Islands Trust Council special meeting, April 29, 2026

[0:00:00] Voice 7: All right, so I'm gonna call the meeting to order.

[0:00:03] Voice 7: We have a closed meeting fairly quickly in the agenda.

[0:00:09] Voice 7: I don't think it's gonna take very long,

[0:00:11] Voice 7: but that may be a problem in terms of people

[0:00:15] Voice 7: coming in and out,

[0:00:16] Voice 7: because we still don't have all of the members present,

[0:00:18] Voice 7: but we'll leave that hopefully to sort out with Mr. Barlow.

[0:00:24] Voice 7: I wanna call the meeting to order

[0:00:25] Voice 7: and I want to do a land acknowledgement right off the top.

[0:00:29] Voice 7: I think that's the best way to start our meetings.

[0:00:31] Voice 7: And we live, work, and play in this absolutely beautiful part of the world.

[0:00:37] Voice 7: And this past weekend, I went to a reconciliation exercise in a longhouse near Ladysmith.

[0:00:47] Voice 7: And I'm not going to be able to pronounce the name of the people whose territory the longhouse was on.

[0:00:55] Voice 7: one. I'm sorry, I need to have it in front of me. I can't remember it. But it was the most

[0:01:03] Voice 7: amazing exercise that we went through. So Len Pierre was the consultant, and we did a circle

[0:01:09] Voice 7: square. And it was one of the most powerful lessons that I've had in terms of reconciliation

[0:01:16] Voice 7: and the different patterns of power. And I'm going to be talking to Ruben later in terms of

[0:01:23] Voice 7: possibly using something like that for the new trustees. It was really, really, really good.

[0:01:30] Voice 7: So in the spirit of acknowledging the land and the people and the stewards and this beautiful

[0:01:39] Voice 7: place that needs and deserves protection, here we are having this good meeting. So

[0:01:44] Voice 7: nice way to start all of our meetings. The first item is the agenda. Is there anything else that

[0:01:53] Voice 7: that anybody wants to add or to reorder on the agenda?

[0:01:57] Voice 7: Not seeing any hands, then can I get a, by consent, approval of the agenda?

[0:02:05] Voice 7: Okay. Thank you.

[0:02:06] Voice 7: No votes against that.

[0:02:09] Voice 7: Is there anybody here from the public, Mr. Barlow?

[0:02:18] Voice 7: I think you shake your head.

[0:02:20] Voice 7: There you go.

[0:02:21] Voice 3: Sorry, I just needed to find my mute button.

[0:02:24] Voice 3: No, there's no members of the public in attendance.

[0:02:28] Voice 7: All right.

[0:02:28] Voice 3: So,

[0:02:29] Voice 7: and there's no delegations, there's no correspondence, so we jump right down into the administrative part and the two sets of minutes from our regular meeting of January 28th and the special meeting of February the 17th.

[0:02:43] Voice 7: Unless there's amendments or corrections, then I'm going to ask that we accept those minutes by consent as well.

[0:02:55] Voice 7: Any hands raised?

[0:02:58] Voice 7: I don't see any.

[0:02:59] Voice 7: I don't have a full screen, but all right.

[0:03:04] Voice 7: So we'll take those as accepted by consent.

[0:03:07] Voice 7: There are no resolutions without meeting, and we are now at the follow-up action list.

[0:03:14] Voice 7: I have a question.

[0:03:17] Voice 7: Do we need to formally delete things from the follow-up action list if we've completed them,

[0:03:24] Voice 7: or does that just get renewed on its own?

[0:03:27] Voice 7: So, Mr. Barlow, do you have any ideas? Yes?

[0:03:33] Voice 3: Yes, Chair. Staff simply removed those items after we have reported to the committee that they have been accomplished.

[0:03:42] Voice 3: Okay.

[0:03:43] Voice 7: So that will just happen because there's some things we have accomplished quite a bit.

