organization where we cover such a sort of a vast territory, but then very unique kind of

[0:35:25] Voice 1: of priorities and concerns at the very local level. So I just, yeah, I wanted to sort of

[0:35:31] Voice 1: have that disclaimer. So it's like, this is definitely useful information in terms of

[0:35:36] Voice 1: planning, but just to, you know, kind of drill down into the individual response rate for each

[0:35:43] Voice 1: question and just keeping in mind of like, okay, that's 62 people, not 6,000 people, I guess is

[0:35:50] Voice 1: is how I would respond.

[0:35:51] Voice 1: Thank you. Very good.

[0:35:53] Trustee Elliott: Okay, Trustee Elliott, questions for staff?

[0:35:57] Trustee Elliott: Thank you.

[0:35:58] Trustee Elliott: My question is around the proposed follow-up,

[0:36:02] Trustee Elliott: which is on page 32,

[0:36:04] Trustee Elliott: that this briefing will be provided to Trust Council in March.

[0:36:10] Trustee Elliott: But a lot of the questions are around long-range planning,

[0:36:16] Trustee Elliott: you know, bylaw enforcement services, programs,

[0:36:19] Trustee Elliott: These are areas that committees are actively creating budgets for, and so I'm wondering if this survey result should be circulated to committees before just being presented to Trust Council in March, because it actually could be useful in informing our work. There's a lot of good feedback in here.

[0:36:40] Trustee Elliott: Thank

[0:36:43] Trustee Fast: you, Trustee Elliott. I wondered, excuse me, about this too. I noticed I was looking at our terms of reference, and the very top one is to facilitate Trust Council's involvement in the annual budget process. And I thought these results might be circulated earlier. So I look forward to a motion about that, if that's something that others are interested in.

[0:37:09] Trustee Fast: uh meanwhile as staff did you have anything you wanted to say to that or i

[0:37:18] Voice 15: can speak to that

[0:37:19] Voice 15: certainly if that's the wish of the of the committee we could provide it to council earlier

[0:37:24] Trustee Fast: very good thanks because i think it's useful and some of them relate some of the input relate to

[0:37:30] Trustee Fast: projects and other things strategic plan items that might be involved in the budget okay um so

[0:37:38] Trustee Fast: So I'll look forward to a motion about that.

[0:37:40] Trustee Fast: And Trustee Boland, your hand is up.

[0:37:43] Voice 13: Yeah, first of all, thanks, Chloe, for doing such a good job of the feedback.

[0:37:48] Voice 13: It's always difficult when there's lists and lists of comments.

[0:37:53] Voice 13: I agree with Trustee Elliott, we should provide it earlier, especially, you know, the organizational areas of strengths and organizational areas for improvement.

[0:38:03] Voice 13: those two are a good synthesis of the feedback, which people should have sooner rather than later.

[0:38:11] Voice 13: And it's interesting that although the population for the survey was smaller,

[0:38:20] Voice 13: the last survey that was done had more or less the same result,

[0:38:24] Voice 13: which was about 70%, think that the funding should be the same or decrease.

[0:38:36] Voice 13: But we don't actually achieve that each year and we don't focus on it.

[0:38:42] Voice 13: So that survey, I believe, was about 1,100 people,

[0:38:46] Voice 13: which 1,000 is statistically significant, I believe.

[0:38:51] Voice 13: And the results would be interesting to compare

[0:38:54] Voice 13: because I think the results are pretty much identical and provide exactly the same message

[0:39:00] Voice 13: which is people are not happy with the budget going up and up or they're not happy with the

[0:39:06] Voice 13: services provided for that money but either way about 70 percent want it to stay the same or not

[0:39:13] Voice 13: increase and I think that's interesting to reflect on so thanks very much for your work I appreciate

[0:39:20] Voice 13: it and it's really well laid out. Thank you.

[0:39:25] Voice 13: Was there a question there, Trustee Boland?

[0:39:29] Voice 13: I asked that it would be provided earlier, as did Trustee Elliott.

[0:39:35] Voice 13: So you're supporting that idea. Okay, thank you. All

[0:39:38] Trustee Fast: right. And any other questions for

[0:39:40] Trustee Fast: staff about the pre-engagement survey? It was interesting to me, I'll just chime in

[0:39:51] Trustee Fast: here to see the Bowen comparison there on page 31 or 37, I think. So you can see what effect the

[0:40:05] Trustee Fast: property values have on the amount of a levy and the fact that Bowen has a separate calculation

[0:40:14] Trustee Fast: that goes into the levy. But I just made a note mostly for myself so I can respond to questions

[0:40:22] Trustee Fast: on Bowen should they come up page 40 talked about the application fees and so

[0:40:28] Trustee Fast: here I'm hoping we can use this input when we're down speaking about project

[0:40:35] Trustee Fast: the project proposal in 8.1 and let's see wondering if I have any questions

[0:40:46] Trustee Fast: for staff I thought it was very interesting here's one what does that

[0:40:50] Trustee Fast: Let's see.

[0:40:53] Trustee Fast: Oh, yeah.

[0:40:54] Trustee Fast: Okay.

[0:40:55] Trustee Fast: Good.

[0:40:57] Trustee Fast: All right.

[0:40:58] Trustee Fast: I thought there was interesting, too, about the cost of trust council meetings, things like that, that were in there.

[0:41:06] Trustee Fast: But we can discuss these all further down in the agenda.

[0:41:08] Trustee Fast: Any other questions for staff about this survey?

[0:41:13] Trustee Fast: This is a briefing, and I believe I've got a motion coming.

[0:41:16] Trustee Fast: I hope you've sent it to Robert or to motion at islandstrust.bc.ca.

[0:41:24] Trustee Fast: Is that where it goes?

[0:41:26] Trustee Fast: And I'm looking forward to seeing a motion.

[0:41:28] Trustee Fast: Maybe somebody could put their hand up.

[0:41:30] Trustee Fast: Very good.

[0:41:31] Trustee Fast: Trustee Elliott.

[0:41:32] Trustee Fast: Thank you, Chair.

[0:41:33] Trustee Fast: I was just

[0:41:33] Trustee Elliott: wordsmithing a proposed motion.

[0:41:37] Trustee Elliott: So I did put it in the chat and I sent it to Staff Barlow.

[0:41:42] Trustee Elliott: If you could put it on the screen.

[0:41:45] Trustee Elliott: I move that the 2026-27 Pre-Budget Survey Report Briefing and Summary of Comments be forwarded to all standing committees and the Islands Trust Conservancy.

[0:41:58] Trustee Elliott: I had previously put in recommendations, but it should be Summary of Comments or just it could be materials.

[0:42:06] Trustee Elliott: materials.

[0:42:11] Trustee Fast: Okay, before I get a seconder for that, let's make sure that the wording is good

[0:42:17] Trustee Fast: with the staff. Director Frater, will this help, or Director Mobs, whoever would like to chime in,

[0:42:26] Trustee Fast: is there better wording that you would find more useful in the future?

[0:42:32] Voice 15: Well, certainly I would just

[0:42:33] Voice 15: suggest adding the word board after conservancy.

[0:42:35] Trustee Fast: Right, thank you.

[0:42:37] Voice 15: And I do wonder about whether

[0:42:39] Voice 15: you do want it going to all standing committees given that most of them will have already submitted

[0:42:42] Voice 15: their budget requests by this time but certainly we can provide it on those agendas well here's

[0:42:49] Trustee Fast: another idea too and that is that because the terms of reference of this committee's financial

[0:42:53] Trustee Fast: planning is to facilitate trust council's involvement is there a reason that we wouldn't

[0:42:58] Trustee Fast: just forward this to trust council that would also allow more of the public to have access to

[0:43:05] Trustee Fast: to these results and to see that their input

[0:43:09] Trustee Fast: is being respected and used and referred to?

[0:43:15] Trustee Fast: Would there be a preference for committees

[0:43:18] Trustee Fast: or to trust council?

[0:43:21] Voice 15: Certainly, Chair, staff would probably recommend

[0:43:23] Voice 15: it go to trust council.

[0:43:24] Voice 15: Trust council could then refer it out

[0:43:25] Voice 15: to its advisory committees if it chose to do so.

[0:43:28] Voice 15: Yeah, thank you.

[0:43:30] Trustee Fast: What do you think, Trustee Elliott,

[0:43:32] Trustee Fast: would you be in favor of making that change?

[0:43:34] Trustee Fast: so

[0:43:37] Trustee Elliott: we'd be considering sending this to trust council for september um yeah and then council

[0:43:45] Trustee Elliott: can decide whether it forwards it to committees to inform their future work yeah yeah i think

[0:43:51] Trustee Elliott: that's totally in line um i i would just ask that the proposed motion um be amended

[0:44:00] Trustee Elliott: Robert, if you could, after report briefing, if we could just say, and materials to, instead of summarized recommendations, because they weren't recommendations, to Trust Council in September?

[0:44:23] Trustee Elliott: For the September meeting?

[0:44:26] Trustee Fast: Yeah.

[0:44:28] Trustee Fast: Very good.

[0:44:30] Trustee Fast: That keeps

[0:44:30] Trustee Elliott: Trust Council in the center.

[0:44:33] Trustee Elliott: And removing standing committees, but I do think it needs to be forwarded to the Trust Conservancy Board.

[0:44:41] Voice 7: Yes.

[0:44:42] Trustee Elliott: Yeah, thanks.

[0:44:44] Trustee Fast: Great. Good point, because not all Trust Council board members are trustees at Trust Council.

[0:44:53] Trustee Fast: Some of them are other trustees appointed by the province.

[0:44:57] Trustee Fast: Okay, so now any other comments from staff about the motion? Is it nice and clear?

[0:45:05] Trustee Fast: then maybe go ahead um

[0:45:09] Voice 14: so i mean i'm happy to see that the motion wasn't amended to a point that i

[0:45:14] Voice 14: would have to step in but trust council are the they're the leadership body when it comes to the

[0:45:20] Voice 14: budget um so the recommendation that i would offer to trust council in september when this material

[0:45:25] Voice 14: travels there is that they actually consider how much to lean into the feedback that's been

[0:45:31] Voice 14: been received and give direction to the committees as to how much to embrace the feedback there

[0:45:36] Voice 14: to amend their budget requests or not. Trust Council may also wish to lean into feedback in

[0:45:42] Voice 14: a particular area but not in others. So I think there will be a little bit of work that Trust

[0:45:47] Voice 14: Council needs to undertake related to this particular feedback as opposed to just sending

[0:45:52] Voice 14: it out to everybody else. And we do actually have that noted in the budget assumptions principles

[0:45:57] Voice 14: goals and guidelines as well so we'll have a chance to talk about it then yeah

[0:46:01] Trustee Fast: that's a very

[0:46:02] Trustee Fast: good point because there there is a um section about that down here in item 7.5 uh about how

[0:46:12] Trustee Fast: much weight uh we as financial planning committee would recommend that uh trust council um put on

[0:46:22] Trustee Fast: to the survey results considering that there's other survey results assuming that we um make

[0:46:30] Trustee Fast: some decisions about 7.4 the other pre-engagement materials so um do we want to park this and come

[0:46:41] Trustee Fast: back to it because this is about the timing of when it would go uh to trust council and um or

[0:46:49] Trustee Fast: Or or to. Yeah. And and maybe we want to come back to this. Do you want to pick it up later, Trustee Elliott, or do you want to carry through with it now?

[0:46:59] Trustee Fast: You've made

[0:47:00] Trustee Elliott: a motion. We can pick it up later and it's not a motion yet as it hasn't been seconded.

[0:47:04] Trustee Elliott: So, yeah. OK.

[0:47:06] Trustee Elliott: Have further discussion. Thanks.

[0:47:07] Trustee Fast: Very good. And I hope you will bring that to our attention if I don't see it.

[0:47:11] Trustee Fast: Thank you. Okay, so we're going to park that and we'll just move on now and come up with that kind of material later in the agenda.

[0:47:23] Trustee Fast: Thank you very much, staff, Chloe Straw. That's great.

[0:47:28] Trustee Fast: And we're going to move down now for that. That was the briefing.

[0:47:33] Trustee Fast: We're going to go down to 7.4 draft budget consultation plan.

[0:47:39] Trustee Fast: So this is taking on further steps from here, and this is starting on page 96, I believe, for anybody following with a small, tiny screen like me.

[0:47:59] Trustee Fast: Yes. Thank you. And who's going to be presenting remarks about this topic?

[0:48:05] Voice 15: Thank you, Chair. I'll take that on. I'm recognizing and thanking Chloe Straw for her work on the briefing.

[0:48:11] Voice 15: So this is being brought to you as we have trust council policy on budget process that directs that each year, financial planning committee should consider what public engagement should take place on the budget.

[0:48:23] Voice 15: And in that policy there there's a suggested timeline, which has it being kicked off sort of in this early part of a new year.

[0:48:32] Voice 15: So we're bringing that to you based on the existing trust council policy.

[0:48:35] Voice 15: policy. Given that there has been already a survey this year and we have a number of other surveys

[0:48:41] Voice 15: heading out this fall and winter to community, we have not recommended another survey early in the

[0:48:46] Voice 15: spring but simply an opportunity to promote promotion about the opportunity to comment

[0:48:52] Voice 15: which would be provided by email and there could be a webinar should the committee want

[0:48:56] Voice 15: about the actual draft budget itself and what the numbers look like once they've been shaped up.

[0:49:01] Voice 15: In the project charter that's attached, you'll note that we had recommended a $5,000 budget.

[0:49:06] Voice 15: Since then, we've received some new information from some of our publications, and we can advise that that promotion piece could be undertaken for $3,000.

[0:49:15] Voice 15: So already we'd like to offer that it could be provided for a cheaper amount, should you wish.

[0:49:20] Voice 15: So what we're recommending is, based off the existing Trust Council direction, is a much scaled-down engagement session once you've released the draft budget.

[0:49:28] Voice 15: it but happy to write feedback or take feedback and amend it as needed thank you thank you very

[0:49:35] Trustee Fast: much director frader um questions for the director or for staff trustee getty whoops gone

[0:49:47] Voice 8: no sorry

[0:49:48] Voice 8: i'm just fiddling with that button um i do have some questions on um page 97 at the very top

[0:49:57] Voice 8: In addition to staff responding to any inquiries received, questions posed would be added to the Frequently Asked Questions section of the budget.

[0:50:07] Voice 8: So I've been thinking that, I don't know, you know, the advanced survey had 1% and there may not be a great deal of interaction on this.

[0:50:21] Voice 8: But I'm thinking that one of the things that we do on Bowen that's very helpful is that staff have a sort of a form letter that goes out.

[0:50:28] Voice 8: So people are recognized in terms of we've got your question.

[0:50:32] Voice 8: Thank you very much for writing.

[0:50:35] Voice 8: And it's going to be added to an agenda.

[0:50:38] Voice 8: It's going to be, you know, depending on what the question was, sent directly to staff.

[0:50:44] Voice 8: And so that it's there's a recognition that it's not going to be lost or forgotten, but there's not that sort of staff level engagement in terms of getting into some, you know, it sometimes gets confusing and creates other problems that, you know, we have trouble keeping track of what the conversation is.

[0:51:06] Voice 8: So I'm wondering if there should be this recognition or this suggestion that staff are going to engage in responding to inquiries other than saying that we've received them.

[0:51:18] Voice 8: Taking some work off the workload off of the staff directly, but keeping track of what the questions are and where they should go in terms of adequate recognition and response.

[0:51:32] Voice 8: Does that make sense?

[0:51:34] Voice 8: i'm not sure that i'm being clear in terms of what i'm suggesting but i wanted to reduce the

[0:51:38] Voice 8: workload and um you know find a way of figuring out how to answer it's probably going to be

[0:51:47] Voice 8: frequently asked questions but director freighter um

[0:51:53] Voice 15: certainly just to let you all know we do have

[0:51:54] Voice 15: an auto reply that is set up on the inbox that provides all kinds of information to the person

[0:52:00] Voice 15: submitting their email that will be on a public agenda and how it will be handled and that it

[0:52:04] Voice 15: will be considered by the trustees etc I believe and I'll let the director of finance speak to this

[0:52:10] Voice 15: but we do receive sometimes very detailed questions around the draft budget or the calculations and

[0:52:16] Voice 15: I think Jeff definitely some work does go in sometimes to crafting those responses

[0:52:20] Voice 15: the intention of adding them to the website is if it's been answered once we'd like to make it

[0:52:24] Voice 15: available so that any future inquiries you know can be dealt with people can proactively find the

[0:52:29] Voice 15: answer rather than come into staff but certainly we would take your direction around how much effort

[0:52:34] Voice 15: you'd like us to put into responding to those public inquiries and whether you'd like us to

[0:52:38] Voice 15: direct them to you know a political person a trustee first and then have them ask for the

[0:52:42] Voice 15: staff support and I'll leave it to the director of administrative services or in fact our employee

[0:52:48] Voice 15: in administrative services to advise if she'd like to supplement that with her actual experience

[0:52:54] Voice 15: thank you thank

[0:52:56] Trustee Fast: you director freighter director mobs did you have something you wanted to say

[0:53:03] Voice 14: Nothing to supplement.

[0:53:04] Voice 14: I agree with what Director Frater has shared in terms of the questions that tend to come forward during the budget cycle.

[0:53:10] Trustee Fast: Thank you.

[0:53:11] Trustee Fast: It makes sense, I think, if staff are responding with detailed answers, to recycle those answers so that others can see them as well.

[0:53:20] Trustee Fast: And a frequently asked question page might be the easiest way to do it.

[0:53:26] Trustee Fast: I had a question, too, also about reducing staff time, seeing as how we've got this, what I think is a really good amount of feedback in the pre-engagement survey for the time of year.

[0:53:42] Trustee Fast: I wondered, another difference between Bowen Island Municipality and Islands Trust is that Islands Trust has business cases that people can look at online.

[0:53:54] Trustee Fast: and I wondered that would be another thing that staff could refer people to

[0:53:59] Trustee Fast: rather than using the poll function in the webinar I just wanted to I mean it's

[0:54:08] Trustee Fast: up to staff I'm not going to make any particular direction on this but just to

[0:54:11] Trustee Fast: let you know I think when Bowen went through our extensive public engagement

[0:54:16] Trustee Fast: about the budget this year which was going up on Bowen we held two budget

[0:54:20] Trustee Fast: workshops um and we had uh both by zoom we had five attendees one at one of them and four at

[0:54:28] Trustee Fast: another one and 80 views total of the recordings uh we had two committees of the holes and we did

[0:54:34] Trustee Fast: the email address and we tried this new platform uh and refer staff to a bowen staff to find out

[0:54:41] Trustee Fast: how that worked not very well we had one response and um i i just um i think we could make better

[0:54:49] Trustee Fast: use of the business cases um there as well uh just a suggestion and a difference between the two

[0:54:57] Trustee Fast: outfits and by golly the islands trust gets a lot more input than bowen island municipality does

[0:55:03] Trustee Fast: currently um so that's just a suggestion from me but i'm opening it up uh more questions for staff

[0:55:09] Trustee Fast: or ideas uh trustee peterson thank

[0:55:15] Voice 6: you chair um so i i think we're circling back to uh discussions

[0:55:23] Voice 6: that we've had in the past on the screen there.

[0:55:27] Voice 6: It's noted that 2023, 24, 24, 25,

[0:55:35] Voice 6: where we didn't fund the work in the same way.

[0:55:41] Voice 6: And the recollection is that by the time we hit January

[0:55:47] Voice 6: or February, public response is unlikely

[0:55:53] Voice 6: likely to make a significant change in the budget. So I wouldn't want to allocate a lot of

[0:56:03] Voice 6: staff resources to a process which is unlikely to change the outcomes. I think it's perfectly

[0:56:12] Voice 6: reasonable to get information out there. But in terms of inviting public comment, say in February,

[0:56:19] Voice 6: Uh, I think, you know, the past experiences is that it doesn't generally tend to get incorporated.

[0:56:27] Voice 6: Um, I'm very glad that we did the pre, the pre-survey this year, because I think that

[0:56:33] Voice 6: that does give us the opportunity to reflect, um, on, on what we've heard from, from the

[0:56:38] Voice 6: public, but, um, so I'm more in favor of, uh, of an information, um, sharing type approach

[0:56:48] Voice 6: than to put out polling or something like that in a webinar

[0:56:55] Voice 6: where the results are unlikely to really affect the budget.

[0:57:03] Voice 6: So thank you.

[0:57:06] Trustee Fast: Very good. Thank you.

[0:57:07] Trustee Fast: Trustee Boland?

[0:57:12] Voice 13: Thanks. Two things.

[0:57:14] Voice 13: I think if we do the webinars, I agree with Tim,

[0:57:18] Voice 13: actually asking for feedback when we do those webinars

[0:57:23] Voice 13: is probably um not a good use of time however we should incorporate in the webinar information

[0:57:30] Voice 13: session a reflection on our response to this poll um so we should actually say you know the poll

[0:57:40] Voice 13: the pre-budget poll you know said the following we did the following and you know re-emphasize

[0:57:48] Voice 13: the fact that there will be another similar poll in May, June, the following year, that this will

[0:57:55] Voice 13: become a regular occurrence to try and, you know, raise the response rate. And the second thing

[0:58:02] Voice 13: I'll just say is that, interestingly, on page 98, it is possible to actually indicate the

[0:58:12] Voice 13: bone island contribution the amount of tax raised from bone island and maybe that would be a place

[0:58:20] Voice 13: to actually put in information about taxes raised from the other islands uh as well i'll leave it

[0:58:28] Voice 13: at that thank you thank

[0:58:30] Trustee Fast: you trustee boland and uh i was thinking too i'll put myself on the list

[0:58:36] Trustee Fast: I'll come back to that. I agree with some of the ideas that you said there, but I'm going to go

[0:58:44] Trustee Fast: now to Director Frager.

[0:58:50] Voice 15: Thank you, Chair. Just a little reflection that we had noted that there

[0:58:54] Voice 15: could be a webinar. It's an option, but given that there wasn't going to be a survey, we'd like your

[0:58:59] Voice 15: explicit direction as to whether you'd like a webinar or not. I think that clarity would be

[0:59:02] Voice 15: helpful and the extent of, you know, it's a significant amount of effort to organize them

[0:59:06] Voice 15: and promote them and also in relation to the assumption that there would be another pre-budget

[0:59:14] Voice 15: survey in the future we would need direction currently the policy from trust council

[0:59:19] Voice 15: you know tends in the direction of doing the what has been done in the past of the survey over the

[0:59:23] Voice 15: fall you'll note at the end of this rfd there is an alternative recommendation made which is

[0:59:28] Voice 15: to recommend to trust council that they amend that policy because right now staff don't have

[0:59:33] Voice 15: explicit direction to do things in the new way that you've just trialled. So at some point,

[0:59:38] Voice 15: we need to go back to Council and seek Council's direction on how they wish this committee to

[0:59:42] Voice 15: deliver the public engagement function. So that might be something to consider.

[0:59:47] Trustee Fast: Thank you very much, Director Mobs. Sorry, Director Frater, because I think I hope

[0:59:53] Trustee Fast: that there's a couple of motions being prepared by people who've brought up these ideas, such as

[1:00:00] Trustee Fast: skip the webinar or use the pre-budget survey in future years. Trustee Elliott.

[1:00:12] Trustee Elliott: Thank you, Chair. I'm actually in favor of the proposed public engagement going forward as is.

[1:00:21] Trustee Elliott: Just looking at this page of years that we did consultation, you know, the number only

[1:00:31] Trustee Elliott: went up of the survey responses 2019 to 2023. And that's valuable information to track trends

[1:00:39] Trustee Elliott: of interest in the trust area. I don't think budgets are as discreet to, you know, each year

[1:00:49] Trustee Elliott: they need to be tailored to the feedback that year of how trust residents and visitors feel.

[1:00:58] Trustee Elliott: It's probably more important to track over time the public's response to what programs are being funded or not. And that's valuable information. The fact that we haven't collected it for the last three years, I think, has put us in actually a worse position because we're not giving space for that feedback.

[1:01:23] Trustee Elliott: back. And I think we do need to create that space and restart the trend of engaging with the public

[1:01:30] Trustee Elliott: every year on the budget. So I'm in favor of the proposed engagement methods and the webinar

[1:01:37] Trustee Elliott: going ahead as laid out.

[1:01:40] Trustee Fast: Thanks. Thank you, Trustee Elliott. And I've got myself on the

[1:01:44] Trustee Fast: speaker's list here. So I was mentioning that I agreed with some of the things that Trustee

[1:01:49] Trustee Fast: Boland was mentioning. I like her idea about publishing, maybe even instead of the webinar,

[1:01:57] Trustee Fast: publishing the results of this input survey as what we heard, along with the what does it mean

[1:02:05] Trustee Fast: to me parts that are further down the page. And also, with the new information, right,

[1:02:15] Trustee Fast: that we didn't have before about the cost per average taxpayer,

[1:02:21] Trustee Fast: which I think would be really helpful to people.

[1:02:24] Trustee Fast: And I'm looking mostly, I think, at pages 96 and 97 here.

[1:02:29] Trustee Fast: And there might be some more education that's needed

[1:02:34] Trustee Fast: about this kind of taxation.

[1:02:36] Trustee Fast: So I have a question for staff, and that is what I maybe just,

[1:02:43] Trustee Fast: Can you confirm that if you're a homeowner or property owner and your property is at a value that's less than the average, then you would pay less tax to that?

[1:03:05] Trustee Fast: Who would like to answer that one?

[1:03:08] Voice 14: That sounds like a question for me.

[1:03:10] Trustee Fast: Yes.

[1:03:12] Voice 14: So the tax rate that's applied to all the properties in the trust area is the same.

[1:03:17] Voice 14: um so yes it then stands to reason that a property with a low lower assessed value will incur less

[1:03:23] Voice 14: taxes um the change in your taxes um or the amount that you're billed is going to be in relation to

[1:03:31] Voice 14: property value changes throughout the trust area um so that's that's sort of the piece that

[1:03:36] Voice 14: sometimes folks miss um and so you may not see the percentage increase although the tax rate

[1:03:42] Voice 14: applied to all properties is the same the percentage increase or decrease that you

[1:03:46] Voice 14: experience on your property may differ slightly to properties in different areas and it's because of

[1:03:53] Voice 14: the relative change in value and properties across the trust area thank

[1:03:57] Trustee Fast: you director mobs that that

[1:03:59] Trustee Fast: helps and i'm i wonder if that's the kind of info i think that would be good to have on it

[1:04:03] Trustee Fast: a few lines below those um images of the couple of houses or maybe it's there and i just can't

[1:04:09] Trustee Fast: see it on my screen. And also some of that education that's in the previous survey that

[1:04:21] Trustee Fast: you've attached, the one from a previous year, had a lot of education in it. And that's great

[1:04:31] Trustee Fast: because I think that's one of the roles of the financial planning committee is to provide those

[1:04:38] Trustee Fast: it's kind of uh education and i see it in the project charter too okay thank you i'm going to

[1:04:43] Trustee Fast: move on now trustee boland again yeah

[1:04:47] Voice 13: thanks just uh so do you two questions do you need a motion

[1:04:52] Voice 13: to from financial planning to trust council recommending that the policy has changed with

[1:05:00] Voice 13: respect to timing for that survey is question number one and i have one ready uh if need be

[1:05:07] Voice 13: and the second question was is there some discussion about not doing the webinar because

[1:05:15] Voice 13: I found the webinar quite useful but I'm not I don't remember how well attended it was I can't

[1:05:22] Voice 13: remember to be honest and the third thing was sorry I did say two but this is third

[1:05:28] Voice 13: and the average residential cost oh that's bad yeah I just read the 18 um what about the um

[1:05:38] Voice 13: The average to me, I would actually like a range. I'm just thinking there are a lot of people who are living in properties that are worth a great deal more and people living in properties that are worth a great deal less.

[1:05:52] Voice 13: I'm not sure that that average really speaks to the people in the communities. Is there a possibility of a range or how is that arrived at? Thank you.

[1:06:04] Trustee Fast: Thank you, Trustee Boland. And I'm going to ask people not to use the chat. If we can have the words out so the public can see them and also so that I can see them. I can see there's chat going by, but I have a tiny screen. And I think I saw staff, Chloe Straub, correct me if I'm wrong, but 13 people attended the last budget webinar. Is that correct?

[1:06:29] Trustee Fast: That's correct, Chair.

[1:06:29] Trustee Fast: Thank you. And I'm, I saw something else flashed by in the chat. Sorry. Trustee, sorry, Director

[1:06:38] Trustee Fast: Frater.

[1:06:40] Voice 15: So yeah, so it would be great to have given that we had 13 people. And I think in prior

[1:06:45] Voice 15: years, it's been a similar number, we'd have to look back, we would like direction from the

[1:06:49] Voice 15: committee, you know, even if it's, you know, by consent today, of whether you'd like the webinar

[1:06:53] Voice 15: to be considered included as part of the project charter. And I was gonna say something else to

[1:06:59] Voice 15: you oh and regarding the average i'd have to look to the director of employee administrative services

[1:07:04] Voice 15: but my understanding is we get those numbers from provincial staff and we're thrilled that this year

[1:07:10] Voice 15: we're actually getting them this year but it may be unworkable to ask them to do more work so but

[1:07:14] Voice 15: i would let her speak to that thank

[1:07:19] Voice 14: you that is correct we don't hold that data in-house we'd have

[1:07:23] Voice 14: to be working with a provincial surveyor pc assessment to get that data i will note sort of

[1:07:29] Voice 14: So the range in property values within the trust area is not distinct to Islands Trust.

[1:07:33] Voice 14: You'll see the same, you know, sort of trend happening elsewhere.

[1:07:39] Voice 14: You know, so District of Saanich, of course, is going to have properties that are valued very high and then properties that are valued low.

[1:07:45] Voice 14: So we're not unique in that particularly.

[1:07:49] Trustee Fast: Thank you.

[1:07:50] Trustee Fast: OK, so I'm hoping there's a couple of motions coming forward.

[1:07:54] Trustee Fast: I'm going to go to staff Chloe Straw before I come to you, Trustee Peterson.

[1:07:58] Trustee Fast: Go ahead, Chloe.

[1:08:00] Voice 1: Thank you, Chair.

[1:08:01] Voice 1: Chair, I saw there was a question from Trustee Elliott around how many times the recording of the webinar had been viewed.

[1:08:07] Voice 1: And I've just had that number is so we've had 30 views to date.

[1:08:12] Voice 1: Thank you very much.

[1:08:15] Trustee Fast: So not a lot.

[1:08:17] Trustee Fast: I think the pre-budget survey had a good response.

[1:08:22] Trustee Fast: And I'm also aware staff made note, too, in this report about the possibility of survey fatigue.

[1:08:31] Trustee Fast: we've got a lot of public engagement going on uh trustee peterson are

[1:08:39] Voice 6: that had uh 13 people

[1:08:41] Voice 6: participating in around 30 views afterwards um can you just remind us uh what the staff time

[1:08:49] Voice 6: and the uh financial cost of that was or approximately um

[1:09:01] Voice 15: i'll take a stab at that

[1:09:03] Voice 15: um generally the cost there is no particular cost aside from the promotional costs and that

[1:09:08] Voice 15: That would depend on whether we were promoting anyway.

[1:09:10] Voice 15: If we are promoting anyway, then it's incorporated in the general promotion costs.

[1:09:14] Voice 15: And in terms of staff time, I'd have to estimate probably 50 to 75 hours, I would think, by

[1:09:21] Voice 15: the time we've done all the preparation, put it together and hosted it.

[1:09:26] Voice 15: Possibly more than that if you incorporate all the different staff that are involved

[1:09:29] Voice 15: in reviewing and then participating.

[1:09:32] Voice 15: Thank you very much.

[1:09:33] Voice 15: That's back

[1:09:34] Voice 6: to the on-load quick map.

[1:09:35] Voice 6: I'll look to my

[1:09:36] Voice 15: colleagues to correct it if needed.

[1:09:37] Voice 14: any other staff

[1:09:39] Voice 6: yeah okay so i

[1:09:42] Voice 14: yeah i would suggest um it does take up a fair amount of

[1:09:45] Voice 14: time it's a completely different for the webinar in particular is what i'm referring to um although

[1:09:48] Voice 14: the survey as well it's a completely different data set to the budget material that's presented

[1:09:52] Voice 14: to um trustees um to fbc and to trust council um it does require some preparation um many of you

[1:10:00] Voice 14: may know sometimes it's more difficult to or takes more time to sort of think about how to explain

[1:10:05] Voice 14: things in a more layman's way to be digestible for many different audiences, many members of

[1:10:13] Voice 14: the public. And of course, then there's time to actually be in the webinar itself. It is a

[1:10:20] Voice 14: particularly busy time for us. We've always managed to fit it in. But as Director Frater

[1:10:24] Voice 14: says, it does take up some time. Thank you.

[1:10:28] Voice 6: Yeah, if I could just

[1:10:29] Trustee Fast: follow up with that.

[1:10:30] Trustee Fast: go ahead yes go ahead yeah

[1:10:33] Voice 6: so so based on what i'm hearing we're we're looking at uh staff hours

[1:10:38] Voice 6: of about three hours per participant roughly um this doesn't seem to me like uh the best use of

[1:10:49] Voice 6: our of our of our resources um considering the low numbers um that are that are attending and

[1:10:56] Voice 6: and even those that are viewing later so i'm not at this moment i'm not convinced that going ahead

[1:11:03] Voice 6: with the webinar is good use of our resources thank you thank

[1:11:08] Trustee Fast: you and i'll be looking for

[1:11:09] Trustee Fast: um a motion so that we can pull out the um this is great discussion and uh i'll be looking for

[1:11:16] Trustee Fast: a motion about whether we want to remove that from or ask staff to remove that from the project

[1:11:21] Trustee Fast: charter so that we can proceed with we can ask for a revised project charter I think we might

[1:11:28] Trustee Fast: have time okay uh trustee Boland thanks

[1:11:33] Voice 13: good discussion yeah it seems like um it's not

[1:11:37] Voice 13: practical to do the webinar however I think we don't make good enough use of the zoom recordings

[1:11:45] Voice 13: like we put out here's a zoom recording for a whole day of trust council but you know sometimes

[1:11:52] Voice 13: times you know for instance the budget presentation if you could extract that piece and put it

[1:11:58] Voice 13: someplace people might watch it because 30 people watched that after the event and I've often thought

[1:12:04] Voice 13: that if we could have an index for those zoom recordings as you often see on YouTube it would

[1:12:12] Voice 13: make it possible to actually dive into things that you're interested in when you know tackling

[1:12:17] Voice 13: Recycling a giant Zoom recording, especially when the agenda may be changed on the fly, is really, really, really difficult.

[1:12:26] Voice 13: So I would just wonder if Julia's excellent presentations on the budget couldn't be clipped out of some of the Zoom recordings and put someplace useful for people.

[1:12:39] Voice 13: Thanks.

[1:12:41] Voice 13: Thank you, Trustee Boland.

[1:12:42] Trustee Fast: I like that idea.

[1:12:44] Trustee Fast: Also, the even simpler way is to just say where the information is in the recording, starting at hour three, you know, 37 minutes or whatever, is another way to do it.

[1:13:00] Trustee Fast: But pointing people to already existing resources is a great thing.

[1:13:05] Trustee Fast: That's why I also agree with Trustee Boland about pointing them to the project charters that have gone into the making of the budget.

[1:13:16] Trustee Fast: They may not know where to look.

[1:13:18] Trustee Fast: So some ideas, and I'm wondering whether I'm looking at the alternatives here on page 100.

[1:13:27] Trustee Fast: 100, do we want to request that staff develop a revised project charter with different activities

[1:13:32] Trustee Fast: and budget based on today's discussion? That's alternative number two on page 100. Director

[1:13:41] Trustee Fast: Frater.

[1:13:43] Voice 15: Thank you, Chair. Another option for you, if you wished to not have a webinar, you'll see

[1:13:47] Voice 15: in the project charter, it has in scope, it lists an information webinar with moderated Q&A. You

[1:13:53] Voice 15: could simply direct staff to remove that and then adopt the project charter as amended.

[1:14:00] Trustee Fast: I like that idea. Sounds more simple. Sorry, sounds simpler. Can I have anybody with more questions? Some maybe somebody who hasn't spoken, or would somebody like to make a motion? Okay, I'm going to make the motion.

[1:14:19] Trustee Fast: I move that financial planning committee and direct staff to amend the draft project charter for budget consultation planning for 2026-27 by removing the host webinar role of the work plan.

[1:14:53] Trustee Fast: Is that clear?

[1:14:55] Trustee Fast: I hope somebody captured that.

[1:15:01] Trustee Fast: I see you there smiling, Director Frater, and I hope something's happening back there.

[1:15:07] Trustee Fast: Excuse me, but I'm working from not at my regular office and I didn't have a motion from the floor.

[1:15:15] Trustee Fast: Director Frater?

[1:15:17] Voice 15: Thank you. I think you could at the very end there, instead of from the work plan, it could be you could just be by removing webinar from the by removing reference to a webinar.

[1:15:28] Voice 15: Something like that could be.

[1:15:29] Voice 15: yeah

[1:15:30] Trustee Fast: that would that would be better can it say by removing webinar from the project charter

[1:15:42] Trustee Fast: it's a little clumsy but it's clear unless somebody's got better idea i

[1:15:53] Voice 15: would note chair

[1:15:53] Voice 15: at the beginning you've got amend the draft project charter oh

[1:15:56] Trustee Fast: yes just remembering amending

[1:15:58] Trustee Fast: by removing webinar period how about that seeing no hands flying up from staff i'm wondering um

[1:16:12] Trustee Fast: if I can ask for a seconder.

[1:16:16] Trustee Fast: I see Trustee Peterson's raised his hand.

[1:16:19] Trustee Fast: You're seconding?

[1:16:24] Trustee Fast: I'm assuming.

[1:16:25] Trustee Fast: Oh, thank you.

[1:16:27] Trustee Fast: I hope you don't mind.

[1:16:28] Trustee Fast: I'm seeing this little teeny piece of text

[1:16:30] Trustee Fast: and I'm having to squint.

[1:16:31] Trustee Fast: So my apologies.

[1:16:33] Trustee Fast: Great.

[1:16:34] Trustee Fast: So we've got a motion that's moved and seconded.

[1:16:35] Trustee Fast: Thank you, Robert, for making it as big as you can there.

[1:16:39] Trustee Fast: That's great.

[1:16:40] Trustee Fast: And anybody have further discussion on this?

[1:16:47] Trustee Fast: I'm going to ask then for, I'm going to call the question.

[1:16:51] Trustee Fast: All those in favor, please raise your hand.

[1:16:58] Trustee Fast: One, two, three.

[1:17:00] Trustee Fast: Okay, and lower your hands, please.

[1:17:07] Trustee Fast: And then I'm going to ask for those opposed.

[1:17:09] Trustee Fast: Please raise your hands.

[1:17:14] Trustee Fast: No, that looks like consensus.

[1:17:16] Trustee Fast: Okay, that motion carries.

[1:17:18] Trustee Fast: Thank you very much, everybody.

[1:17:20] Trustee Fast: And now we've got the main motion.

[1:17:24] Trustee Fast: Thank you, Robert. Before us, which is, Robert just had it up there on the screen.

[1:17:30] Trustee Fast: Director, oh, Trustee Boland, did you want to ask something else?

[1:17:36] Voice 13: I just, a question for Director Fraser. Where and how and under what circumstances do we recommend

[1:17:45] Voice 13: Trust Council to adopt the new timing for the pre-budget survey?

[1:17:52] Voice 15: What I would suggest is that you have a motion to ask Trust Council to direct staff to amend

[1:17:56] Voice 15: the budget process policy and then we could bring back recommendations within that that we could

[1:18:02] Voice 15: bring through financial planning committee to trust council that would likely be great to do

[1:18:08] Voice 15: this term uh if indeed you have changes you'd like to recommend to the next trust council

[1:18:12] Voice 15: and

[1:18:14] Voice 13: it's just to continue the cycle with this pre-budget survey in the first instance at least

[1:18:20] Voice 13: to make because you indicated that that wasn't in the policy right now yeah so i did send an

[1:18:27] Voice 13: a motion which is very very simple and i don't know if it would deal with that and that fbc

[1:18:33] Voice 13: recommend to trust council that the timing of the annual pre-budget survey be amended to xxx whatever

[1:18:40] Voice 13: it was per 2025 okay

[1:18:44] Voice 15: perhaps trustee blank maybe do you want to deal with the motion that's on the

[1:18:48] Voice 15: floor and then we could move to your new motion sure okay

[1:18:51] Voice 15: no problem yeah i don't think we have

[1:18:54] Voice 15: one on

[1:18:54] Voice 13: the floor you don't have a motion

[1:18:55] Voice 15: on the floor did you want to did you want to deal with

[1:18:57] Voice 15: that one before you deal with the project charter I guess is my question or did you want to I'm

[1:19:02] Voice 15: happy to provide the advice now

[1:19:03] Voice 13: let's affect the project charter okay

[1:19:10] Voice 15: so I don't know if it affects

[1:19:12] Voice 15: the project charter um no it wouldn't affect this per this project it would be for um advice to

[1:19:19] Voice 15: council about next year yeah

[1:19:21] Trustee Fast: this the project charter is for this current year yeah okay okay

[1:19:28] Voice 7: Okay, so

[1:19:28] Trustee Fast: let's deal with the project charter first.