[0:03:49] Voice 7: All right. So then it's the closed meeting.

[0:03:51] Voice 7: And I'm going to move that the meeting be closed to the public in accordance with the Public Charter Part 4, Division 3, Section 90, Sub I.

[0:03:58] Voice 7: They receive advice that's subject to solicitor-client privilege, including communications necessary for that purpose, and that the recorder and staff attend the meeting.

[0:04:08] Voice 7: Second by Mr. Borthwick, Trustee Borthwick. Thank you. And all those in favor? Thank you. All right. Any opposed? That's no. Everybody that's here is in favor.

[0:04:22] Voice 7: All right. So I'll let you do your magic, Mr. Barlow, in terms of getting us out of the public screening.

[0:04:33] Voice 7: I think this is going to take no more than maybe 15 minutes.

[0:04:37] Voice 7: If that's part of your notice that goes up on the public, we'll be back.

[0:04:42] Voice 3: I'll do that. I

[0:04:44] Voice 7: just have a

[0:04:45] Voice 3: few live streaming and back in the open meeting.

[0:04:49] Voice 3: Thank you. All right.

[0:04:51] Voice 8: It's indicated that the webinar is still locked.

[0:04:57] Voice 3: Yes, which is somewhat harmless because unless someone else is coming, it's now unlocked.

[0:05:05] Voice 3: All

[0:05:09] Voice 7: right. Thank you all.

[0:05:11] Voice 7: So, the RISEN report from the closed meeting, we received and approved minutes from April the 9th, 2025, and we received a legal opinion.

[0:05:24] Voice 7: opinion. So carrying on with our business for today, the next item is 9.1, Options for

[0:05:33] Voice 7: Consideration for Incoming Trust Council to Improve the Existing Trust Council Committee

[0:05:38] Voice 7: Structure. And we have a briefing. I believe that's yours, CAO Broney, is it not?

[0:05:47] Voice 7: Yes.

[0:05:48] Voice 7: Thank you. Please, if you could.

[0:05:49] Voice 7: Okay.

[0:05:50] Voice 5: Thank you, Chair. So this briefing flows out of the operational review, and there was a recommendation in that, that Trust Council direct staff to work with this committee to provide options to improve the current committee structure in advance of the 2026 election.

[0:06:05] Voice 5: election. And so this briefing sets out some discussion around that topic and three potential

[0:06:11] Voice 5: options. We're not necessarily looking for this committee to choose one or another. But if you're

[0:06:17] Voice 5: comfortable with them, you could request us to advance this briefing to Trust Council for

[0:06:21] Voice 5: consideration. The intent is not that current council would adopt any changes to the committee

[0:06:27] Voice 5: structure, but rather that it may want to recommend one or more options to the new Trust Council to

[0:06:32] Voice 5: consider post-election. So really what we're looking for today is your perspective on whether

[0:06:38] Voice 5: or not you'd like to advance this briefing to council for discussion with or without any

[0:06:41] Voice 5: amendments you may have, and whether you'd like any additional options considered or any of the

[0:06:47] Voice 5: three presented options removed. Practically speaking, I think if these were advanced to the

[0:06:52] Voice 5: new council for consideration post-election, it's unlikely they would implement any changes

[0:06:58] Voice 5: changes immediately either because of course they would need time to identify their priorities

[0:07:02] Voice 5: particular with as it regards options two and three those would require some policy changes as

[0:07:07] Voice 5: well and so it would only make sense for those to be adopted once that new council has completed

[0:07:12] Voice 5: the process of identifying its strategic priorities for the term but the idea here is that this

[0:07:19] Voice 5: council could at least advance that for consideration by new council so that they would have some

[0:07:24] Voice 5: some options to consider should they wish to relatively early in their term.

[0:07:31] Voice 7: All right. Any more details in terms of what the options are?

[0:07:35] Voice 5: Sure. Yes.