[1:19:30] Trustee Fast: And while you think about that, thank you, Trustee Boland.

[1:19:34] Trustee Fast: And so we have the motion there is highlighted in front of us.

[1:19:39] Trustee Fast: Thank you very much.

[1:19:41] Trustee Fast: And it includes the words as amended.

[1:19:44] Trustee Fast: And can I have a mover for this motion?

[1:19:48] Trustee Fast: I see Trustee Peterson's hand is up.

[1:19:50] Trustee Fast: Are you moving?

[1:19:52] Voice 6: Yes, I move that financial planning committee endorsed

[1:19:56] Voice 6: the 2026-27 budget public engagement project charter as amended thank

[1:20:03] Trustee Fast: you and do i have a

[1:20:04] Trustee Fast: seconder second thank you trustee getty and then um any more discussion about the project charter

[1:20:13] Trustee Fast: for what's going to happen from here until march okay no more discussion then i'm going to call

[1:20:20] Trustee Fast: the question all those in favor please raise your electronic hand if you can there's mine okay

[1:20:27] Trustee Fast: Okay. One, two, three. Lower your hands. I'm just counting because I want to make sure people with

[1:20:34] Trustee Fast: low bandwidth have time to get their hands up and down. And also so that I can get back to

[1:20:41] Trustee Fast: participants. Okay. Anybody opposed? Very good. Well, thank you, everybody. Good work. And that

[1:20:50] Trustee Fast: motion carries. And then one, two motions there. And then we've got one coming from Trustee Boland.

[1:21:00] Trustee Fast: uh in a moment we'll just let robert get to where he needs to be okay so this is the uh

[1:21:12] Trustee Fast: the language you've set in sent in trustee bolander is that the language you'd like to

[1:21:17] Trustee Fast: stand or do you have a further revision

[1:21:18] Voice 13: all suggestions welcome especially to a replacement

[1:21:22] Voice 13: for the xxxx

[1:21:23] Trustee Fast: thank

[1:21:25] Voice 13: you okay thank

[1:21:28] Trustee Fast: you i think the xxx might be the the the similar timing

[1:21:33] Trustee Fast: timing as 2025 would that um be useful to staff or i see director freighter's hand is up go ahead

[1:21:43] Voice 15: so in order to help with this i just would like to ask a question is the intention to change it

[1:21:50] Voice 15: forevermore and you'd like it embedded in policy or is it simply a change for 2026 if it is

[1:21:56] Voice 15: forevermore i would recommend that the motion refer to the budget process policy um and direct

[1:22:02] Voice 15: like suggest a trust council that an amendment that asked staff to or ask financial planning

[1:22:07] Voice 15: committee to undertake a proposed amendments to that policy to bring back to trust council

[1:22:11] Voice 15: i

[1:22:12] Voice 13: would like it in the policy forever more and of course trust council will discuss that but that

[1:22:18] Voice 13: would be what i would like to recommend from financial planning committee okay

[1:22:24] Trustee Fast: so then maybe

[1:22:25] Trustee Fast: the motion could be something like that financial planning committee recommend

[1:22:32] Trustee Fast: to Trust Council to ask staff for a revised oh I've forgotten the name of

[1:22:43] Trustee Fast: the policy budget process policy thank you budget process policy that includes

[1:22:51] Trustee Fast: This concludes an annual pre-budget survey similar to 2025 in timing.

[1:23:17] Trustee Fast: That works for me, thank you.

[1:23:20] Trustee Fast: How about for you, Director Frater, would this be helpful?

[1:23:28] Voice 15: Certainly, you might wish to revise it.

[1:23:30] Voice 15: um to ask kind of recommend trust council that it

[1:23:35] Trustee Fast: asks staff oh yes so after trust council if

[1:23:40] Trustee Fast: the words could be that it asks staff yes and i would say to draft rather than yeah oh yes

[1:23:46] Trustee Fast: to draft that's the words i was missing staff to draft a revised or you could just say well

[1:23:55] Trustee Fast: that's fine okay how does that sit with uh with

[1:24:02] Voice 13: you trustee boland as the mover that's that's

[1:24:04] Voice 13: absolutely fine. Assuming that we will get it done in time for the survey to run early, you know,

[1:24:12] Voice 13: in May next year or whatever the timing is. Yep. Okay. I think it's June.

[1:24:19] Trustee Fast: Trustee Peterson,

[1:24:20] Trustee Fast: you've had your hand up.

[1:24:22] Voice 6: Yeah, I was on that last point. Exactly. I think it's reasonable to

[1:24:26] Voice 6: recommend this recommendation to trust council however um uh per i know there's a lot of policy

[1:24:35] Voice 6: work uh going on um in islands trust right now uh would it also be reasonable to um recommend

[1:24:46] Voice 6: a budget survey for um next year as well just in case the policy uh doesn't the policy work

[1:24:56] Voice 6: isn't completed in time? Or does staff have a sense that that's, I just, I know we have a lot

[1:25:03] Voice 6: of policy work in front of us. And I know that from hearing Trustee Poland, you know, we want

[1:25:08] Voice 6: to have this happen next year, but we also want to look at amending the policy. And I think they're

[1:25:12] Voice 6: kind of maybe two different motions.

[1:25:14] Trustee Fast: I think they might be two separate motions. And I take your

[1:25:19] Trustee Fast: point too i mean sometimes at trust council parts of the agenda are left undealt with because

[1:25:26] Trustee Fast: uh of discussions and things that happen during trust council so um we can't count on this to

[1:25:33] Trustee Fast: give us a uh uh pre-budget survey for next year and perhaps that could be a separate motion um

[1:25:41] Trustee Fast: But I like that we're getting in a policy request this way.

[1:25:50] Trustee Fast: Any further, I didn't hear any suggestion there to amend this particular motion

[1:25:58] Trustee Fast: that has not been seconded yet, except maybe Trustee Peterson

[1:26:06] Trustee Fast: or Trustee Boland was thinking about a separate second motion.

[1:26:10] Trustee Fast: Can you make that a tiny bit bigger, Robert, if you can?

[1:26:15] Trustee Fast: Thank you. And I see Trustee Getty's hand is up. Go ahead, Trustee Getty.

[1:26:24] Voice 8: All right. On page 97, there's a, oh, what do you call it? An outline in terms of a table showing all the different times that we've had surveys.

[1:26:37] Voice 8: surveys and there's been a number of years from 23, 24, 24, 25, 25, 26 where it's not applicable

[1:26:45] Voice 8: and we didn't have any responses. So what we're talking about here is having a process that is an

[1:26:53] Voice 8: annual budget survey and I'm wondering if there's budget considerations and if it's the kind of

[1:26:59] Voice 8: thing that we want to have every single year is that a something that would be discussed in the

[1:27:09] Voice 8: the policy change recommendations thank

[1:27:13] Trustee Fast: you that's a great suggestion i i think what i'm hearing

[1:27:15] Trustee Fast: trustee getty is suggesting removing the word annual so that staff can bring forward

[1:27:22] Trustee Fast: uh their recommendations as they uh see would be best for the situation and the timing and the

[1:27:30] Trustee Fast: trust and um so uh what do you think about that idea trustee Boland about removing the word

[1:27:37] Trustee Fast: annual I

[1:27:40] Voice 13: think we should do it every year um it with I think once we were in the cycle in the past

[1:27:49] Voice 13: it was a bit of work but it wasn't a huge piece of work it's just that we stopped because the

[1:27:56] Voice 13: timing was um not useful um you know i think early in the cycle and asking people i think we should

[1:28:07] Voice 13: do it especially like we're not going to do the webinar now you know we do need to engage with

[1:28:12] Voice 13: people and early every year like this i think is quite useful okay thanks

[1:28:20] Trustee Fast: I see in the chat that Director Mobs has put a suggestion that we might add, instead of annual, that includes consideration of an annual.

[1:28:34] Trustee Fast: So staff could be free to present us with a couple of options, which Trust Council could discuss and consider.

[1:28:45] Trustee Fast: So what do you think about that, Trustee Boland?

[1:28:48] Trustee Fast: I'm not meaning to put you on the spot, but since staff have provided this alternative, instead of the word annual, that includes consideration of an annual.

[1:28:58] Trustee Fast: That's

[1:28:58] Voice 13: absolutely fine with me, and it'll be discussed at Trust Council anyway, so we should probably not, you know, dive into too much detail here, but that's fine.

[1:29:07] Voice 13: Yeah, thanks.

[1:29:08] Trustee Fast: Thank you very much, and thank you, staff, and that's great.

[1:29:13] Trustee Fast: Now we've got a more fulsome motion there in front of us.

[1:29:18] Trustee Fast: um and i'm wondering if i can uh see if i've got any more hands go up whoops i'm in the chat okay

[1:29:24] Trustee Fast: any more hands going up here or am i ready to call for a seconder i think i'm going to call

[1:29:32] Trustee Fast: for a seconder can i have a seconder thank you trustee elliott's hand went up first

[1:29:38] Trustee Fast: you're seconding right i am very good i just thought a better check okay thank you so we've

[1:29:45] Trustee Fast: got a motion moved and seconded and any more discussion trustees great

[1:29:50] Trustee Fast: discussion no more hands are going up on my little screen here so I'm gonna call

[1:29:57] Trustee Fast: the question all those in favor please raise

[1:30:00] Trustee Fast: your hand one two three lower your hands please hoping staff have got that and then uh trustee

[1:30:12] Trustee Fast: boland your hand is still up trustee

[1:30:20] Voice 13: boland have you frozen i haven't frozen but i have

[1:30:24] Voice 13: captions on and they cover your hand so i have to switch off closed captions anyway a detail there

[1:30:32] Voice 13: thanks thank

[1:30:33] Trustee Fast: you very much i just didn't want to miscount somebody's vote and uh so anybody

[1:30:38] Trustee Fast: opposed all those opposed to be more inclusive okay thank you your motion

[1:30:46] Trustee Fast: carries trustee Boland thank you very much and I think we might have one more

[1:30:52] Trustee Fast: coming that we wanted to what do we want to do next year this was the idea Oh

[1:31:04] Trustee Fast: trustee Peterson please go ahead

[1:31:07] Voice 6: with respect to that it would be something

[1:31:12] Voice 6: Something like, because I think we still need to recommend to Trust Council, I don't think we can do this on our own, would be that Financial Planning Committee recommend to Trust Council to undertake a pre-budget survey for fiscal 2026-27.

[1:31:36] Voice 6: Well, I guess

[1:31:41] Voice 6: it would actually be 4-27-28, let's say in fiscal 26-27.

[1:31:51] Trustee Fast: Okay.

[1:31:54] Trustee Fast: I like it better when it says 4.

[1:31:57] Trustee Fast: Like, what's it for?

[1:32:02] Voice 6: Well, we could change it to 4 fiscal 27-28.

[1:32:06] Trustee Fast: Okay, thank you.

[1:32:08] Trustee Fast: And do you want to say on a similar timing as 2025?

[1:32:12] Trustee Fast: 25 i

[1:32:15] Voice 6: don't know that that's necessary and of course trust

[1:32:19] Voice 6: council will be will will work over

[1:32:22] Voice 6: right this and approve it or not and we can talk about timing then very

[1:32:27] Trustee Fast: good and i'm just going to

[1:32:28] Trustee Fast: uh ask um director freighter or director mobs does either of you uh have any suggestions to

[1:32:35] Trustee Fast: make about the wording or is it is this going to be helpful yes that's fine we'll produce a

[1:32:41] Trustee Fast: request for decision for Trust Council. Okay, thank you. Then I'm going to ask for a seconder.

[1:32:47] Trustee Fast: Who would like to second Trustee Peterson's motion? Thank you, Trustee Boland. And

[1:32:57] Trustee Fast: any more discussion? Seeing none, I'll call the question. All those in favour,

[1:33:04] Trustee Fast: please raise your electronic hand. Whoops. One, two, three. Lower your hands. And

[1:33:17] Trustee Fast: And trustees opposed.

[1:33:23] Trustee Fast: Trustee Getty, your hand is up.

[1:33:25] Trustee Fast: Are you opposed?

[1:33:26] Voice 7: Yes.

[1:33:27] Trustee Fast: Okay.

[1:33:28] Trustee Fast: Trustee Getty is opposed.

[1:33:32] Trustee Fast: One opposed.

[1:33:33] Trustee Fast: Thank you.

[1:33:35] Trustee Fast: Okay.

[1:33:36] Trustee Fast: Now, do we still have, I think we might have covered all the things, right?

[1:33:45] Trustee Fast: Because we did cover the main motion.

[1:33:47] Trustee Fast: Chair,

[1:33:49] Voice 9: if I may ask.

[1:33:50] Voice 9: Yes.

[1:33:50] Voice 9: Would you please declare for the public the result of the vote?

[1:33:55] Trustee Fast: oh yes that motion carries thank you thank

[1:33:59] Trustee Fast: you for reminding me okay and i think we might have

[1:34:04] Trustee Fast: uh made four motions there out of one which is excellent work thank you trustees um and i want

[1:34:11] Trustee Fast: to reflect on the timing here we're at uh 2 30 my time so it must be is it 11 30 your time um

[1:34:22] Trustee Fast: that's good thank you uh just checking and um so are we okay to continue or would people like a

[1:34:30] Trustee Fast: break we're going to break it at noon i'm hoping i'm not uh trustee peterson you want five minutes

[1:34:40] Trustee Fast: yeah

[1:34:40] Voice 6: i'm wondering if we could have a short break now and then uh uh come back and and it's

[1:34:46] Voice 6: don't don't assume too much but it's possible that we may be able to uh wrap up the rest of

[1:34:51] Voice 6: the meeting in another hour or so but a short break now would be most appreciated okay well

[1:34:56] Trustee Fast: let's take 10 minutes and we'll come back at 2 45 how about that 230 to 245 is that right all right

[1:35:11] Trustee Fast: 35 235 chair uh sorry that's my time

[1:35:16] Trustee Fast: 11 40 45 yeah my apologies uh three time zones from here

[1:35:21] Trustee Fast: I'm making my notes and confusing everybody.

[1:35:24] Trustee Fast: So we'll come back then at 1145 and we'll hope for the best.

[1:35:30] Trustee Fast: Okay, thanks.

[1:35:31] Trustee Fast: We're on a break.

[1:45:58] Voice 11: I think we're ready.

[1:46:01] Trustee Fast: Some of us are here.

[1:46:15] Trustee Fast: Okay, and here we are.

[1:46:17] Trustee Fast: I'm hoping that most of us are back.

[1:46:24] Trustee Fast: If people could flick on your – no, Trustee Maude, you're with us.

[1:46:32] Trustee Fast: I'm with

[1:46:32] Voice 8: you, but I cannot use the camera, unfortunately.

[1:46:35] Trustee Fast: Okay.

[1:46:36] Trustee Fast: Thank you.

[1:46:38] Trustee Fast: I'm just going to do a little roll call

[1:46:41] Trustee Fast: maybe

[1:46:42] Trustee Fast: how do we know if people are back

[1:46:45] Trustee Fast: should I do a roll call

[1:46:46] Trustee Fast: or

[1:46:51] Voice 8: just turn the screen

[1:46:52] Voice 8: I

[1:46:52] Trustee Elliott: think

[1:46:55] Trustee Elliott: everybody here has their camera on

[1:46:57] Trustee Elliott: except Trustee or Vice-Chair Mond

[1:46:59] Trustee Elliott: okay

[1:46:59] Trustee Fast: thank you I can't

[1:47:01] Trustee Fast: see them all so that's great

[1:47:02] Trustee Fast: thanks very much for letting me know

[1:47:05] Trustee Fast: and I'm just going to check with

[1:47:06] Trustee Fast: Robert staff

[1:47:08] Trustee Fast: Robert Barlow are you ready to

[1:47:10] Trustee Fast: go in the back there with Nancy Rogers doing such a good job. Thank you. Are you there?

[1:47:17] Voice 7: Yes, we are.

[1:47:17] Trustee Fast: Ready, ready. Okay, that's great. Thank you. We've just got 15 minutes or 10 minutes now before

[1:47:23] Trustee Fast: noon. It's time to get started on this section, which is the draft 2026-27 budget assumptions,

[1:47:33] Trustee Fast: principles and guidelines. And then we'll take a break at noon, like I said at the beginning.

[1:47:38] Trustee Fast: and so I'm just going to we'll just take a half hour break if that's going to suit everybody

[1:47:43] Trustee Fast: while we're talking about breaks is that against the rules not

[1:47:54] Voice 14: seeing half an hour for our union

[1:47:55] Voice 14: staff is workable chair thank

[1:47:57] Trustee Fast: you and very good so then because I agree we might be able to move

[1:48:04] Trustee Fast: a little quicker here so we'll just take 10 minutes here and perhaps director mobs you could

[1:48:10] Trustee Fast: lead off here is if it's you that's I'm assuming presenting this section that's

[1:48:17] Voice 14: right I'm happy to

[1:48:18] Voice 14: um so I know the budget assumptions principles and guidelines conversation is a favorite

[1:48:23] Voice 14: conversation for this group in particular so I'm looking forward to some lively conversation

[1:48:28] Voice 14: I'll keep my comments brief particularly as it relates to items that are not changing from

[1:48:32] Voice 14: previous years this is the third term in the council so of course you've seen this document

[1:48:36] Voice 14: a number of times at this point. So the statements that are in this document will be amended at your

[1:48:43] Voice 14: recommendation. Anything new will be added based on conversation and direction you give here today

[1:48:48] Voice 14: and then these will travel to Trust Council for their ultimate approval and the statements in this

[1:48:52] Voice 14: document will then inform the first draft of the budget for FPC and for staff to lean into in

[1:48:58] Voice 14: conjunction with other guiding documents such as the strategic plan and communication strategies

[1:49:02] Voice 14: et cetera. As I said, there's a lot of items that remain the same. There isn't a lot of

[1:49:09] Voice 14: contextual change for island stress this year, particularly internally. And so many of the

[1:49:14] Voice 14: assumptions that we make remain the same year over year. There are a few new things to consider

[1:49:19] Voice 14: this year. We've listed them on the top of page 127 of the agenda package. And then there's a few

[1:49:24] Voice 14: new items peppered throughout the table. So the three items, key items for consideration. One is

[1:49:31] Voice 14: the CAO's operational review. So I know the CAO is working on that in the background. At this

[1:49:36] Voice 14: junction, we don't have any results of that review, so nothing to lean into at this point. However,

[1:49:40] Voice 14: there should be some information for December's Trust Council meeting, and that will be at the

[1:49:45] Voice 14: same time that Trust Council is reviewing the first draft of the budget, and so we may see

[1:49:49] Voice 14: some changes to assumptions, principles, and guidelines at that time as a result of that work.

[1:49:55] Voice 14: Of course, the results of the pre-budget survey, which this group has just reviewed,

[1:49:59] Voice 14: may want to be considered as part of forming the budget guidelines and so we'll be looking for

[1:50:05] Voice 14: FPC's direction on that and as mentioned we'll circle back to that conversation when it's

[1:50:10] Voice 14: appropriate. The Conservancy and the Executive Committee did meet earlier this year, talked

[1:50:15] Voice 14: about a number of topics of joint interest. There was a resolution passed by the Conservancy at that

[1:50:20] Voice 14: meeting indicating its strong support for robust geographic information systems. That was

[1:50:26] Voice 14: particularly to assist in the analysis of trends and indicators of ecosystems health.

[1:50:31] Voice 14: The executive committee has expressed support for that resolution and requested that the resolution

[1:50:36] Voice 14: be forwarded to Trust Council for consideration and so it's here as part of the budget assumptions

[1:50:41] Voice 14: principles guidelines conversation so that you and Trust Council can consider that in giving guidance

[1:50:48] Voice 14: on the budget draft. When we look to the table itself there's no changes in our revenue items

[1:50:55] Voice 14: for next year. I did add a comment in item number one under fees, just to talk about the fact that

[1:51:01] Voice 14: we don't particularly budget for revenue generated from bylaw enforcement tickets. So bylaw enforcement

[1:51:07] Voice 14: is a hot topic right now. So I thought this might be a prudent comment to add. We do have a policy

[1:51:12] Voice 14: at Islands Trust to ultimately waive fees if compliance is reached. And so we see very little

[1:51:17] Voice 14: revenue come in from that stream of work. So it's not reliable and we don't budget for it each year.

[1:51:22] Voice 14: As I said, no other changes to revenue items. We do see a couple of changes in the expense areas.

[1:51:29] Voice 14: The first new comment is in item number 12 related to staffing levels. Again, just noting that there

[1:51:35] Voice 14: may be some results from the CAO's operational review that may influence some of the assumptions

[1:51:42] Voice 14: and principles we're embracing around staffing levels, but we'll wait till December for that

[1:51:46] Voice 14: conversation. Item number 13, staffing salaries and benefits. There is a change there this year

[1:51:53] Voice 14: because of course we don't have a signed union agreement at this juncture. We are making the

[1:51:59] Voice 14: assumption that there will be a new agreement in place by December, and so the first time Trust

[1:52:04] Voice 14: Council sees the draft budget, we should have solid numbers to include for staff wages. Earlier

[1:52:09] Voice 14: drafts of the budget will just be using an estimate based on best information that we have at the time

[1:52:14] Voice 14: to inform salaries increases. Item number 15, we touched on this earlier, speaks to office

[1:52:21] Voice 14: facilities. So we do have in this document an assumption that we will not be giving notice

[1:52:26] Voice 14: to vacate the Victoria office property by March 31st of 2026. Our lease agreement says that we

[1:52:34] Voice 14: may terminate our lease effective the end of September 2026 provided we give notice by March

[1:52:40] Voice 14: of 2026. There hasn't been staff capacity to undertake this work and there also hasn't been

[1:52:45] Voice 14: identified properties that are appropriate and so this is the assumption that's taken in this

[1:52:50] Voice 14: document. I may turn to the CAO to see if he has anything else to offer around this in particular

[1:52:57] Voice 14: as this is a CAO initiative.

[1:53:04] Voice 2: Thanks and through the chair yeah nothing really to offer other than

[1:53:07] Voice 2: we have done we did consider one potential opportunity for the Victoria office but it

[1:53:14] Voice 2: was not going to meet our needs and well I've been keeping an eye open on on potential available

[1:53:19] Voice 2: options for relocation. There's nothing that I've seen on the market that is available that would

[1:53:23] Voice 2: meet our needs. And I'm also very conscious of the fact that any relocation would be both a

[1:53:30] Voice 2: significant amount of work in terms of staff time, but also would likely require some upfront

[1:53:36] Voice 2: investment to bring a new property into line with our needs. And so for those reasons, at this point,

[1:53:44] Voice 2: I think it makes sense for us not to consider a relocation given the potential cost, but also the

[1:53:49] Voice 2: workload involved of relocating our primary office. Thanks.

[1:53:54] Trustee Fast: Thank you. Thank you, CAO. Please continue, Director Moms.

[1:54:00] Voice 14: Thank you, Chair. So also still under item 15, we are making the assumption that the Salt Spring Island renovation will be complete and there will be no lingering costs associated with that space.

[1:54:11] Voice 14: Moving down to item number 18, strategic plan project. So we do have an approved strategic plan, and we've taken the assumption that Trust Council will adequately resource the projects that have been identified for next year.

[1:54:24] Voice 14: So you'll recall we did clarify with Trust Council at its most recent meeting that items flagged as to be initiated in 26-27 means the work will be initiated.

[1:54:34] Voice 14: And so we will see business cases coming forward for those projects.

[1:54:38] Voice 14: Item number 18 acknowledges that next year is an election year.

[1:54:41] Voice 14: So this always adds expense for us.

[1:54:44] Voice 14: We are looking at, I think, around $220,000 for election costs next year.

[1:54:49] Voice 14: and so that's of course going to hurt us a little bit on the tax increase side of things

[1:54:54] Voice 14: but we need to undertake that work it's not an option for us not to. Item number 24 is another

[1:55:02] Voice 14: new line that we've added that again speaks to the pre-budget survey and we would be looking to

[1:55:07] Voice 14: trust council in particular to give guidance to financial planning committee the council

[1:55:12] Voice 14: committees and to staff to understand how much reliance we should be placing on the results of

[1:55:15] Voice 14: that survey. I will note the volume of responses or the response rate for the survey didn't achieve

[1:55:22] Voice 14: statistical significance which has been something that prior term councils have cared about and so

[1:55:28] Voice 14: we've made sure that we've acknowledged that here so just council was aware and of course

[1:55:32] Voice 14: for yourselves as well. Item number 25 speaks to surplus. I'm anticipating we'll have a challenging

[1:55:39] Voice 14: budget year coming up because there is less available surplus for us to use to offset

[1:55:44] Voice 14: plan spending so historical budgets you'll recall always draw a few hundred

[1:55:49] Voice 14: thousand dollars from general surplus to offset plan spending which helps to

[1:55:52] Voice 14: buffer the tax increase we're looking at greatly reduced availability of surplus

[1:55:58] Voice 14: next year we'll have some funds in the local trust committee reserve fund

[1:56:02] Voice 14: potentially no surplus availability if we want to maintain policy minimums

[1:56:07] Voice 14: this council has made choices in the past to drop below the policy minimums

[1:56:11] Voice 14: but of course staff would recommend you stay within policy if you're consistently dropping

[1:56:16] Voice 14: below policy it then stands to reason that you should revise the policy particularly in terms

[1:56:22] Voice 14: of guidelines we've included in the appropriate sections the guidelines from last year that trust

[1:56:27] Voice 14: council approved there is only one additional guideline that staff has suggested that is

[1:56:32] Voice 14: related to staffing levels let me just find that one so that's up in item number 12 suggested for

[1:56:42] Voice 14: 26-27 is that any new personnel requests will include with the business case a draft job

[1:56:48] Voice 14: description as well as a depiction of where the new position would lie in the org chart. So we've

[1:56:53] Voice 14: heard from trustees in the past that sometimes they have difficulty understanding what a staff

[1:56:58] Voice 14: will be undertaking in terms of their work and so having a draft job description can help meet that

[1:57:03] Voice 14: need. So we're suggesting that that be a guideline that's embraced. Ultimately guidelines are left

[1:57:10] Voice 14: It's a political decision, so it's left to this group to recommend to Trust Council and left to Trust Council to approve what guidelines you'd like to set for next budget year.

[1:57:19] Voice 14: So we'd look to your direction for that.

[1:57:21] Voice 14: I'll leave my comments there, noting that we're at our break time.

[1:57:26] Voice 14: If there's anything, any questions I should address prior to the break, happy to do so, Chair, but I'll leave that up to you.

[1:57:32] Trustee Fast: Okay, thank you.

[1:57:33] Trustee Fast: So before we get to the discussion, do people have questions or clarifications to ask before we break in a couple of minutes?

[1:57:43] Trustee Fast: Trustee Peterson?

[1:57:45] Voice 6: Thank you, Chair.

[1:57:46] Voice 6: On page 129 under number 6, it's assumed that jurisdictions 763 and 764 remain appropriate representation.

[1:57:58] Voice 6: presentation could you just let us know what um those jurisdictions are because i couldn't find

[1:58:05] Voice 6: them looking up yes

[1:58:07] Voice 14: great question um if memory serves it's gabriel and salt spring okay

[1:58:13] Voice 6: and then

[1:58:14] Voice 6: um under the office facilities uh this is uh for galliano says uh discussions will take place with

[1:58:29] Voice 6: galliano trustees and just um is it safe to assume that that's just going to show up on a galliano

[1:58:37] Voice 6: ltc agenda um

[1:58:43] Voice 14: i am unsure to be honest um what we've seen in past is a conversation uh behind

[1:58:49] Voice 14: the scenes with the local trustees and the chair um we do this term see one trustee that's using

[1:58:56] Voice 14: that space uh much more than the other i think there may be one trustee who's not using it

[1:59:01] Voice 14: And so the request usually is coming from one of the trustees.

[1:59:05] Voice 14: If there's one trustee that's using the space, certainly an individual trustee can advance that, and then it becomes consideration for this group and trust council.

[1:59:14] Voice 6: Okay, but in the absence of a trustee requesting it, or if that conversation is going to just take place, are you going to initiate that? I'm just curious.

[1:59:25] Voice 14: I usually do. I reach out to the trustees to see if there's still interest in maintaining the space and putting in the request.

[1:59:32] Voice 6: Okay. And then finally, under 27, similar, it's the SWPA fund for Salt Spring. Would you also be reaching out to Salt Spring trustees around that piece?

[1:59:49] Voice 14: So I don't reach out to the trustees on SWPA. So that's something that the staff who support the local trust committee will be advancing as part of budget discussions. And it will be up to the LTC to give direction on that front.

[2:00:00] Voice 6: Okay, thank you very much.

[2:00:01] Trustee Fast: Thank you, everybody.

[2:00:02] Trustee Fast: And seeing as how it's just afternoon, I'd like to break now until 12.30 your time, 3.30 my time.

[2:00:13] Trustee Fast: And I see Trustee Patrick and Getty are on the list for when we come back with your questions for staff and Boland and maybe more.

[2:00:24] Trustee Fast: um but meanwhile i'd like to uh break properly so everybody can have a proper break and get some

[2:00:30] Trustee Fast: good nutrition and perhaps a breath of fresh air maybe touch some grass all that kind of good thing

[2:00:36] Trustee Fast: and uh we will be back at um 12 30 thank you okay hello hello i'm hoping that most of us are back

[2:29:00] Trustee Fast: the screen is there i'm gonna see if i can see everybody i don't know if i can

[2:29:07] Trustee Fast: And noop. Can somebody tell me, are most of us back? I see Judy.

[2:29:22] Trustee Patrick: Looks like everybody but Trustee Boland is back.

[2:29:26] Trustee Fast: Okay, thank you very much. Thanks, Nancy.

[2:29:30] Trustee Fast: And yeah, I forgot to introduce staff at the beginning and trustees, but thank you, our professional staff.

[2:29:38] Trustee Fast: Okay, I'm back in the group here.

[2:29:44] Trustee Fast: Here and next on our questions for staff, we're resuming about item 7.5, which is the draft budget assumptions principles guidelines.

[2:29:54] Trustee Fast: And we had a presentation. We're hearing questions now from.

[2:30:00] Trustee Fast: staff and, sorry, questions for staff. So next on the list is Trustee Patrick. If you're there,

[2:30:06] Trustee Fast: please go ahead. I am here.

[2:30:09] Trustee Patrick: My question is more sort of related to item 26, which is on page 135,

[2:30:15] Trustee Patrick: is our LTC-specific reserve fund. And I know we just talked about the elections and how we can't

[2:30:22] Trustee Patrick: avoid the elections, and it's a $200,000 item. Where would be the time to talk about how to set

[2:30:29] Trustee Patrick: set up other strategic funds, like, you know, an election strategic fund where we put $50,000 a

[2:30:34] Trustee Patrick: year into it so that it's not a big $2,000 hit in the fourth year. Would this be the place to

[2:30:41] Trustee Patrick: set those principles, or would there be other times or methods in which we would raise those,

[2:30:46] Trustee Patrick: like reserve funds? Director Bobbs?

[2:30:51] Voice 14: I think that topic can be raised at any point.

[2:30:55] Voice 14: Certainly, it's appropriate to raise it during any budget discussion, as of course, it does relate to

[2:31:00] Voice 14: the ability to sort of smooth out tax increases in particular years it would be something under

[2:31:07] Voice 14: our reserves and surplus policy those funds need to be recommended by the CAO approved by this

[2:31:13] Voice 14: group and then approved by trust council prior to their formation and those funds are typically

[2:31:18] Voice 14: seeded with money from the general surplus fund it doesn't need to be a significant amount so we

[2:31:24] Voice 14: don't need to worry too much about that and then of course funding would be ongoing if that's the

[2:31:28] Voice 14: the intention um so certainly if you'd like to consider that and make a recommendation that um

[2:31:34] Voice 14: trust council direct staff to take on consideration of that now would be a good time thank you

[2:31:40] Trustee Fast: director mobs i've got a similar question but i'll put myself down lower uh i've got uh uh trustee

[2:31:48] Trustee Fast: getty thank

[2:31:50] Voice 8: you so number 14 on uh page 131 trustee remuneration um the um governance

[2:31:59] Voice 8: committee had put this as a priority from the governance review and we had a business case

[2:32:05] Voice 8: last year and got budget and i understand that that research is going to be done uh the end of

[2:32:11] Voice 8: this year in the next few months so is that a um an assumption for the next for this uh fiscal

[2:32:21] Voice 8: policy that we're trying to set up um there may be changes to the guiding policy

[2:32:28] Voice 8: Well, it's hard to know. I mean, the policy itself may not change, depending on what we think about how to get the comparisons, but I'm not sure if that fits in. It seems to me that it's a budget item that will be coming up this year and not many other years, and whether that fits in this document.

[2:32:56] Voice 14: Yes, so you're right. The work to take a look at remuneration values is taking place this fiscal year.

[2:33:03] Voice 14: Implementing any changes to remuneration would always take place at the start of a new council term,

[2:33:08] Voice 14: and I'll need to refresh my memory as to whether or not it's the start of the first fiscal year in a new term.

[2:33:15] Voice 14: You know, I think a policy could look at it either way, and you're right, we don't have the results of that work yet,

[2:33:21] Voice 14: so it's hard to know whether or not

[2:33:22] Voice 14: there will be changes.

[2:33:25] Voice 14: I do think any, if there are any changes to that policy and it's going to take place at the very start of a new term, it should be something noted in here. So that's a good point. And I think I should acknowledge that in this document.

[2:33:39] Voice 8: If I may, if

[2:33:40] Voice 8: I may, the principle we were working on was that we would be able to advertise to the people that were standing for election what the salary would be.

[2:33:58] Trustee Fast: Okay, thank you very much. I think the question is, will we have those numbers in time? But I assume that Director Mobs doesn't have any particular answer for you there. Okay, I'm going to go on now to Mairead Boland. Mairead, you had your hand up before the break. Go ahead.

[2:34:17] Voice 13: Sure, thanks. Actually, in addition to advertising the salary, I think it would be very interesting if each trustee did an estimate of time spent on trust matters to put with that salary in order to attract or repel interested people.

[2:34:37] Voice 13: So, but the question I have is twofold. Number 13, prior year budget guideline that we would, that funding for salary benefit costs arising from job description changes must be provided with existing budgets.

[2:34:56] Voice 13: I think that was introduced because there was a year when there was a whole shift around in people and job grades, etc.

[2:35:05] Voice 13: But how is this affected in that?

[2:35:12] Voice 13: How do you get those changes within the existing budgets?

[2:35:18] Voice 13: And should we have this again this year?

[2:35:22] Trustee Fast: Director Moffs?

[2:35:23] Voice 13: So in

[2:35:25] Voice 14: order to realize a budget guideline like that, we would be looking to staff vacancies, the savings from staff vacancies to offset any increases in costs for staff who may move upward in classification.

[2:35:37] Voice 14: There's also opportunity to limit staff overtime in any particular business unit that would help to offset those costs.

[2:35:45] Voice 14: So it is it's workable. It does take some intentional planning and consideration by the directors of each team.

[2:35:51] Voice 14: It also actually, you know, I say it's workable. It also, I guess, depends a little bit on how many movements there might be within a particular business unit and what those movements are.

[2:36:02] Voice 14: So if there are a union position that were pulled out of the union and made excluded, we might see a higher jump than we otherwise would.

[2:36:08] Voice 14: But that's how we would generally achieve that. And whether

[2:36:11] Voice 13: or not you think it's

[2:36:12] Voice 14: appropriate for next fiscal year is ultimately at your discretion.

[2:36:15] Voice 14: so

[2:36:16] Voice 13: if i wanted that introduced this year as well i would just make a motion to that effect

[2:36:21] Voice 13: shortly when we get around to um proposing amendments and with respect to the overtime

[2:36:28] Voice 13: i did think about that because i thought what if you uh made it mandatory i don't know if that's

[2:36:35] Voice 13: possible even that overtime can only be compensated by time off in lieu um is that possible even

[2:36:45] Voice 13: would it be useful or not um

[2:36:50] Voice 14: so we look to um the union agreement and provincial guidance

[2:36:54] Voice 14: um to help with that information um i don't believe it's possible for us to restrict that

[2:36:59] Voice 14: we it is something that um staff can do and we do see that happen quite a bit um but i don't

[2:37:06] Voice 14: believe it's something that we can restrict but

[2:37:08] Voice 13: you did say we could actually restrict over time

[2:37:13] Voice 13: um okay yeah

[2:37:15] Voice 14: that's right so overtime is something that always needs to be approved

[2:37:19] Voice 14: by a staff supervisor director we do have discretion to approve or deny overtime it

[2:37:25] Voice 14: does influence the ability or our ability to achieve work particularly in times of high

[2:37:32] Voice 14: deadlines or if there is public meetings that are planned on a weekend for example or information

[2:37:38] Voice 14: meetings staff would be required to incur over time to assist with those so it certainly would

[2:37:44] Voice 14: limit us.

[2:37:45] Voice 13: Sure and then another question in the same vein is in the past so you know we add in

[2:37:54] Voice 13: business hours to the business cases now but we don't actually generally as far as I remember

[2:38:03] Voice 13: provide an average cost for those hours in order to turn it into money which is easier to deal with

[2:38:11] Voice 13: in most people's minds and is it possible to do that so

[2:38:19] Voice 14: you're right right now the business cases

[2:38:21] Voice 14: have a section for staff resources and generally staff are filling that in to talk about which

[2:38:26] Voice 14: staff will be involved in particular work they might be estimating the hours which they're

[2:38:30] Voice 14: are meant to do there's no translation of that into cost it's um the ability to translate it

[2:38:37] Voice 14: into cost is there but it does depend on uh you know how reliable the estimates are for staff

[2:38:45] Voice 14: hours um and it would take some additional time to identify which staff are working on something

[2:38:50] Voice 14: at which level to understand their salary

[2:38:52] Voice 7: yeah

[2:38:53] Voice 14: i was reading quickly oh has popped on maybe he has

[2:38:55] Voice 14: additional things to add i'll let him raise his hand if he does

[2:38:58] Voice 13: i have seen in the past where you

[2:39:01] Voice 13: know you estimate the job grade or position that will undertake the work and there's some sort of

[2:39:06] Voice 13: approximate number for that it doesn't have to be very detailed but it would be incredibly useful

[2:39:12] Voice 13: and especially going forward as we implement the time tracking software because then you would have

[2:39:18] Voice 13: a kind of compare and contrast so yeah thanks very much thanks thank you trustee thank you

[2:39:23] Trustee Fast: Trustee Boland. I think we're getting into operational kind of fine tuning here that

[2:39:30] Trustee Fast: staff do, and particularly perhaps our CAO. Anyway, CAO Brawny, did you have something you

[2:39:36] Trustee Fast: wanted to say?

[2:39:37] Voice 2: Thank you, Chair. I'll just briefly add to that. Well, I think there is value in sort

[2:39:41] Voice 2: of quantifying the cost of time for a particular project. It really only becomes particularly

[2:39:47] Voice 2: germane to a budget conversation when you're looking at additional costs that may be incurred

[2:39:51] Voice 2: due to things like overtime right so it's the time allocation and are we making the best use

[2:39:56] Voice 2: of the time we are paying people for for their you know 35 hour week um is one thing but it doesn't

[2:40:03] Voice 2: necessarily those people are going to be paid for their their regular hours anyway um where it

[2:40:08] Voice 2: becomes particularly acute as if we're looking at assessing additional impact due to things like

[2:40:12] Voice 2: overtime um and so that's where i i agree particularly for a business case if that if

[2:40:17] Voice 2: If it's anticipated that delivering that work in a particular timeline may necessitate overtime, then that definitely needs to be factored into the overall cost of that business case.

[2:40:28] Trustee Fast: Thank you. Yeah, that's a good reminder for me that we're talking about business cases here, not day-to-day operations.

[2:40:35] Trustee Fast: So apologies, Trustee Boland, and I'm going to put myself now on the list here because I wanted to just express my support for the new idea that comes from the Islands Trust Conservancy Board and Executive Committee.

[2:40:54] Trustee Fast: So I'm looking at the bottom of page 127, and this is the motion to develop indicators of ecosystem health using geographic information systems.

[2:41:10] Trustee Fast: And to me, coming from financial planning, where we're looking at guiding assumptions, principles, guidelines, this is the big picture kind of idea of are we going to have indicators of ecosystem health?

[2:41:26] Trustee Fast: Are we going to have some evaluation of how are we doing?

[2:41:30] Trustee Fast: I would like to gather some data that all kinds of parties can use

[2:41:36] Trustee Fast: to look at the work of the Islands Trust, understand it better,

[2:41:42] Trustee Fast: and not have the conflicting claims of this and that kind of ideas being good or bad.

[2:41:53] Trustee Fast: I would like us to do that work.

[2:41:56] Trustee Fast: So this, I think, would mean asking for a business case, or could we add an assumption here that, I guess I'm asking Julia here, what would be the best way for us to add that new idea from the bottom of page 127 to the work?

[2:42:23] Trustee Fast: And I'll just add one thing is regarding ecosystem health, Federation of Canadian municipalities today sent or yesterday sent a letter to the federal government about federal budget system, including alongside housing measures, etc.