[0:07:36] Voice 5: So the quick overview of the options. So option one is essentially status quo in terms of

[0:07:43] Voice 5: governance structure and committee structure, but that there be stronger engagement from trust

[0:07:48] Voice 5: council. So as you know, each committee, including this one, you bring forward your work plan

[0:07:53] Voice 5: to each quarterly trust council and do a report out, there doesn't tend to, at least in recent

[0:07:58] Voice 5: history, be a lot of engagement from trust council in providing direction, feedback,

[0:08:03] Voice 5: setting priorities. And so option one is essentially status quo, but for trust council

[0:08:09] Voice 5: to potentially be more engaged in framing the direction to keep committees a little more focused

[0:08:14] Voice 5: on a prescribed mandate and linked to priorities. Option two would be realignment of some of the

[0:08:21] Voice 5: the standing committees, particularly TPC and RPC, and potentially you could have those

[0:08:27] Voice 5: committees more focused on particular priorities that are defined by council. And then option three

[0:08:34] Voice 5: would be to potentially rescind some of those standing committees and move instead to select

[0:08:40] Voice 5: committees that are a little more nimble and flexible and time-limited to address specific

[0:08:44] Voice 5: specific priorities that council might identify and so um you know that might just allow a little

[0:08:51] Voice 5: more flexibility and where a committee is kind of allows them to concentrate on a particular area for

[0:08:57] Voice 5: a likely a time-bound piece of work and then deliver that and then the committee could be

[0:09:03] Voice 5: stood down and refocused resources so it avoids the potential for kind of over the full balance

[0:09:08] Voice 5: of a term as has historically sometimes been the case a bit of a drift uh in scope um it keeps

[0:09:14] Voice 5: committee is a little more focused. So those are the three options to consider.

[0:09:18] Voice 6: Thank you. Chair Patrick?

[0:09:21] Voice 6: Oh, I love when people ask my opinion.

[0:09:25] Voice 6: Uh-oh.

[0:09:27] Voice 6: I think it's time, you know, I wish we could give a strong recommendation, and I think it's

[0:09:34] Voice 6: option three, which is right up there on the screen as we speak. I think there's an opportunity

[0:09:40] Voice 6: to align the work with the strategic plan.

[0:09:42] Voice 6: And I think there's a need for the new trust council

[0:09:46] Voice 6: to get to that strategic plan as soon as possible,

[0:09:50] Voice 6: like most municipal councils do,

[0:09:52] Voice 6: really put effort into getting to that strategic plan.

[0:09:55] Voice 6: And then aligning some of the committees,

[0:09:58] Voice 6: as it's talked about here,

[0:09:59] Voice 6: finance is pretty straightforward.

[0:10:00] Voice 6: Accessibility, we have to have.

[0:10:02] Voice 6: Those are answered.

[0:10:05] Voice 6: However, really get the specific work.

[0:10:08] Voice 6: And I think there's opportunities

[0:10:09] Voice 6: to bring even external, you know, expertise to those committees and really do work.

[0:10:14] Voice 6: Meeting quarterly, you know, we talk about Trust Council only meeting quarterly.

[0:10:18] Voice 6: Well, the committees are now only meeting quarterly.

[0:10:20] Voice 6: We're not advancing work in any speed.

[0:10:24] Voice 6: And I think there's a really strong chance to align that.

[0:10:28] Voice 6: So I support option three.

[0:10:33] Voice 7: All right.

[0:10:35] Voice 7: So at this point, the question for us is whether or not we advance this to Trust Council.

[0:10:39] Voice 7: And the discussions in terms of, you know, if we're going to champion this, then are we going to be making recommendations in terms of which ones we think are better or worse?

[0:10:57] Voice 7: What is it that you want to give to Trust Council, I suppose?

[0:11:04] Voice 7: Trustee Patrick?

[0:11:06] Voice 6: Again, I really encourage us to give some thought to are we prepared to make a recommendation?

[0:11:10] Voice 6: recommendation yeah

[0:11:11] Voice 7: all right um the um anybody else have sorry thank you trustee gavro uh thank

[0:11:23] Voice 4: you i i think this is such a great briefing all the options have merit of course option one i

[0:11:29] Voice 4: think is something that we should i should definitely be um considered very strongly

[0:11:34] Voice 4: by trust council we can certainly be more disciplined in how we um work through those

[0:11:40] Voice 4: program reports. As the chair of the accessibility committee, I just want to highlight the benefits

[0:11:46] Voice 4: of having a public component to the makeup of our committee. I'm wondering, it's not mentioned

[0:11:54] Voice 4: in this briefing here, but for consideration in the future, particularly would be excited

[0:11:59] Voice 4: seeing some community members in a committee called the Indigenous and Intergovernmental

[0:12:05] Voice 4: the relations that would be fascinating and um i think would be a real benefit for the

[0:12:12] Voice 4: for the organization thanks justy

[0:12:16] Voice 7: worthwick yeah

[0:12:18] Voice 9: likewise i think it's um this is this is a really

[0:12:22] Voice 9: helpful briefing um and i i would agree that this is definitely i hope something we can

[0:12:27] Voice 9: advance to to trust council i uh i wish i had a little more faith that option one was

[0:12:35] Voice 9: was was going to be it ought to be how it ought to work uh and unfortunately just

[0:12:43] Voice 9: some trustees are more engaged than others and and you know part of that i think is also

[0:12:48] Voice 9: connected to remuneration which we've we've dealt with to some degree but you know you have the

[0:12:54] Voice 9: bandwidth if you don't have uh the bandwidth to maintain the rest of your life and be really

[0:13:01] Voice 9: engaged, it's tricky. I've certainly got a lot of things on my plate, but I try to focus pretty

[0:13:08] Voice 9: closely on what's going on generally, but it's not possible for everyone or a priority in some

[0:13:14] Voice 9: cases. I agree that replacing some standing committees under option three seems like a good

[0:13:21] Voice 9: way to go forward. I think some focus on specific issues with specific timelines could be really

[0:13:28] Voice 9: helpful the only thing that cautions me just a little bit is um there is some value that i've

[0:13:36] Voice 9: noticed in having been in in uh certainly like the regional planning committee over the course of the

[0:13:43] Voice 9: term is that i've been able to watch things develop over a period of time and there's been

[0:13:48] Voice 9: some institutional knowledge that i've been able to gain in doing that and i've certainly seen that

[0:13:54] Voice 9: in other trust uh committee members who've been in those same things so previous to previous to

[0:14:02] Voice 9: her ascension to chair um you know trustee patrick had a lot of really valuable information from

[0:14:08] Voice 9: previous the previous term on on regional planning committee and that made her a wonderful chair for

[0:14:13] Voice 9: that committee um during that time and so it's it's there's value in having that sort of

[0:14:19] Voice 9: of institutional knowledge. And I think we do have some, a bit of a weak spot there sometimes

[0:14:24] Voice 9: in that we don't have great institutional knowledge. Um, and obviously we, we hope that

[0:14:29] Voice 9: that gets, you know, retained through staff. That's, that's, and we're, we're very lucky in

[0:14:34] Voice 9: a lot of those cases, but we also can't control that turnover. So I don't think that that's a,

[0:14:38] Voice 9: I don't think that's the Achilles heel for this, this approach at all. Um, it's just a

[0:14:42] Voice 9: consideration. But yeah, no, I agree, and I would hope that we can advance something. I would be

[0:14:51] Voice 9: happy with option three, just with some discussion.

[0:14:59] Voice 7: If I can jump in, I had some questions and

[0:15:03] Voice 7: comments with respect to option number one, the status quo. And in terms of, you know, we have

[0:15:10] Voice 7: committee reports at our quarterly meetings, but it's almost like the roundtable. It's just

[0:15:16] Voice 7: Just touching on the highlights without getting into a lot of the details and the idea about that the matters be owned and championed by the committee members.