[2:42:43] Trustee Fast: budget 2025 should advance the building blocks other building blocks of strong resilient

[2:42:48] Trustee Fast: communities including scaled up climate resilient infrastructure funding to prepare for extreme

[2:42:54] Trustee Fast: weather they're talking about funding but i think what we have on the island is green infrastructure

[2:42:59] Trustee Fast: that helps us prepare for extreme weather including drought and wildfires and things

[2:43:07] Trustee Fast: like that so it seems to me to be support that's to me like support for the idea of

[2:43:16] Trustee Fast: indicators of ecosystem health and that we should develop those um julia what's the best way to

[2:43:22] Trustee Fast: incorporate this motion from islands trust conservancy board and executive committee

[2:43:28] Trustee Fast: into the assumptions principles and guidelines i just couldn't think of how to do that so i believe

[2:43:36] Voice 14: this resolution is tied to an item in the strategic plan related to indicators of ecosystem

[2:43:44] Voice 14: health. So my understanding is there's going to be a business case coming forward related to that

[2:43:49] Voice 14: topic anyway. Financial Planning Committee could support or could express support for the

[2:43:55] Voice 14: Conservancy's resolution and perhaps offer up some suggestions on whether or not this work should be

[2:44:02] Voice 14: prioritized over other work in the event that there are budget pressures um and so of course

[2:44:07] Voice 14: that's at your discretion whether or not you do feel it should be prioritized or not but that

[2:44:11] Voice 14: would be one way to express support um i would look to director freighter to correct me if i'm

[2:44:16] Voice 14: wrong that there will already be a business case associated with this going forward

[2:44:21] Trustee Fast: director freighter thank

[2:44:22] Voice 15: you there will be later in the budget cycle it has not yet been started

[2:44:26] Voice 15: um so simply we're recommending a certain amount of money be added to the budget and then a

[2:44:30] Voice 15: A more detailed business case will follow later in the year or early in the new year.

[2:44:35] Trustee Fast: Okay, that's great then.

[2:44:39] Trustee Fast: And maybe we can wait until we see the business case.

[2:44:42] Trustee Fast: And that's great.

[2:44:44] Trustee Fast: It's already going ahead.

[2:44:45] Trustee Fast: I wasn't sure how to attract that.

[2:44:50] Trustee Fast: Okay, then I'm going to, I've taken my hand down, and I'm going to go on to a first-time speaker, Trustee Elliott.

[2:44:59] Trustee Elliott: Oh, thank you.

[2:45:01] Trustee Elliott: Yes, thank you.

[2:45:02] Trustee Elliott: I was in both the ITC Executive Committee meeting, so this is on that item, and then Trust Programs Committee.

[2:45:09] Trustee Elliott: And as Director Frater said, there's going to be, I think, a multi-year approach to this whole piece, which would support programs and education and communication, as well as working with other agencies.

[2:45:27] Trustee Elliott: So I do want to see us put forward a recommendation to Trust Council on putting together a resolution to that effect to add, would it be a principle in the development of the 2026-27 budget to support geographic information systems or that kind of wording as per the resolution?

[2:45:51] Trustee Elliott: Is that a principle or a guideline, Director Bobbs?

[2:45:58] Voice 14: I'd say more of a guideline and principle, but also I don't think we need to specifically identify which bucket it falls into.

[2:46:04] Voice 14: I don't think that's necessarily relevant.

[2:46:06] Voice 14: You can simply state the support that you'd like to express.

[2:46:10] Trustee Fast: Thank you.

[2:46:11] Trustee Fast: Then I'll look forward to your motion, Trustee Elliott, when you get to that point.

[2:46:16] Trustee Fast: And I'm going to move on down the speaker's list.

[2:46:18] Trustee Fast: These are people with questions.

[2:46:19] Trustee Fast: I'm putting myself back on the list again as well.

[2:46:23] Trustee Fast: If I put my hand up, I can't see all the hands.

[2:46:26] Trustee Fast: And so, excuse me, I'm going to have to just add myself after Trustee Patrick.

[2:46:30] Trustee Fast: So, Trustee Boland, you had another question?

[2:46:34] Voice 13: I would prefer to see an infrastructure reserve fund created to address things like this GIS information system, which is a huge piece of work.

[2:46:45] Voice 13: Nobody loves an indicator or a map more than I do.

[2:46:48] Voice 13: But what I would really love is a better way to share plain, ordinary staff reports and other information other than through giant agendas.

[2:46:58] Voice 13: We've discussed this before, and I think it's a huge and urgent problem.

[2:47:03] Voice 13: And I did you.

[2:47:06] Trustee Fast: Did you have. Is that part of this discussion here?

[2:47:10] Trustee Fast: Is it something that you saw?

[2:47:11] Trustee Fast: I think

[2:47:12] Voice 13: an infrastructure reserve fund would be terrific.

[2:47:17] Voice 13: And I think that would begin to address some of these bigger capital investment issues.

[2:47:23] Voice 13: Thank you.

[2:47:26] Voice 13: Trustee Patrick.

[2:47:31] Trustee Patrick: On this topic, I know one of the conversations we were having regarding the robust data systems

[2:47:40] Trustee Patrick: and the ability to do this tracking is that data has a lifespan that we know.

[2:47:50] Trustee Patrick: So certain indicators require mapping on some frequencies and things.

[2:47:55] Trustee Patrick: And we were talking about supporting the system through some kind of a plan,

[2:48:01] Trustee Patrick: a long-term management plan, so to speak, for making sure we do maintain that.

[2:48:06] Trustee Patrick: that so that i'm wondering if we look at like our fresh water strategy and other things that we have

[2:48:12] Trustee Patrick: do we need a principle or guideline that you know one i'd find separately i absolutely encourage

[2:48:20] Trustee Patrick: having long-term plans to support these because then we know expenses are coming but would we not

[2:48:26] Trustee Patrick: want to have a principle or guideline that then sort of indicates support for those so that we're

[2:48:31] Trustee Patrick: sort of laying the ground that that's the right way to go forward is to have these longer-term

[2:48:35] Trustee Patrick: plans so that we're not just waiting 10 years and then updating some data, that we plan to update

[2:48:41] Trustee Patrick: the data. And if we plan in that way, then we should be putting favor in our budgets to

[2:48:48] Trustee Patrick: supporting those plans. So would we need a principal?

[2:48:53] Trustee Fast: Thank you. It sounds to me that

[2:48:55] Trustee Fast: But rather, infrastructure reserve fund could be sort of data and web resources reserve fund, something like that, or GIS and data reserve fund, because I agree with those suggestions.

[2:49:16] Trustee Fast: And my question for Julia Mobs is, in the terms of reference for this committee, which you can tell I've been looking at, under budget and financial planning, it says facilitating council's involvement in preparation of a three-year operational and capital budget plan.

[2:49:34] Trustee Fast: Is there a reason that it's three years and not five years, as Bowen Island Municipality does, and I think many other municipalities do, five years?

[2:49:43] Trustee Fast: years. I don't know if you've got an answer. I should have probably sent this in ahead of time,

[2:49:49] Trustee Fast: but I'm only bringing it up because it relates to the reserve fund idea and saving up money and

[2:49:56] Trustee Fast: thinking more long term around these longer, more complex ideas. Julia?

[2:50:04] Voice 14: So I am not sure why the terms of reference chose three years instead of five. We do prepare the

[2:50:11] Voice 14: a five-year financial plan. You'll recall that's what's approved each year in March. And so we do

[2:50:16] Voice 14: have a forward-looking approach to finances where we have information to rely on. So that is one of

[2:50:23] Voice 14: the challenges with our forward-looking plans is having longer-term plans that are well-informed

[2:50:30] Voice 14: and detailed and actually have costs assigned in order to inform those forward-looking plans to

[2:50:36] Voice 14: with great detail um that same challenge exists when we are contemplating the oops

[2:50:45] Trustee Fast: i think i've

[2:50:47] Trustee Fast: lost your sound can can anybody else hear julia no thank you julia we've lost your audio

[2:50:57] Trustee Fast: if you can hear us she's saying one moment please okay from the lip readers among us

[2:51:11] Voice 14: I think I'm back. Am I back?

[2:51:12] Voice 14: Yes. Yes. Thank you. Please go ahead.

[2:51:15] Voice 14: Great. Sorry, folks. I don't know why the audio cut out on me. I had to reconnect.

[2:51:20] Voice 14: I was mentioning that part of the challenge with doing the analysis for an establishment of a reserve fund and how much to particularly feed it with and fund it with over time is actually having that longer term information.

[2:51:34] Voice 14: So we need the plans to understand whether or not a reserve fund is worth it and how much to actually put into that reserve fund initially and moving forward.

[2:51:42] Voice 14: And so I think the creation of reserve funds probably deserves its own conversation.

[2:51:48] Voice 14: conversation um where it relates particularly to next year's budget is if a reserve fund was

[2:51:56] Voice 14: desired and established and therefore funds were going to transition into that reserve fund next

[2:52:01] Voice 14: year that um essentially would influence how much available surplus there is to fund next year's

[2:52:07] Voice 14: budget so they are related um but perhaps might be worth a distinct conversation thank you which

[2:52:13] Voice 14: we could place on a future

[2:52:14] Trustee Fast: agenda if you'd like thank you could you do that that would that would

[2:52:18] Trustee Fast: would be great because i think it would be good for us all to kind of understand them uh as well

[2:52:23] Trustee Fast: better and i know that the honest trust conservancy of course they're very long term and they have

[2:52:29] Trustee Fast: five-year plans and things like that so i'm the three-year kind of stuck out to me as an anomaly

[2:52:34] Trustee Fast: i thought i might be missing something we'll see what the uh uh cao comes up with in his

[2:52:39] Trustee Fast: operational review and maybe there'll be something there okay thank you i'm going to go on now to

[2:52:44] Trustee Fast: Trustee Getty?

[2:52:46] Voice 8: I'm wondering if the discussion about the recommendation from Conservancy and

[2:52:51] Voice 8: Executive is and should be specific under strategic plan projects and a larger discussion

[2:53:00] Voice 8: or a wider discussion in terms of what are the strategies and the projects that we want to

[2:53:06] Voice 8: emphasize in the next fiscal and you know or three-year plan or five-year plan or whatever

[2:53:12] Voice 8: in terms of, it's a mixed bag in terms of an ongoing research project and reserve funds.

[2:53:21] Voice 8: But I think I'd also like a wider discussion on what are the priorities for the strategic plan.

[2:53:29] Voice 8: And I think that we need to keep that in mind as we plan our resources.

[2:53:37] Trustee Fast: Thank you, Trustee Getty.

[2:53:38] Trustee Fast: Eddie. I think all of us, strategic plan projects, I'm sure staff are going to be bringing that to

[2:53:46] Trustee Fast: us kind of broken out. This is just the broadest kind of what are the principles behind it, but I

[2:53:52] Trustee Fast: take your point. And I think it'll be good to have the discussion about creating reserve funds

[2:54:00] Trustee Fast: as well. Seeing no other hands up at the moment, I had another one. I was wondering about

[2:54:06] Trustee Fast: Quote number 24 on the list, the pre-budget survey, staff have say there FPC should recommend

[2:54:21] Trustee Fast: and TC should decide what weight the feedback will carry in terms of shaping the 2026-27 budget.

[2:54:29] Trustee Fast: I'm not sure the words to put in here, but I think we should recommend that Trust Council

[2:54:36] Trustee Fast: also consider it um but what what kind of weight i don't know i would say full weight myself because

[2:54:44] Trustee Fast: this is feedback that um the public gave us with their life energy and their i mean their time and

[2:54:52] Trustee Fast: their background and their um they're part of our canadian uh participatory democracy along with our

[2:55:01] Trustee Fast: professional staff and us the elected folks. So how would we describe that weight? I think it

[2:55:06] Trustee Fast: should be full weight. And what would be useful as a recommendation here? I don't think full is

[2:55:16] Trustee Fast: probably the best word. I wonder, Director Mobs, if you have a suggestion as to what kind of

[2:55:24] Trustee Fast: indication should we give about the weight of the feedback? I think I've heard general support for

[2:55:30] Trustee Fast: it here um

[2:55:33] Voice 14: so i know trustee elliott has been working on this uh over the break time so she

[2:55:38] Voice 14: she may have something to offer but in general terms um financial planning committee should

[2:55:42] Voice 14: recommend whether or not um the feedback should influence the budget at all um or whether or not

[2:55:50] Voice 14: it should be limited um in its utility in shaping the budget um and should not take priority above

[2:55:56] Voice 14: sort of other established plans like the strategic plan um so certainly you know it's up to the

[2:56:02] Voice 14: committee to make the recommendation as to the weight um you want to give that

[2:56:05] Trustee Fast: okay thank you

[2:56:07] Trustee Fast: that's helpful just in terms of the the kind of how to break it down all right well i'm going to

[2:56:11] Trustee Fast: go then to uh trustee elliott i don't know if this is what you want to talk about but you're

[2:56:15] Trustee Fast: next on the list please go ahead thank

[2:56:20] Trustee Elliott: you chair uh i did send in two motions um related to this

[2:56:26] Trustee Elliott: one so if it's appropriate we could look at those now Robert do you have those I

[2:56:40] Trustee Elliott: did send them to the whole committee but I'll just read it out so I guess I don't

[2:56:47] Trustee Fast: think Robert is excuse me I don't think Robert gets things that are sent to the

[2:56:51] Trustee Fast: committee so I've include Roberts email

[2:56:56] Trustee Elliott: okay

[2:56:57] Trustee Fast: great but

[2:56:59] Trustee Elliott: okay I could just read

[2:57:01] Trustee Elliott: Read them out.

[2:57:03] Trustee Elliott: So the first is that the pre-budget survey report materials

[2:57:07] Trustee Elliott: be forwarded to Trust Council.

[2:57:08] Trustee Elliott: That was the earlier resolution.

[2:57:14] Trustee Elliott: And whereas the results of the 2026-27 pre-budget survey

[2:57:19] Trustee Elliott: did not reach statistical significance in terms of response rate,

[2:57:23] Trustee Elliott: the Financial Planning Committee recommends Trust Council limit

[2:57:26] Trustee Elliott: the influence of the public feedback received in determining

[2:57:29] Trustee Elliott: in the 2026-27 budget, assumptions, principles, and guidelines, and that Trust Council's budgets

[2:57:35] Trustee Elliott: should rather prioritize planned activities, planned initiatives identified in Trust Council's

[2:57:41] Trustee Elliott: 2025-28 strategic plan. And this, so my view is, I guess, different than yours, Chair.

[2:57:52] Trustee Elliott: I, you know, reading through the comments, there's a lot there, and it's from a very

[2:58:00] Trustee Elliott: many points of view that are extremely valuable and obviously invested that they took the time

[2:58:05] Trustee Elliott: to fill out the survey. But taken as a whole, I think it should be used with

[2:58:13] Trustee Elliott: some limits because otherwise we risk going off in other directions or directing work because

[2:58:23] Trustee Elliott: Because there's one or two comments, but it's not enough to really substantially affect our budget process.

[2:58:32] Trustee Elliott: If we don't have any confidence in the results, we could also state that we recommend Trust Council not rely on the public feedback received to shape the budget assumptions, principles and guidelines for the next year.

[2:58:43] Trustee Elliott: So this is my preferred motion, that Trust Council limit the influence it's going to give or the weight to that public feedback.

[2:59:00] Trustee Elliott: Well, although it's valuable, yeah, it's not representative enough to seriously reshape how we develop our budget.

[2:59:11] Trustee Elliott: Thank you.

[2:59:13] Trustee Fast: Okay, thank you.

[2:59:14] Trustee Fast: Thank you. Yeah, it's one component, isn't it? That's a way better way of, I was struggling with words. Okay. And Robert, if you could make that a tiny bit bigger, then I'll be able to see it better. Oh, thank you. Very good. Okay, so we have a motion. Can I just ask you to, if you're sure that that's what you want it to say, Trustee Toby Elliott, Trustee Elliott, you can, you can move it.

[2:59:44] Trustee Fast: I

[2:59:45] Trustee Elliott: move that. Whereas the results of the 2026-27 pre-budget survey did not reach statistical significance in terms of response rate, Financial Planning Committee recommends

[3:00:00] Trustee Elliott: recommends Trust Council limit the influence of the public feedback received in determining the

[3:00:05] Trustee Elliott: 2026-27 budget assumptions, principles, and guidelines, and that Trust Council's budget

[3:00:10] Trustee Elliott: should rather prioritize planned initiatives identified in Trust Council's 2025-28 strategic

[3:00:15] Trustee Elliott: plan.

[3:00:16] Trustee Fast: Thank you. Okay. Now, before we have a seconder, can I ask staff, is there any

[3:00:23] Trustee Fast: clarification that is needed there to make this into the most useful um motion not seeing any

[3:00:33] Trustee Fast: staff hands go up so i'm going to uh see whether any trustees want to weigh in on this uh motion

[3:00:44] Trustee Fast: before we second it trustee boland it's

[3:00:49] Voice 13: about this motion um i don't think it's i'm talking

[3:00:52] Voice 13: about this motion i don't think it's appropriate at all we have forwarded the information to trust

[3:00:59] Voice 13: council and it's going to be discussed very shortly um in a matter of weeks and the question

[3:01:07] Voice 13: of it being statistical or not is there fair enough you know numbers are numbers but you know

[3:01:13] Voice 13: there are a lot of opinions there and a lot of content okay

[3:01:17] Trustee Fast: can i ask you to hold that this is

[3:01:19] Trustee Fast: discussing uh until we've got it moved and seconded so one second um and secondly i don't

[3:01:27] Trustee Fast: think we've forwarded the results survey results yet um i think we held that from the beginning

[3:01:34] Trustee Fast: we were going to discuss it down here so well

[3:01:37] Voice 13: maybe that that we should have that so we should

[3:01:42] Voice 13: have that motion instead of this one thanks okay thank

[3:01:47] Trustee Fast: you uh suggestions for the wording of the

[3:01:49] Trustee Fast: The motion that Trustee Elliott has put on the table, especially welcome now, Trustee Getty.

[3:01:59] Voice 8: Sorry, I was going to speak to the motion, but I'm satisfied with the wording.

[3:02:04] Voice 8: If you are ready to have a seconder, I can do that.

[3:02:06] Trustee Fast: Okay, then let's go ahead and have a seconder.

[3:02:09] Voice 8: Well, Trustee Peterson just...

[3:02:10] Trustee Fast: Oh, yeah. Okay, Trustee Peterson.

[3:02:15] Voice 6: Yeah, so I do have a little bit of concern with the wording.

[3:02:18] Voice 6: I think I would have an easier time supporting it if the motion ended at guidelines.

[3:02:24] Voice 6: um because uh there's some considerations around that last line that i'm not entirely sure

[3:02:33] Voice 6: that i think i want to support adding into this motion so just for consideration

[3:02:37] Voice 6: thank

[3:02:38] Trustee Fast: you uh trustee elliott would you consider severing this motion into two exactly where

[3:02:45] Trustee Fast: um it's marked there uh staff barlow's got it marked there's sort of two separate motions

[3:02:52] Trustee Fast: and um okay um it hasn't if it hasn't been seconded then okay thank you no it hasn't

[3:03:01] Trustee Fast: been seconded yet so we could sever here okay thank you into two so this particular motion

[3:03:10] Trustee Fast: should just end at guidelines yeah with a period good okay and we'll come back for the second part

[3:03:20] Trustee Fast: because it's also been moved um okay and uh do uh trustee getty are you still up for

[3:03:33] Trustee Fast: i'm just going to go to trustee graham before i come to you judy for a seconder uh trustee graham

[3:03:40] Voice 11: thank you chair oh i was i was going to second but i'm quite happy to defer to trustee getty

[3:03:46] Trustee Fast: arguing about seconding I think we'll uh uh trustee Getty you seconding the motion

[3:03:53] Trustee Fast: sure okay thank you we're being too nice here okay so we've got a motion moved and seconded

[3:03:59] Trustee Fast: and a couple still to come and uh uh discussion on the motion I think we've had a start on that

[3:04:06] Trustee Fast: from uh trustee Boland trustee Graham your hand is still up would you like to speak to the motion

[3:04:10] Trustee Fast: I

[3:04:12] Voice 11: would like to speak of the motion. Thank you. And I appreciate this motion. I listened to the conversation earlier about the value of the survey results. And my analogy in my mind was there's 100 people in the room, but only one person is talking.