[0:15:30] Voice 7: If we aren't able to agree in the committee, and this has happened with governance, where we come to the council and report,

[0:15:39] Voice 7: court and there's a disagreement I think amongst the members of this committee in terms of whether

[0:15:46] Voice 7: or not we should be speaking as one unified voice and championing something or we describe to council

[0:15:52] Voice 7: the debates that we've had and some of the differences of opinion so you know I think

[0:15:59] Voice 7: my perspective is that we talk about the differences of opinion and be have put that

[0:16:05] Voice 7: that on the table so that the council understands some of the pros and cons and some of the ins and

[0:16:11] Voice 7: outs of the discussion. But it's been difficult because the topics that we've had differences on

[0:16:19] Voice 7: have been quite intense, I suppose, in terms of people having opinions. So it has created

[0:16:29] Voice 7: problems. But I take issue with respect in terms of this owned and championed by the committee

[0:16:39] Voice 7: members. And I think whether or not we've got enough time that that's, and what the expectation

[0:16:44] Voice 7: is in terms of having discussions about the work of different committees, that that is possibly

[0:16:51] Voice 7: an issue with respect to time of the agenda and explaining and having some sort of consensus

[0:16:59] Voice 7: amongst the chairs what's the detail of information that the council wants from the committee

[0:17:05] Voice 7: in terms of the work so I think we can upgrade and improve some of this status quo but

[0:17:17] Voice 7: other than that do we not have the option now and in terms of maybe not having a select committee

[0:17:24] Voice 7: but having working groups and side issues so you know the the whole business about the letter to

[0:17:30] Voice 7: the province that was done by um it wasn't a necessarily a select committee but it was a

[0:17:37] Voice 7: working group from from this committee and um you know there's there were pros and cons to that as

[0:17:43] Voice 7: well but trustee peterson you're yeah thank

[0:17:53] Voice 8: you chair um just looking through this report and

[0:17:58] Voice 8: And in respect of sending a recommendation along, I think, as I believe it was Trustee Gouraud mentioned, there's merits in each of these options.

[0:18:11] Voice 8: But I kind of feel like I'm hearing some support for option three, but in particular around option three, what I don't see in this report.

[0:18:20] Voice 8: And if we are going to make a recommendation to Crust Council, we might want to consider delving into this option would replace some existing standing committees with select committees.

[0:18:35] Voice 8: So the question then that is begged is which committees, which standing committees should be dissolved?

[0:18:44] Voice 8: resolved? And what sort of process are we contemplating for when issues arise that should

[0:18:59] Voice 8: be addressed through a select committee? I guess that's the biggest question that arises

[0:19:04] Voice 8: for me is if, like, we're going to need to do some evaluation of the existing standing

[0:19:15] Voice 8: committees what kind of work they're doing um what seems more replaceable uh and sort of you

[0:19:26] Voice 8: know the value of the work that's coming out of these committees so i guess that's a big question

[0:19:30] Voice 8: for me and in terms of sending a recommendation to trust council at this point i don't feel like

[0:19:37] Voice 8: um i don't feel like i have a good enough basis to really have a productive

[0:19:42] Voice 8: interactive discussion about trust council uh you know recommendations obviously we're going to

[0:19:47] Voice 8: recommend to the next trust council to dig into this but um some sort of observations on you know

[0:19:54] Voice 8: you know what what kind of work products are coming out of these committees what

[0:19:57] Voice 8: what's really essential and really useful for either doing our um essential planning work

[0:20:05] Voice 8: or advancing strategic plans that's coming out of these committees and and and uh

[0:20:11] Voice 8: And because that's the conversation that's going to have to happen down the road if we recommend option three, it's which standing committees are we talking about axing and some kind of a discussion around the value or not so much value that's coming out of them.