[3:04:28] Voice 11: blocking and so often we have uh we have our local trust committees and we have a a core of people

[3:04:34] Voice 11: that show up and it's all it's important to remember there's a lot of people that didn't

[3:04:38] Voice 11: show up and there's lots of comments and opinions all over the map i think the the statistics or the

[3:04:44] Voice 11: comments would be more valuable if they if they were if the majority uh were clear in their in

[3:04:51] Voice 11: their concern and it was the same concern but because it's it's pretty much all over the map

[3:04:55] Voice 11: you know we love the trust we hate the trust they spent too much money they should spend more money

[3:04:58] Voice 11: You know, it's all over the map. So it really, to me, its value is limited. And I like the fact that this motion really directs significance to the things that we have worked so hard on. And I think that's more valuable. Thank you.

[3:05:14] Trustee Fast: Thank you. Okay. Then I'm going to go down the list. If you can lower your hand, Trustee Graham, I'll go to Trustee Getty.

[3:05:22] Voice 8: Very similar to what Trustee Graham has just said.

[3:05:26] Voice 8: I think that when I was reading through the results, there were a number of the answers to the questions that were even in terms of strongly agree and strongly disagree.

[3:05:36] Voice 8: But in the comments, there's lots of really good information and ideas.

[3:05:39] Voice 8: is and i think that um you know we should present this to trust council but warn them and be clear

[3:05:46] Voice 8: in terms of um how it's statistically um question well limited in terms of the the effect that we

[3:05:55] Voice 8: can have on it or it can have on us on the budget so um i think that you know the the same thing in

[3:06:02] Voice 8: terms of of limiting it the number of times that we go through this exercise when we're not changing

[3:06:08] Voice 8: any of our assumptions, that it's good information and it's a good process, but I'm not sure the

[3:06:15] Voice 8: value of all of the effort that we're putting into it and the staff are.

[3:06:21] Trustee Fast: Thank you very much.

[3:06:23] Trustee Fast: I think I'm being persuaded. Okay. And remembering that we've got two other motions out there,

[3:06:28] Trustee Fast: that the survey results be presented to Trust Council and that the strat plan items be prioritized

[3:06:34] Trustee Fast: possibilities uh trustee patrick i think it's the wording

[3:06:40] Trustee Patrick: of of this i mean i both speakers who just

[3:06:43] Trustee Patrick: spoke and i agree that the survey itself sort of contradicts itself but it has it it it is of

[3:06:51] Trustee Patrick: limited use rather than saying that we have to limit its influence i think the results are what

[3:06:58] Trustee Patrick: the results are and if we go out and do public surveys and ask the public for their opinion and

[3:07:04] Trustee Patrick: they give it to us and then we go, we're not going to use it anyway, then why would they fill

[3:07:09] Trustee Patrick: out the next survey? Because we aren't going to listen to it. So to me, it plays, it has some

[3:07:18] Trustee Patrick: value. It got some comments back that give us something to think about. But if you want to

[3:07:23] Trustee Patrick: make a statement that at the end of the day, it doesn't really affect our decision-making

[3:07:31] Trustee Patrick: because it didn't provide clear it had limited results so um i think i'd vote against this

[3:07:36] Trustee Patrick: because i'm the way it's worded it just doesn't sound respectful of going out and asking the

[3:07:42] Trustee Patrick: public okay thank

[3:07:45] Trustee Fast: you very much uh trustee boland it's

[3:07:51] Voice 13: already in the in the serve in the survey

[3:07:53] Voice 13: results that we are going to forward to trust council there's a very good analysis and reflection

[3:07:59] Voice 13: on this by um staff member chloe and i think we're over egging the cake i mean we're sending this

[3:08:09] Voice 13: to people who are capable of reading that synthesis and coming to a conclusion and i

[3:08:15] Voice 13: don't think we need to make this motion again at all i prefer the motion to forward to trust council

[3:08:21] Voice 13: thank you okay thank you very

[3:08:23] Trustee Fast: much well i asked at the beginning uh i asked director mobs what

[3:08:28] Trustee Fast: What kind of recommendation would be useful for trust counsel from our committee?

[3:08:36] Trustee Fast: What weight?

[3:08:37] Trustee Fast: And this is coming in at medium as opposed to full or none.

[3:08:44] Trustee Fast: So I can support this motion.

[3:08:47] Trustee Fast: I think it's well worded, I think.

[3:08:51] Trustee Fast: And I think it's not saying don't pay any attention to it.

[3:08:56] Trustee Fast: it's like any budget survey, I think it can't be the driver. I've been convinced it's good

[3:09:04] Trustee Fast: discussion. And I'm wondering if I can see any more hands go up to discuss this

[3:09:10] Trustee Fast: moved and seconded motion before we vote on it. Is there anybody else who would like to discuss

[3:09:17] Trustee Fast: before I call the motion? Okay.

[3:09:21] Trustee Elliott: Oh, Trustee Elliott.

[3:09:24] Trustee Elliott: I, thank you, Chair. And I'm sorry for jumping in again. I just wanted to go back to

[3:09:29] Trustee Elliott: To Trustee Patrick's comment, you said something about that it's that the results are not strong enough that they shouldn't influence, but that the feedback should be considered.

[3:09:48] Trustee Elliott: I agree that we don't want to give the impression that we're seeking feedback and then we just dismiss it.

[3:09:54] Trustee Elliott: It's that the feedback we got was not strong enough to help us determine guidelines for the budget.

[3:10:06] Trustee Elliott: it so before we vote on it do we just want to is there support for a different motion that would

[3:10:16] Trustee Elliott: indicate um that the feedback received was um yeah i i just laura you kept you had some words

[3:10:30] Trustee Elliott: there that were i think key and i didn't um quite capture what it was but that might be a better

[3:10:36] Trustee Elliott: direction and in this case i would support that rather than this motion i just i really don't

[3:10:41] Trustee Elliott: want to give the impression that we're not listening to the public it's it's just how

[3:10:47] Trustee Elliott: much weight we give to that so okay

[3:10:50] Trustee Fast: thank you trustee elliott i think maybe the word

[3:10:53] Trustee Fast: heterogeneous or maybe that's not the best word but uh trustee patrick do you have an amendment

[3:11:02] Trustee Fast: that you would like to make for this motion?

[3:11:06] Trustee Fast: I'm just starting to not read statistics.

[3:11:12] Trustee Patrick: You could just say the financial committee

[3:11:15] Trustee Patrick: could not use the feedback

[3:11:20] Trustee Patrick: in amending the budget assumptions

[3:11:27] Trustee Patrick: and principles and guidelines.

[3:11:29] Trustee Patrick: It'd be more of a factual statement, that's all.

[3:11:32] Trustee Patrick: We couldn't use it. We discussed it, but it didn't affect the principal's assumptions. I don't know, something like that.

[3:11:43] Trustee Patrick: I

[3:11:46] Trustee Fast: hear you. And I'm wondering if you want to take a second to think about a motion.

[3:11:53] Trustee Fast: What's coming to my mind right now is that does financial planning committee want to refer the survey results be presented to Trust Council?

[3:12:03] Trustee Fast: I think we probably do, but that's another motion that we still haven't made yet, and I'm thinking that the wording around that might be combined, or I don't know.

[3:12:20] Trustee Fast: We've got a motion that's moved and seconded, and I think we should probably either pass it or defeat it.

[3:12:33] Trustee Fast: Trustee Getty, would you like to speak again?

[3:12:35] Trustee Fast: Yes,

[3:12:36] Voice 8: please. I think what we're saying is that it didn't provide strong direction one way or the other. So if we're talking about the results of the pre-budget survey did not reach statistical significance in terms of direction, financial planning recommends that it limits the influence.

[3:12:54] Voice 8: influence so i i'm all in favor of providing the information to trust council and i think that if

[3:13:00] Voice 8: we've taken the time to read through all of this and to consider it that this is what we're

[3:13:05] Voice 8: recommending and um that it doesn't give us uh enough strong feedback one way or the other but

[3:13:13] Voice 8: there's still lots of good information in there so um are you are

[3:13:18] Trustee Fast: you suggesting maybe an amendment

[3:13:20] Trustee Fast: for example,

[3:13:22] Voice 8: can we, would it work? Sorry, go ahead.

[3:13:27] Trustee Fast: Such as changing the words reach

[3:13:31] Trustee Fast: statistical significance in terms of response rate to provide significant direction. That's

[3:13:39] Trustee Fast: just some possible words for somebody. So

[3:13:43] Voice 8: if it was reached statistical significance in terms of

[3:13:47] Voice 8: direction.

[3:13:50] Trustee Fast: Okay. So

[3:13:51] Voice 8: are you

[3:13:53] Trustee Fast: moving an amendment?

[3:13:55] Voice 8: I'll listen to CAO Broney first.

[3:13:58] Trustee Fast: Oh, thank you.

[3:13:59] Trustee Fast: Go ahead, CAO.

[3:14:02] Voice 2: Thank you, Chair. Well, I'm sort of reluctant to interject in the midst of debating

[3:14:06] Voice 2: a motion. I did want to clarify, if it's helpful, what staff mean when we say that the results are

[3:14:11] Voice 2: not statistically significant. And all that means is that it doesn't invalidate the input that

[3:14:16] Voice 2: people took the time to provide us. Everybody who responded, their input and thoughts and

[3:14:21] Voice 2: comments and perspective is valid. All it means is that the results shouldn't be considered to

[3:14:26] Voice 2: be representative of the population of the trust area overall, because it's not enough people

[3:14:31] Voice 2: to really assume that that is a representative sample. But I think it's really important to

[3:14:36] Voice 2: score. And I know trustees understand this, but I think it's important for the public as we debate

[3:14:40] Voice 2: this point to not get the impression that we are in any way suggesting that the opinions we've

[3:14:45] Voice 2: received aren't valid they absolutely are it's just a question of the sample size doesn't allow

[3:14:49] Voice 2: us to apply that as representative of the population at all thank you thank

[3:14:54] Trustee Fast: you so maybe

[3:14:57] Trustee Fast: it's wishing to add a couple of words after response rate and or clear direction something

[3:15:06] Trustee Fast: i don't know anyway i'm going to go to trustee boland can

[3:15:11] Voice 13: we clarify what statistically uh

[3:15:13] Voice 13: significant sample size is, and perhaps even put that in here. And I also, you know, I feel strongly

[3:15:23] Voice 13: about this. There is a very strong direction given. It is exactly the same as was given by

[3:15:28] Voice 13: 1,100 respondents four years ago or three years ago. So, and there's a lot of good content. So,

[3:15:36] Voice 13: I would like clarity on what would be statistically significant, and I'd like that

[3:15:42] Voice 13: promulgated in this even in the report that we're going to forward to trust council thank you well

[3:15:49] Voice 13: there's a good

[3:15:49] Trustee Fast: question is there a staff person who would be able to answer what statistically

[3:15:55] Trustee Fast: significant response rate would be it's

[3:16:00] Voice 8: been 60 years since i took a stats course but it was

[3:16:03] Voice 8: seven percent i believe let's

[3:16:05] Trustee Fast: ask uh director mobs not

[3:16:10] Voice 14: entirely sure i want to say five percent maybe

[3:16:13] Voice 14: be. Our communications staff may have a better sense of that. But in terms of what is statistical

[3:16:21] Voice 14: significance, it really is the minimum response rate that's needed to extrapolate the data you

[3:16:26] Voice 14: receive to say it's representative of the population as a whole. Director Frater may

[3:16:32] Voice 14: have some updated info on statistical significance in the trust area. She turned her camera on.

[3:16:38] Trustee Fast: Thank you.

[3:16:39] Voice 15: I don't have hand.

[3:16:41] Voice 15: We did have that previously.

[3:16:43] Voice 15: I can dig back and find it, but not imminently.

[3:16:45] Voice 15: But yes, and it also depends on the margin of error that we're prepared to accept as well.

[3:16:50] Voice 15: Certainly, we had it previous survey interpretation.

[3:16:52] Voice 15: I don't have it at hand right at the minute.

[3:16:54] Voice 13: I do have an answer, which is, I believe, from statistical manuals, which is they do talk about percentages, but they also talk about the fact that over 1,000, it goes flat.

[3:17:05] Voice 13: so that over 1,000 in any population is significant

[3:17:10] Voice 13: because after that, it just doesn't gain direction.

[3:17:16] Voice 13: So we did have 1,100 before, and it agrees with the 300 now.

[3:17:21] Voice 13: So I just think I would rather that this whole discussion

[3:17:25] Voice 13: occurred at Trust Council.

[3:17:26] Voice 13: And I think we're making almost too much of it.

[3:17:30] Voice 13: You know, we ask people their opinion,

[3:17:34] Voice 13: and now we're trying to decide whether to consider that their opinions are worthwhile or not

[3:17:39] Voice 13: and I don't think that's appropriate here and I don't even think it's appropriate at Trust Council

[3:17:44] Voice 13: to limit the influence of the public feedback. Thank

[3:17:49] Trustee Fast: you Trustee Boland but I do see that

[3:17:51] Trustee Fast: staff recommend that FPC should recommend to Trust Council what weight the feedback will carry

[3:18:00] Trustee Fast: So that's the direction I'm taking from staff's request in the guidelines here. I'm on page 134. And I agree with you. I think we're overthinking it a little bit.

[3:18:16] Trustee Fast: I think we need to either, now we understand it better, we're not at statistical significance, that's a whole science and data-related work, and I don't, I think the point is, it's not no weight, it's not full weight, it's somewhere in the middle, and yes, I expect we will be discussing this at Trust Council.

[3:18:43] Trustee Fast: So maybe what we can do is deal with this motion that's been moved and seconded and see whether it passes and then move on.

[3:18:57] Trustee Fast: Because we've got we've taken quite a bit of time on this particular piece.

[3:19:01] Trustee Fast: And and I think it's time to direct the mobs.

[3:19:09] Voice 14: I think I'd agree chair you know if FPC doesn't have a recommendation one way or the other or

[3:19:14] Voice 14: can't agree on a recommendation you could forego that and leave the conversation up to

[3:19:18] Voice 14: trust council who of course is going to be forced to decide how much to rely on that information

[3:19:24] Voice 14: in setting the budget guidelines but as you mentioned you do have a motion that's moved

[3:19:28] Voice 14: and seconded on the floor and so we will have

[3:19:30] Trustee Fast: to take a vote. That's right and seeing no more hands

[3:19:33] Trustee Fast: going up thank you for putting your hand up director Mobs when a staff person puts their

[3:19:38] Trustee Fast: their camera on, I cannot see it. So an electronic hand is really useful to me or somebody letting me

[3:19:43] Trustee Fast: know that a staff person's turned their camera on. Okay, so I'm going to call the question on the

[3:19:49] Trustee Fast: motion that's been moved and seconded on the floor. There it is highlighted for us. Could those in

[3:19:55] Trustee Fast: favor, please raise your hand electronically. One, two, three, and I'm going to lower my hand.

[3:20:05] Trustee Fast: lower your hands please I

[3:20:09] Voice 14: think I counted five or five

[3:20:11] Trustee Fast: okay thank you and those opposed that's

[3:20:23] Trustee Fast: two opposed okay so the motion carries if I'm seeing every correctly thank you very much

[3:20:28] Trustee Fast: and then we had severed that motion so the second half of it has still been moved by uh trustee

[3:20:36] Trustee Fast: Elliott, that severed part. And there it is. Thank you. Is this what you mean to say,

[3:20:47] Trustee Fast: Trustee Elliott, now that it's severed? Does it have all the pieces you needed with it?

[3:20:53] Trustee Elliott: Thank you, Chair. I think a similar motion should be made, just in, I think it's in line with,

[3:21:02] Trustee Elliott: I'm just looking at what number it might have been. Somebody help me here. Planning services,

[3:21:10] Trustee Elliott: strategic plan projects 18 so 18 at the bottom of page 132 the trust council will resource any work

[3:21:17] Trustee Elliott: that's approved and prioritized in the 2024-28 strategic plan um and actually it should is it

[3:21:25] Trustee Elliott: 2024-28 yes so that should change um so we could look at the wording uh the wording of the suggested

[3:21:36] Trustee Elliott: resolution or guideline on page 133 is that Trust Council establish a 2025, I guess it would be

[3:21:44] Trustee Elliott: 26-27 budget guideline that considers any resourcing needs for strategic initiatives

[3:21:51] Trustee Elliott: from the strategic plan. So we could add in the words resource or prioritize initiatives

[3:22:00] Trustee Elliott: initiatives I identified in trust councils. And Robert, that should read 2024 to 2028 strategic

[3:22:07] Trustee Elliott: plan. I think it's fine, maybe prioritize, or maybe just resource would be a better word than

[3:22:18] Trustee Elliott: prioritize.

[3:22:21] Trustee Fast: Okay, so if that word can be changed to resource, I think that's what Trustee Elliott

[3:22:28] Trustee Fast: is saying. So this is the motion that you're moving? Subject to Director Mobb's

[3:22:34] Trustee Fast: Yes. Well, let's see.

[3:22:36] Trustee Fast: Let's see whether before it's seconded, let's see whether staff would find this useful or whether they have suggestions over the wording of the motion.

[3:22:44] Trustee Fast: Trustee Mobs or Director Mobs?

[3:22:50] Voice 14: No concerns with this wording. I actually had raised my hand previously when it indicated prioritize.

[3:22:57] Voice 14: Directions for prioritization may be better reserved for once we've got a budget in front of you.

[3:23:03] Voice 14: so you can actually see what you're foregoing if you are prioritizing everything in the strategic

[3:23:09] Voice 14: plan for example there may be local trust committee projects that you don't want to forego

[3:23:13] Voice 14: so I think the wording change is appropriate it's just the Elliot mentioned there is

[3:23:18] Voice 14: the prior year budget guideline mentioned in item or bucket 18 of our assumptions document

[3:23:24] Voice 14: and so this I see this mirroring that for addressing the guidelines in particular we

[3:23:31] Voice 14: We can go through those one by one, the prior year guidelines, and seek FPC's endorsement of those for next fiscal year or revisions as we see fit.

[3:23:42] Trustee Fast: Okay. Thank you.

[3:23:43] Trustee Fast: So I'm not hearing concerns from staff, and I'm going to ask whether there's a seconder for this motion.

[3:23:52] Trustee Fast: I see Trustee Getty's hand is up. You're seconding?

[3:23:55] Trustee Fast: Yep.

[3:23:56] Trustee Fast: Thank you.

[3:23:56] Trustee Fast: And so we've got a motion that's moved and seconded and recommending resourcing the strategic plan items and any discussion.

[3:24:12] Trustee Fast: Seeing none, I'm going to call the question. All those in favor, please raise your hand.

[3:24:19] Trustee Fast: One, two, three. Lower your hands. And those opposed. No hands went up.

[3:24:32] Trustee Fast: okay so that one carries thank you very much trustee elliott and how about um survey results

[3:24:41] Trustee Fast: be presented to trust council who's going to make um that motion trustee

[3:24:51] Trustee Elliott: elliott yes i did forward

[3:24:54] Trustee Elliott: that to fpc um just looking to see it was in the same email the two motions email so i moved that

[3:25:04] Trustee Elliott: the 2026-2027 pre-budget survey report result is it report or results survey report materials

[3:25:12] Trustee Elliott: before it into trust council for the september meeting and that the islands trust and the

[3:25:17] Trustee Elliott: islands trust conservancy board for their information thank

[3:25:23] Trustee Fast: you that's for information

[3:25:26] Trustee Fast: okay and um have you got that robert

[3:25:30] Voice 9: uh chair no i'm looking for it um in my inbox

[3:25:35] Voice 9: box. I'm not sure which one that is.

[3:25:38] Voice 9: It

[3:25:38] Trustee Elliott: said two motions for FPC. It's the top one

[3:25:42] Trustee Elliott: of the...

[3:25:44] Voice 9: Oh, it's, I see

[3:25:47] Voice 9: that the pre-budget survey report materials be forwarded to

[3:25:50] Voice 9: Trust Council for the September meeting and the Islands Trust

[3:25:54] Voice 9: Conservancy Board for information. Got it.

[3:25:56] Trustee Fast: Thank you. Okay, so

[3:26:01] Trustee Fast: we'll just give a second meeting for those to come up.

[3:26:06] Trustee Fast: and there it is okay is that what you meant it to be uh trustee elliott whoops hang on is that

[3:26:22] Trustee Fast: what you're meaning trustee elliott you're moving uh-oh have we lost trustee

[3:26:29] Trustee Elliott: all right yes it's it's

[3:26:31] Trustee Fast: good thanks okay thank you uh staff is this going to be helpful um or are there any suggestions

[3:26:38] Trustee Fast: about the wording that would make it more useful to the financial planning process i'm not seeing

[3:26:53] Trustee Fast: any hands go up from staff so that means it must be okay um i think um i'm looking for a seconder

[3:27:02] Trustee Fast: i see trustee getty

[3:27:05] Voice 8: are you seconding i'm i'm getting good at this this this meeting yes i'll

[3:27:10] Voice 8: second thank

[3:27:10] Trustee Fast: you very good and uh we've already talked about this to some degree but uh is there

[3:27:17] Trustee Fast: any more discussion um oh trustee mobs has returned i didn't realize you were gone sorry

[3:27:25] Trustee Fast: Trustee Mobs, we're about to move on this, vote on this motion.

[3:27:29] Trustee Fast: Is there anything here in the wording that is a huge problem?

[3:27:35] Trustee Fast: Otherwise, we'll go ahead and vote.

[3:27:39] Trustee Fast: Okay, great.

[3:27:40] Trustee Fast: Thank you.

[3:27:41] Trustee Fast: Just checking in.

[3:27:42] Trustee Fast: And any more discussion on this one?

[3:27:47] Trustee Fast: Okay, then I'm going to call the question.

[3:27:49] Trustee Fast: All those in favor, please raise your hand.

[3:27:54] Trustee Fast: One, two, three.

[3:27:56] Trustee Fast: And lower your hands, please.

[3:27:59] Trustee Fast: Chair, it

[3:27:59] Trustee Elliott: was actually eight.

[3:28:02] Trustee Elliott: you're i don't think you're seeing all the hands oh

[3:28:05] Trustee Fast: no sorry that's just me counting out loud so

[3:28:08] Trustee Fast: that i don't oh so that everybody knows when i'm gonna never mind thank you

[3:28:14] Trustee Elliott: thank you that's great

[3:28:15] Trustee Elliott: okay okay you keep saying three and i'm like there's more than three oh sorry apologize thanks

[3:28:20] Trustee Elliott: any

[3:28:21] Trustee Fast: opposed and i don't see any opposed okay thank you thanks everybody that motion carries

[3:28:34] Trustee Fast: Trustee Patrick.

[3:28:35] Trustee Patrick: We had the one before we leave this agenda item, we had had conversations regarding the reserve funds.

[3:28:42] Trustee Patrick: Are staff just going to bring it to a future agenda or do we deem a motion to request that the conversation about potential new reserve funds?

[3:28:54] Trustee Fast: I have in my notes here, Director Mobs will add infrastructure or new reserve funds,

[3:29:04] Trustee Fast: creation of reserve funds to a future agenda. Director Mobs, maybe you can let us know.

[3:29:13] Voice 14: Correcting staff time for new work, so a resolution should be made so we can put it

[3:29:18] Voice 14: on the follow-up action list and not lose track.

[3:29:20] Trustee Fast: Okay, thank you. So, Trustee Patrick,

[3:29:23] Trustee Fast: Patrick, you are correct.

[3:29:25] Trustee Fast: I sent

[3:29:26] Trustee Fast: one in to

[3:29:26] Trustee Patrick: Robert, but it probably needs to be revised to say bring to a future meeting,

[3:29:31] Trustee Patrick: but we could play with it.

[3:29:33] Trustee Patrick: There it is.

[3:29:34] Trustee Patrick: It's in gray.

[3:29:36] Trustee Patrick: Request staff to either bring, would you rather say request staff to bring opportunities to

[3:29:44] Trustee Patrick: maybe bring or put, maybe it's put, to put opportunities and processes, it would be plural,

[3:29:51] Trustee Patrick: to create new specific reserve funds on a future instead of on a future.

[3:30:01] Trustee Patrick: fpc agenda or on the next fpc agenda whichever you would prefer let's

[3:30:09] Trustee Fast: hear from director mobs

[3:30:10] Trustee Fast: how would the wording be improved um

[3:30:18] Voice 14: so i think i would seek some clarity are you looking for

[3:30:22] Voice 14: a conversation to continue at financial planning committee at a later date around what types of

[3:30:27] Voice 14: reserve funds this committee may wish to see or are you looking for staff to do some analysis

[3:30:31] Voice 14: and bring forward suggestions as to what types of reserve funds may be useful in our context

[3:30:37] Voice 14: there's a slight distinction and it will influence the resolution i

[3:30:41] Trustee Patrick: think it would be good to have a

[3:30:42] Trustee Patrick: starting point of what staff might already be thinking might be good reserve funds um just to

[3:30:48] Trustee Patrick: have the conversation start so i i think it would be good to have a little bit of work on what you

[3:30:54] Trustee Patrick: would recommend and

[3:30:58] Trustee Fast: if i may okay so do we have any reserve funds now

[3:31:02] Trustee Patrick: ltc project reserve fund

[3:31:05] Trustee Patrick: Thank you.

[3:31:07] Voice 14: We also have the Special Property Tax Requisition Reserve Fund, which is a swivel

[3:31:12] Voice 14: money. Right.

[3:31:15] Trustee Fast: I think Analyst Trust Conservancy Board has some, but that's different. Okay.

[3:31:20] Trustee Fast: Thank you. I think what you're doing is you're asking for a bit of a staff report to get the

[3:31:25] Trustee Fast: discussion grounded so we can have a more informed discussion. Is that? Yes. Okay, great.

[3:31:34] Trustee Fast: Great. Then that's what you're thinking of.

[3:31:41] Trustee Fast: But I think I heard Director Mobs asking if that could be clarified a little more.

[3:31:47] Trustee Fast: Let's see what wording would be.

[3:31:50] Voice 14: I can work on some wording and share with Trustee Patrick by email if that's workable.

[3:31:56] Trustee Fast: Sure. Okay. Why don't you do that?

[3:31:58] Trustee Fast: Well, we continue discussing here briefly, Trustee Boland, because it's 4.30.

[3:32:04] Trustee Fast: I'm wondering if people need a break and, oh, sorry, not 4.30,

[3:32:09] Trustee Fast: whatever time it is your time, do people need a break?

[3:32:12] Trustee Fast: And if so, I see an opportunity for a quick break

[3:32:19] Trustee Fast: while this is being finessed.

[3:32:23] Trustee Fast: Trustee Boland, do you need a break?

[3:32:27] Voice 13: Yes, but I'd just like to add in information system, capital projects,

[3:32:33] Voice 13: whatever i'll leave it to julia i mean i think we should have a five-year plan we should fund it

[3:32:39] Voice 13: and not have you know big ticket items pop up unexpectedly and then we pair away at them so

[3:32:46] Voice 13: if we could add in wording that would reflect that thanks okay thank you

[3:32:53] Trustee Fast: and uh so let's take

[3:32:54] Trustee Fast: a 10-minute break so that would be until what 1.30 1.45 your time and and then

[3:33:08] Trustee Fast: come back and we get through the rest of the agenda another break I'm not seeing

[3:33:15] Trustee Fast: anybody opposed or hollering okay so we'll take a 10-minute break and we'll

[3:33:23] Trustee Fast: come back at 1 45. Where

[3:44:06] Voice 8: are you in Quebec Sue Ellen?

[3:44:09] Trustee Fast: I'm in the Gatineau. I'm on part of the

[3:44:16] Trustee Fast: territory just north of Ottawa on a lake. Nice. It's lovely. Air Canada is going to make me stay

[3:44:26] Trustee Fast: here another couple of days. Gee. Oh well. Yeah.

[3:44:41] Trustee Fast: Okay I can't tell how many of us are back but I

[3:44:45] Trustee Fast: I see Trustee Patrick's hand is up.

[3:44:48] Trustee Fast: Hopefully she's had time to work on the motion.

[3:44:52] Trustee Fast: Are you back there too, Staff Robert Barlow?

[3:44:56] Trustee Fast: Nancy?

[3:45:00] Voice 9: Yes, I am here, Chair.

[3:45:01] Trustee Fast: Very good.

[3:45:02] Trustee Fast: So we're good to go?

[3:45:04] Voice 9: I believe so, yes.

[3:45:06] Trustee Fast: Okay.

[3:45:07] Trustee Fast: Thank you.

[3:45:08] Trustee Patrick: Trustee Patrick, go ahead.

[3:45:10] Trustee Patrick: Robert should have the motion.

[3:45:11] Trustee Patrick: Thank you to Julia for wording.

[3:45:16] Trustee Patrick: I think it's good.

[3:45:19] Trustee Patrick: so when he's ready very

[3:45:24] Trustee Fast: good i think this fits in with the the longer term uh financial planning

[3:45:29] Trustee Fast: and uh other kinds of planning that the island's trust has been leaning into so when it's ready

[3:45:40] Trustee Fast: it can be up on the screen reminding everybody we've got a closed meeting too at the end of this

[3:45:47] Trustee Fast: meeting so i'm hoping we can be um finished this meeting by 5 30 so we've got time for the

[3:45:53] Trustee Fast: it closed and there it is up on the screen i think oh very good uh

[3:46:02] Trustee Patrick: oops nope that's where it is uh

[3:46:06] Trustee Patrick: should have some new wording and he's robert i think i sent you a new email

[3:46:15] Trustee Patrick: on replacing the text you want to read it out sure i'm happy to um i'll move that the financial

[3:46:24] Trustee Patrick: planning committee request staff to prepare a report analyzing the value of creating new

[3:46:31] Trustee Patrick: specific reserve funds that may serve to fund large future initiatives such as elections,

[3:46:38] Trustee Patrick: information technology, data acquisitions, capital projects, etc. Okay. Did you get that, Robert?

[3:46:50] Voice 9: No, I'm looking for that right now. It came

[3:46:54] Voice 9: from you. Yeah, there we are.

[3:46:57] Voice 9: there

[3:46:57] Trustee Fast: you go as

[3:46:58] Voice 9: the word etc is the last one

[3:47:00] Trustee Fast: yep are you sure you want to use the word etc

[3:47:04] Trustee Fast: in a motion

[3:47:05] Trustee Fast: like this because you already have the

[3:47:07] Trustee Fast: word such as

[3:47:08] Trustee Patrick: such as sure you can get rid

[3:47:10] Trustee Patrick: of etc such as or not limited to future initiatives such as okay or for example either way that would

[3:47:20] Trustee Patrick: work i'm happy to remove etc thank

[3:47:26] Trustee Fast: you and maybe tuck the word and in front of capital projects

[3:47:32] Trustee Fast: would that help? Sure.

[3:47:40] Trustee Fast: Okay so there we have a motion and we've got staff input on it and

[3:47:46] Trustee Fast: Trustee Patrick do you want to speak to your motion first?

[3:47:50] Trustee Patrick: No I think this just settles and

[3:47:51] Trustee Patrick: gets a good conversation. I think we are under utilizing reserve funds and I think we could do

[3:47:56] Trustee Patrick: a better job especially if we had management plans to accompany them. I think that's that's

[3:48:01] Trustee Patrick: the secret but I look forward to the conversation.

[3:48:04] Trustee Fast: Okay thank you and Trustee Boland.

[3:48:09] Voice 13: I really support

[3:48:10] Voice 13: I think if we really want to fund things properly going forward, we need like a five year plan or some kind of outlook for larger investments rather than dealing with them piecemeal each year.

[3:48:27] Voice 13: and then of course they're easy things to cut so you know if you think about the bylaw portal and

[3:48:33] Voice 13: all of these things that took years you know to to get done because you know each year it seemed

[3:48:40] Voice 13: like an easy target so spreading the load and understanding that it's part of a five-year

[3:48:47] Voice 13: plan would make it a lot easier to manage money and to get agreement and support for things

[3:48:53] Voice 13: thank you thank you does that mean that you might be

[3:48:57] Trustee Fast: seconding this yes I'll

[3:48:59] Trustee Fast: second it okay thank you so we've got a motion moved and seconded and any more

[3:49:05] Trustee Fast: discussion trustee Boland your hand is up again or no okay all right Oh trustee

[3:49:16] Trustee Fast: Boland no I hope we haven't lost her okay then seeing no hands up I'm going

[3:49:23] Trustee Fast: to call the question all those in favor please raise your hand electronically

[3:49:32] Trustee Fast: and lower them and then any opposed okay thank you that motion carries thank you

[3:49:45] Trustee Fast: very much everybody I'm hoping we can move on now to 8.1 unless there's any

[3:49:50] Trustee Fast: other business associated with the draft budget assumptions and principles

[3:49:58] Trustee Fast: Thank

[3:50:00] Voice 14: you, Chair, so Financial Planning Committee will need to forward this to Trust Council,

[3:50:05] Voice 14: so I've presented what's draft there, and there's been some conversation around a few

[3:50:10] Voice 14: pieces.

[3:50:10] Voice 14: Financial Planning Committee hasn't specifically acknowledged whether or not it agrees with

[3:50:17] Voice 14: the guidelines that are in the document that are carried forward from last year.

[3:50:21] Voice 14: I did send an email to the group acknowledging that if all of the guidelines from last year,

[3:50:28] Voice 14: if you wish to embrace them next year, a single resolution to that effect would be very efficient

[3:50:33] Voice 14: given our time constraints today. I would also seek your endorsement of the suggested

[3:50:41] Voice 14: new guideline that's on the top of page 131. And then we'd need to forward this document

[3:50:47] Voice 14: it to trust council

[3:50:49] Trustee Fast: okay thank you very much uh top of page 131 yeah i was sort of assuming um

[3:51:03] Trustee Fast: if we didn't change them that we could forward them but uh trustee elliott uh

[3:51:10] Trustee Elliott: thank you chair

[3:51:10] Trustee Elliott: i support the suggestion that we um clump all of those together from 2024 25 budget guidelines for

[3:51:22] Trustee Elliott: the following year with the addition i would like to propose the resolution to support the itcec

[3:51:34] Trustee Elliott: request that trust council prioritizes support and maintenance for geographic information systems

[3:51:40] Trustee Elliott: and the development of the budget so all of the former ones plus that would be my preference and

[3:51:47] Trustee Elliott: And I did send that to you, Robert, but it can be dealt with first or we could do all

[3:51:55] Trustee Elliott: the other assumptions, budget principles.

[3:51:59] Trustee Elliott: Rather

[3:52:00] Trustee Fast: than go through them one at a time, I like your approach.

[3:52:03] Trustee Fast: I haven't been able to check my email properly.

[3:52:06] Trustee Fast: It doesn't work.

[3:52:09] Trustee Fast: Anyway, and I'm wondering, Trustee Elliott, if you have any thoughts about that other

[3:52:16] Trustee Fast: other new one at the proposed at the top of page 131 about new personnel requests yeah absolutely

[3:52:26] Trustee Elliott: i support it it would give valuable information to um trust council and being able to decide which

[3:52:34] Trustee Elliott: positions to fund

[3:52:36] Trustee Fast: okay then maybe there's two new ones right that one and the uh

[3:52:40] Trustee Fast: and the other one you're proposing so when

[3:52:47] Voice 13: i actually sent in one as well okay

[3:52:53] Voice 13: reinstating um or reiterating number 13 this

[3:53:07] Trustee Fast: one yes i

[3:53:12] Voice 13: sent you an email i wasn't sure what the

[3:53:15] Voice 13: date should be for this coming year i always get a bit flipped out about which budget cycle we're

[3:53:20] Voice 13: talking about so okay

[3:53:22] Trustee Fast: so if you've sent that in that's great then um i'm going to if and

[3:53:27] Trustee Fast: you've sent it to robert right then i'm going to uh ask robert to put trustee elliott's um

[3:53:38] Trustee Fast: motion up first director mobs director mobs um

[3:53:49] Voice 14: thanks chair so in the interest of time it might

[3:53:52] Voice 14: be prudent just to do a straw poll of the committee to see if there's any guidelines

[3:53:55] Voice 14: from last year that you no longer wish to recommend to Council if all of them

[3:54:00] Voice 14: because I believe the resolution trustee Poland is putting forward addresses one

[3:54:05] Voice 14: of the guidelines so if we're going to go through them one by one and

[3:54:09] Voice 14: ultimately agree that they all should be in place for next year it's less

[3:54:14] Voice 14: efficient than if we just tackle them all at once so you may want to do a

[3:54:17] Voice 14: straw poll just to see if there's any that trustees wish to remove and if

[3:54:22] Voice 14: there's agreement with the new one related to staffing we can roll that

[3:54:24] Voice 14: into a similar into the same resolution which i did email out to everybody as well okay there's

[3:54:30] Trustee Fast: one approach i kind of thought that trustee elliott's one uh motion was going to be

[3:54:38] Trustee Fast: uh comprehensive um and i guess that will act as our straw poll uh when we see that one if

[3:54:45] Trustee Fast: i understood correctly otherwise we'll do as you suggest i think that's a good idea

[3:54:50] Trustee Fast: but trustee elliott do you have your motion there well

[3:54:56] Trustee Elliott: chair it's just what order do you want to

[3:54:58] Trustee Elliott: deal with them um this was an additional resolution oh i thought

[3:55:05] Trustee Fast: you were including

[3:55:06] Trustee Fast: all the other ones

[3:55:07] Trustee Elliott: no i just wanted to signal that director mobs had sent some good direction

[3:55:13] Trustee Elliott: through email that we could just endorse all the previous ones but as well before we do that

[3:55:20] Trustee Elliott: should we consider uh the support and maintenance of geographic information systems as per that

[3:55:27] Trustee Elliott: itc ec resolution so this is separate okay

[3:55:32] Trustee Fast: i actually thought we dealt with that but okay

[3:55:35] Trustee Fast: um all right one second here i've got eight emails i can't tell which one is which on the

[3:55:45] Trustee Fast: screen chair. Thank you. Thanks, Robert. Okay. After we do this one, we're going to take a

[3:55:55] Trustee Fast: straw poll. And thank you, Julia. Good advice. Now I get it. So we've got a motion here from

[3:56:03] Trustee Fast: Trustee Elliott about that we're going to prioritize the support and maintenance for

[3:56:10] Trustee Fast: geographic information systems in the development of the 2026-27 budget as per the ITC-EC

[3:56:18] Trustee Fast: 2025-001 motion. Okay. Is this wording going to be helpful? Anybody want to propose changes? I'm

[3:56:26] Trustee Fast: going to try and move us along a lot quicker now. Changes to the wording. Trustee Getty?

[3:56:32] Voice 8: I'm satisfied with this. And I think that if I stew on it and think about it in terms of whether

[3:56:36] Voice 8: or not this fits within the strategic plan and prioritizing, I can bring that up at Trust

[3:56:41] Voice 8: Council. But in terms of the recommendation now, I think I've spent enough time on it to be able

[3:56:46] Voice 8: to vote in favor of this thank

[3:56:48] Trustee Fast: you then can i ask for your seconding will someone second the motion

[3:56:54] Trustee Fast: and i will

[3:56:55] Trustee Fast: okay thank you judy uh so the motion is moved and seconded there it is financial planning

[3:57:02] Trustee Fast: committee recommends trust council prioritizes support we read this for the you can all see it

[3:57:06] Trustee Fast: on the screen uh any more discussion trustee boland um

[3:57:12] Voice 13: i'll be voting against this i don't

[3:57:14] Voice 13: think it's appropriate that we prioritize something we haven't seen a business case

[3:57:19] Voice 13: we haven't considered what else is on the table it's just sort of plucked out of the air relatively

[3:57:25] Voice 13: speaking i know there's been discussion about it at various times but i don't think it's appropriate

[3:57:30] Voice 13: that at financial planning that we support something like this it's just you know on a

[3:57:37] Voice 13: standalone basis without context without other things it's not appropriate that we do this thank

[3:57:44] Voice 13: you okay thank

[3:57:46] Trustee Fast: you but i will point out that this is in our uh report and that we have discussed it

[3:57:52] Trustee Fast: earlier in the meeting um it's a motion that relates to indicators of ecosystem health and

[3:58:00] Trustee Fast: And that relates, indicators are something I think that fits into financial planning.

[3:58:07] Voice 13: Point of order. I do think that as a chair weighing in further on this with outputting yourself on the speaking list is perhaps inappropriate.

[3:58:21] Voice 13: But thank you.

[3:58:24] Trustee Fast: I'm going to call the question unless there's more. Oh, sorry, Trustee Patrick.

[3:58:28] Trustee Fast: My question is just, is

[3:58:32] Trustee Patrick: this being added as a guideline? Or is it being added to number 18, strategic plan projects? I'm just not, is this being added as a guideline? Or how, it just says prioritize, and we're discussing the guidelines and principles. So I was just looking for clarity on where this is going.

[3:58:55] Trustee Patrick: I

[3:58:57] Trustee Fast: think it's just, I think I heard Director Mobs say we could just simply support it as Executive Committee supported Islands Trust Conservancy Board's motion.

[3:59:12] Trustee Fast: So it would be outside but related. Is that correct? Julia Mobs, would that fit?

[3:59:18] Trustee Fast: it

[3:59:20] Voice 14: um yes so executive committee has expressed support for the conservancy's resolution and

[3:59:25] Voice 14: has actually directed staff to forward it to trust council for consideration and so if fpc

[3:59:31] Voice 14: supports it or not it's going to travel to trust council anyway for their consideration um it's in

[3:59:37] Voice 14: the the document we're looking at today because this is the fulton document that travels to trust

[3:59:40] Voice 14: council um so we'll find its way there for their consideration thank

[3:59:45] Trustee Fast: you very much so the mover

[3:59:47] Trustee Fast: over and seconder now if this is defeated this might be uh not exactly what's intended but i

[3:59:54] Trustee Fast: think it's going to uh it's worth discussing and um we've got a motion that's moved

[4:00:00] Trustee Fast: and seconded on the table trustee elliott did you have one more thing you wanted to say before i

[4:00:03] Trustee Fast: call the question yeah

[4:00:09] Trustee Elliott: i guess if this was in response to trustee boland um whether it's

[4:00:14] Trustee Elliott: appropriate um i think the context for this that maybe other committee members have not been privy

[4:00:22] Trustee Elliott: to is how much how many items in the strategic plan hinge on uh it's not just indicators of

[4:00:31] Trustee Elliott: ecosystem protection, but hinge on robust geographic information systems that are

[4:00:37] Trustee Elliott: maintained over the long term. And so I do think it's in FPC's purview to look at

[4:00:44] Trustee Elliott: what is the most financially or fiscally responsible thing to do and whether it's

[4:00:54] Trustee Elliott: prioritizing the maintenance of systems we need. I think that is a question for this committee,

[4:01:01] Trustee Elliott: But I think the vote will tell us whether this committee supports it or not.

[4:01:04] Trustee Elliott: But regardless, the resolution is going to council and it should be debated there as

[4:01:10] Trustee Elliott: well.

[4:01:10] Trustee Elliott: Thanks.

[4:01:11] Trustee Elliott: Okay.

[4:01:12] Trustee Elliott: Thank you very much.

[4:01:14] Trustee Fast: Any further discussion?

[4:01:18] Trustee Fast: Okay.

[4:01:18] Trustee Fast: Then I'm going to call the question.

[4:01:20] Trustee Fast: All those in favor, raise your hands, please, electronically.

[4:01:28] Trustee Fast: And lower your hands, please.

[4:01:32] Trustee Fast: And all those opposed.

[4:01:33] Trustee Fast: opposed I'm not seeing any opposed but I thought I might okay well the motion carries thank you

[4:01:50] Trustee Fast: very much and uh gis and then we have one more omnibus sort of motion I gather who's making this

[4:02:07] Trustee Fast: motion about whether we're going to okay I could do a straw poll is there anybody who wants to

[4:02:14] Trustee Fast: to pull anything out of the rest of the assumptions

[4:02:19] Trustee Fast: and guidelines and principles, or do we support them all?

[4:02:26] Voice 13: Just a question.

[4:02:28] Voice 13: So some places, Julia, you just say prior budget guideline,

[4:02:32] Voice 13: and in others you say suggested for this year.

[4:02:36] Voice 13: Am I to assume that everything where it says prior year budget guideline

[4:02:42] Voice 13: will go into this guideline unless we remove it?

[4:02:46] Voice 13: is that correct certainly

[4:02:51] Voice 14: we can take that approach it's probably easiest if this document

[4:02:54] Voice 14: is forwarded to trust council as is it will be assumed that financial planning committee

[4:02:59] Voice 14: supports and recommends all of the prior year guidelines to trust council we can everything

[4:03:04] Voice 13: that's in italics everything that's in italics because um a couple of places you know one place

[4:03:10] Voice 13: it says oh you've changed suggested for 2026 27 so it's just consistency but i'm assuming

[4:03:18] Voice 13: Assuming that everything that's there will go in, so I'm good with that.

[4:03:23] Voice 13: Yeah.

[4:03:25] Voice 14: Thank you.

[4:03:25] Voice 13: Yeah, the

[4:03:26] Voice 14: difference in wording there is the suggested for 2027, that one was not in place last year.

[4:03:32] Voice 14: So that's a staff-suggested new guideline.

[4:03:36] Voice 14: And so that's why it's got different wording.

[4:03:38] Voice 14: Everything else is a guideline that's simply been rolled forward into this draft for your consideration.

[4:03:43] Voice 14: And the other one is a newly suggested staff guideline for your consideration.

[4:03:49] Voice 14: Yes. So in the interest of time, if there's no objections with the guidelines that are in there

[4:03:54] Voice 14: from coming forward from last year or the new staff proposed ones, we can simply entertain

[4:03:58] Voice 14: a resolution to forward this to Trust Council. That might expedite things for ourselves.

[4:04:04] Trustee Fast: That's what I was hoping. Yes. Trustee Patrick?

[4:04:07] Trustee Patrick: I'll make that motion. Robert should be pulling it up on the screen. I hope that

[4:04:12] Trustee Patrick: Financial Planning Committee recommend Trust Council adopt the 2024-25 budget guideline for

[4:04:18] Trustee Patrick: for the 2026-27 budget year and add the following guidelines

[4:04:23] Trustee Patrick: for new staff proposals that Trust Council direct

[4:04:27] Trustee Patrick: that new personnel requests include with the business case

[4:04:32] Trustee Patrick: a draft job description for the new position

[4:04:34] Trustee Patrick: as well as a depiction of where the position will reside

[4:04:39] Trustee Patrick: in the organizational chart.

[4:04:41] Trustee Patrick: Thank you.

[4:04:47] Trustee Fast: We'll see whether Robert's got that.

[4:04:53] Trustee Fast: Hang on.

[4:04:54] Trustee Fast: I want to make sure we can see the motion before I take a seconder, but I take your enthusiasm, Trustee Boland, just a second.

[4:05:22] Trustee Fast: Okay, is that your motion?

[4:05:25] Trustee Fast: It sure is.

[4:05:26] Trustee Fast: Okay, thank you.

[4:05:28] Trustee Fast: We'll just let that come all into one block.

[4:05:33] Trustee Fast: There we go.

[4:05:34] Trustee Fast: Okay, so the mover is happy with this motion, and it looks clear to me.

[4:05:39] Trustee Fast: I see staff, Julia Mobs' hand is up.

[4:05:43] Trustee Fast: Julia?

[4:05:44] Voice 14: A small correction. That's my mistake. Where it says 2024-25, that should read 2025-26.

[4:05:53] Trustee Fast: Thank you.

[4:05:54] Voice 14: I'm living in the past.

[4:05:57] Trustee Fast: We're all looking to you for guidance. Yes. No, that's

[4:06:03] Trustee Fast: great. Thank you very much. And you caught it. I'm wondering, Trustee Boland, is that what you

[4:06:10] Trustee Fast: would like to second? Or do you have a question? I would like to second that. Thank you. Okay,

[4:06:14] Trustee Fast: Okay, great. So we've got Trustee Boland seconding that. And any further discussion? Seeing no hands, I'm going to call the question. All those in favor, raise your hand electronically, please. And lower your hand. And any opposed? Oh, that looks like that motion carried. Thank you very much, everybody.

[4:06:51] Trustee Fast: everybody. Now, is there anything else left to do with this item before we move on to page 138

[4:07:01] Trustee Fast: for the next item? Not seeing any hands. Okay, so we're now on the budget item 8.1 project proposal

[4:07:14] Trustee Fast: cost plan for the cost of processing planning applications and planning for this over to,

[4:07:24] Trustee Fast: to, let's see, who'd like to speak to this one?

[4:07:28] Voice 14: I'll take a chair.

[4:07:29] Voice 14: Thank you.

[4:07:31] Voice 14: So you might recall at your last meeting in May,

[4:07:34] Voice 14: you did pass the resolution asking staff

[4:07:37] Voice 14: to inform Trust Council that FPC recommends

[4:07:40] Voice 14: that Trust Council request staff

[4:07:42] Voice 14: to prepare a proposed project plan

[4:07:43] Voice 14: for assessing the full cost

[4:07:44] Voice 14: of processing planning applications.

[4:07:46] Voice 14: So when committees make recommendations to Trust Council,

[4:07:49] Voice 14: it usually happens in the form of an RFD,

[4:07:51] Voice 14: and so that slips before you today.

[4:07:52] Voice 14: um i did take the time to include some of the factors that led to financial planning committee's

[4:07:59] Voice 14: decision at your last meeting those are the bulleted items on page 138 and 139 um so if

[4:08:05] Voice 14: there's no changes to this document we would seek your forwarding of this to trust council we can

[4:08:11] Voice 14: certainly make amendments if you see any that are required or comments for consideration thank you

[4:08:18] Trustee Fast: you very much so this is a um a planning proposal really to make a plan for how to do this and how

[4:08:26] Trustee Fast: might it work and um and there's a draft recommendation right in front of us there

[4:08:32] Trustee Fast: would anybody like to speak to this trustee patrick i

[4:08:37] Trustee Patrick: really have just one question i mean

[4:08:38] Trustee Patrick: i absolutely support uh getting on and doing this um the other would would the potential outcome

[4:08:45] Trustee Patrick: of this analysis also look at perhaps how we divvy up the budget like right

[4:08:52] Trustee Patrick: now we kind of clump planners could we not have current planning in our budget

[4:08:59] Trustee Patrick: because if we had a current planning item then that current planning expenses

[4:09:04] Trustee Patrick: should start to match more the cost of doing the application so would an

[4:09:12] Trustee Patrick: outcome of that be a potential outcome of this process? I

[4:09:19] Voice 14: think those are two distinct

[4:09:21] Voice 14: conversations. One is about budget presentation, and the other is about whether or not our fees

[4:09:25] Voice 14: bylaws recover costs appropriately. So I think they're, while they're related, they are different.

[4:09:31] Voice 14: The budget presentation, you know, there could be a request to amend that at any point in the

[4:09:35] Voice 14: budget cycle. And this is a standalone piece of work, we could wait to amend the budget presentation

[4:09:41] Voice 14: based on the results of this as well.

[4:09:43] Voice 14: Certainly something that can be considered as part of it

[4:09:45] Voice 14: if that's the desire.

[4:09:49] Voice 11: Trustee Graham?

[4:09:51] Voice 11: Yeah, just a question on how does the current option

[4:09:55] Voice 11: of asking the applicant to enter into a cost recovery agreement

[4:10:00] Voice 11: fit into that?

[4:10:01] Voice 11: I always thought that was, you know,

[4:10:03] Voice 11: when an application is obviously more complicated

[4:10:05] Voice 11: than a single dwelling,

[4:10:08] Voice 11: and the staff realize the costs are going to be quite high,

[4:10:11] Voice 11: That's an option that's often given to the applicant.

[4:10:14] Voice 11: Does that happen a lot?

[4:10:15] Voice 11: Is it not happening enough?

[4:10:17] Voice 11: Is it inadequate?

[4:10:18] Voice 11: Curious.

[4:10:22] Voice 14: Director Cermak is with us.

[4:10:23] Voice 14: He's best placed to respond to that.

[4:10:27] Voice 12: Thanks, Steve.

[4:10:28] Voice 12: To the chair.

[4:10:30] Voice 12: So it's hard to answer the question whether it's happening often enough.

[4:10:34] Voice 12: The policy guides staff as when to ask for cost or to pursue cost recovery agreements.

[4:10:41] Voice 12: It lays it out as an extraordinary service.

[4:10:44] Voice 12: So each application is expected to cover a certain amount of activities that take place, such as generating reports, notifications, public hearings and or community information meetings, those types of things.

[4:10:58] Voice 12: that average cost is what makes the application fee if there are examples of going outside of

[4:11:05] Voice 12: that the most common being a legal review of some sort and quite often that's attached to

[4:11:11] Voice 12: a covenant of some sort some sort of legal document that is the most common way I've seen

[4:11:18] Voice 12: pursuing a cost recovery agreement pursuing a cost recovery agreement itself is cumbersome at times

[4:11:24] Voice 12: So we try to work within the framework that we have to avoid them, you know, to raise costs and all that.

[4:11:29] Voice 12: But in my experience, I would say that most of the staff that handle the complex applications where this is likely to occur do know to pursue that option.

[4:11:40] Voice 12: option, but they also know how to try to avoid that extra cost for ourselves and for the applicant

[4:11:46] Voice 12: by using standard templates, such as agreed housing agreement templates and ecosystem

[4:11:53] Voice 12: protection covenants. So.

[4:11:57] Trustee Fast: Yeah. Thank you very much. So there's

[4:11:59] Trustee Fast: solid policy and it's followed

[4:12:02] Trustee Fast: and there's a focus on keeping the cost down, it sounds like to me. Does that answer your question,

[4:12:06] Trustee Fast: trustee graham um

[4:12:09] Voice 11: i think it does i guess uh in my um you know obviously i i wasn't aware of the

[4:12:15] Voice 11: details i think i always assumed that cost recovery would have covered the extra costs that

[4:12:19] Voice 11: director sermac was referring to so um it always seemed to me like well that's a win-win for us

[4:12:26] Voice 11: for the trust for sure and it's actually i think for the applicant they tend to have their

[4:12:30] Voice 11: application move for farther and further quickly because you've got dedicated staff and and you

[4:12:36] Voice 11: you know, the, anyway, thank you.

[4:12:38] Trustee Fast: Thank you, very good.

[4:12:41] Trustee Fast: Any other questions for staff

[4:12:43] Trustee Fast: about this report in front of us?

[4:12:47] Trustee Fast: It's a project proposal.

[4:12:48] Trustee Fast: We discussed it a lot at the last meeting

[4:12:51] Trustee Fast: and here it is, staff is coming to give us the wording

[4:12:56] Trustee Fast: that we need if we want to request them to move on this.

[4:13:02] Trustee Fast: See, no more hands going up.

[4:13:04] Trustee Fast: I'm gonna ask for a mover.

[4:13:05] Trustee Fast: mover somebody like to move the motion the recommendation at the top of page 138

[4:13:13] Trustee Fast: but

[4:13:14] Trustee Elliott: this says that

[4:13:15] Trustee Fast: judy getty that

[4:13:21] Voice 8: went off okay so i move that trust council requests staff to

[4:13:25] Voice 8: prepare a proposed project plan for assessing the full cost processing planning application

[4:13:30] Voice 8: so this work be assigned to the financial planning committee thank

[4:13:35] Trustee Fast: you so we have

[4:13:36] Voice 14: the motion i'll

[4:13:37] Voice 14: interrupt there if i may chair so the resolution in the rfd is for trust council to make that's

[4:13:43] Voice 14: a draft trust council resolution financial planning committee's resolution is on the

[4:13:48] Voice 14: agenda cover page at 8.1 looking for a financial planning committee to forward this document to

[4:13:54] Voice 14: trust council for consideration uh

[4:13:56] Trustee Fast: thank you i can't um zip around that quickly okay so this is

[4:14:02] Trustee Fast: is on page one that

[4:14:04] Voice 8: was pretty tricky oh sorry i would like to change my motion

[4:14:10] Voice 8: financial planning committee forward the project proposal cost of processing planning applications

[4:14:16] Voice 8: rfd to trust council for consideration thank

[4:14:20] Trustee Fast: you we've got the correct motion on the floor thank

[4:14:25] Trustee Fast: Thank you.

[4:14:26] Trustee Fast: And trustee Peterson.

[4:14:32] Trustee Fast: Ah, just a straight second.

[4:14:34] Trustee Fast: Thank you.

[4:14:35] Trustee Fast: So we've got a motion moved and seconded

[4:14:37] Trustee Fast: just to send this off to council.

[4:14:43] Trustee Fast: Any discussion?

[4:14:48] Trustee Fast: Trustee Maude.

[4:14:52] Voice 8: Sorry, I was just voting in favor.

[4:14:54] Voice 8: Sorry.

[4:14:56] Trustee Fast: Okay, I'm gonna call the question.

[4:14:58] Trustee Fast: All those in favor, please raise your electronic hand.

[4:15:04] Trustee Fast: Oops, there you go.

[4:15:06] Trustee Fast: lower your hands please and all those opposed trustee yeah there we go okay that motion passes

[4:15:20] Trustee Fast: thank you very much trustees that's moved ahead uh and now we're on to item nine this is where um

[4:15:30] Trustee Fast: there was some quick discussion i hope about allocated financial statements marie uh boland

[4:15:38] Trustee Fast: did you have a motion to make because we still have to cover work program and a closed meeting

[4:15:44] Trustee Fast: before six o'clock um before the end of the

[4:15:47] Voice 13: meeting uh trustee bowler i don't have a motion

[4:15:51] Voice 13: to make i'll just ask julia for the cost for sojourner thank you okay thank you so you're

[4:15:58] Voice 13: going to deal with this um through email i'll deal with it through email and you know i'll bring a

[4:16:04] Voice 13: motion forward later at the next meeting or something it's not urgent thank you thank you

[4:16:09] Voice 13: very much and

[4:16:10] Trustee Fast: then uh maybe what what i sometimes find is that the uh allocated financial statements

[4:16:18] Trustee Fast: from previous years are useful too because there's a big long table anyway um thank you very much

[4:16:24] Trustee Fast: we'll just uh move on then and uh work program page 141 now i've got to get all the way down

[4:16:32] Trustee Fast: there okay so director mobs do you want to introduce this or is somebody going to introduce

[4:16:45] Trustee Fast: this or is it uh

[4:16:48] Voice 14: sure so this is uh financial planning committee's proposed work program for

[4:16:52] Voice 14: the next quarter of course these always travel to trust council for approval um so page 145 and 146

[4:16:58] Voice 14: of the agenda has the um customary cyclical work that fpc takes on uh in the coming quarter we do

[4:17:05] Voice 14: have four items on there the last one is um budget public engagement um which we talked about today

[4:17:12] Voice 14: um and that is proceeding in some manner so i think that's okay to stay there um we're only

[4:17:17] Voice 14: supposed to have three on the work program but all four are sort of required by the next quarter so

[4:17:24] Voice 14: we can't really get around that uh we'd look for fpc's uh forwarding to trust council if you're

[4:17:30] Voice 14: in agreement with the proposed work that's on this plan okay

[4:17:33] Trustee Fast: thank you then um anybody got

[4:17:36] Trustee Fast: any questions for staff about this work program for the next quarter and then i've gone to page

[4:17:47] Trustee Fast: two for the um motion then and i'm wondering who would like to make the motion thank you robert

[4:18:00] Trustee Fast: or whoever is doing that behind the scenes highlighting the uh proposed motion i'll make

[4:18:07] Voice 13: the motion if you want thank you please go ahead um i move that financial planning committee

[4:18:13] Voice 13: approved the proposed work program report as presented or as amended as amended as presented

[4:18:21] Voice 13: as presented and forwarded to trust council for approval thank

[4:18:25] Trustee Fast: you we have a motion do i have a

[4:18:27] Trustee Fast: seconder thank you trustee peterson uh any discussion seeing none i'll call the question

[4:18:35] Trustee Fast: All those in favor, please raise your electronic hand and lower your hands.

[4:18:45] Trustee Fast: And all opposed, that motion carries.

[4:18:51] Trustee Fast: Thank you very much.

[4:18:53] Trustee Fast: Okay.

[4:18:53] Trustee Fast: And then next meeting of this committee is October 22nd.

[4:19:00] Trustee Fast: And I'm just going to ask staff, do we just stay on this link for the closed meeting before we read that bit?

[4:19:12] Trustee Fast: Chair?

[4:19:13] Trustee Fast: Yes.

[4:19:13] Trustee Fast: Yes.

[4:19:14] Voice 9: The process is you would make your motion to close the meeting. And if that is carried, then I just need to do four things to close the live stream and the recording and ask non-attendees to leave and lock the webinar. And then you can be in camera in the same place, right where you are.

[4:19:38] Trustee Fast: very good so i just wanted to confirm that we wanted to all stay here trustee peterson

[4:19:46] Voice 6: i'm ready to make a motion please

[4:19:49] Trustee Fast: go ahead i

[4:19:52] Voice 6: move that the meeting be closed to the public

[4:19:54] Voice 6: in accordance with the community charter part 4 division 3 section 90 f law enforcement as the

[4:20:01] Voice 6: financial planning committee considers that a disclosure could reasonably be expected to harm

[4:20:05] Voice 6: the conduct of an investigation under or enforcement of an enactment and that the

[4:20:11] Voice 6: recorder and staff attend the meeting thank

[4:20:14] Trustee Fast: you very much do i have a seconder thank you trustee

[4:20:18] Trustee Fast: getty and uh any discussion hearing none i'm going to call the question all those in favor

[4:20:25] Trustee Fast: please raise your hand electronically and lower your hands and all opposed please raise your hand

[4:20:37] Trustee Fast: and the motion carries.

[4:20:42] Trustee Fast: Thank you very much to all members of the public

[4:20:44] Trustee Fast: who might be watching.

[4:20:46] Trustee Fast: And this open portion of this meeting is now ended.

[4:20:53] Voice 9: And in that case, I will have to do four things

[4:20:56] Voice 9: before we can be in camera.

[4:20:58] Voice 9: If you bear with me, I need to stop the live.