[0:20:27] Voice 8: We know there's the downsides of not changing are around our staff resourcing, probably more than any of the other downsides.

[0:20:39] Voice 8: That's the one that stands out to me as the biggest issue.

[0:20:44] Voice 8: But I think we kind of need a fundamental discussion about each committee.

[0:20:48] Voice 8: And, you know, if we're talking about axing them, I think we should talk about, you know, which ones and why.

[0:20:55] Voice 8: And if we're going to retain some, which ones and why.

[0:20:59] Voice 8: So that's kind of where I'm at with this at the moment.

[0:21:05] Voice 7: So on page 18 of our agenda, it says follow-up governance committee may request the staff

[0:21:09] Voice 7: advance this briefing to trust council for consideration as is, or with further analysis

[0:21:15] Voice 7: if desired.

[0:21:16] Voice 7: So what I hear you saying, trustee Peterson, is that maybe we do some further analysis

[0:21:21] Voice 7: with respect to option two, the realignment of the standing committees.

[0:21:26] Voice 7: And maybe that's something like an exit interview in terms of the existing committees and their work plan, their terms of reference and whether or not, you know, doing an assessment of that. CAO Broney?

[0:21:41] Voice 5: Yeah, thank you. Just on that point, I think for option three, as we referenced at the opening there, the three that I would think are really viable options to be reconsidered would be trust programs, RPC, and this committee, because they're the ones that are most directly influenced by where council goes with terms of its strategic priorities.

[0:22:03] Voice 5: priorities, and so I think, you know, those are the ones that are sort of up for primary

[0:22:09] Voice 5: consideration. The ability to really assess whether or not maintaining those or replacing

[0:22:16] Voice 5: them with select committees, though, really would be dependent on Next Trust Council and where their

[0:22:20] Voice 5: priorities lie, and so I think, to some extent, it's a bit hard to, I take your point, yes,

[0:22:26] Voice 5: there needs to be sort of thoughtful analysis around, okay, well, what's the real role of each

[0:22:29] Voice 5: to these and what's the what's the work plan and does it fit best with a standing committee or

[0:22:34] Voice 5: could it be something more focused on the select committee or repurposed but i think that would

[0:22:39] Voice 5: have to happen once new trust council has identified what their strategic priorities are

[0:22:43] Voice 5: which um under the draft corporate planning process that will be hopefully coming to you

[0:22:48] Voice 5: folks at your next meeting um the rough we would see that be happening around this time next year

[0:22:55] Voice 5: So in the spring of the post-election period is when council would really be landing what its strategic priorities are. And then I think that flows into exactly that conversation of how is that going to be best addressed through the committee structure? And that's where I think any of these options would really be up for consideration. Thanks.

[0:23:16] Voice 7: Thank you. Chair Patrick?

[0:23:18] Voice 6: Yeah, I was going to say exactly what

[0:23:21] Voice 6: Sam Roney just said. I thought it was quite well done in option two

[0:23:25] Voice 6: and identified which committees need to remain. And again,

[0:23:29] Voice 6: this is just a recommendation. I think it just points the new trust council in a direction.

[0:23:34] Voice 6: We're not telling them that they must do this, but I think if we give them a

[0:23:37] Voice 6: recommendation, it just sort of frees them to have that thought.

[0:23:41] Voice 7: Rather

[0:23:42] Voice 6: than start the term like we did, populating committees.

[0:23:49] Voice 7: I think we still have to do that, but in terms of the existing policy, but I think that, you know, putting the agenda, setting the agenda for this analysis after strategic planning is something that the new EC would have to do. Trustee Peterson.

[0:24:06] Voice 7: Yeah,

[0:24:10] Voice 8: and I guess the other piece of work that I see that's going to be required, if one were to assume that, say, option three or some version were to come to pass down the road, is how, you know, what kind of procedure we're going to have for sort of issue identification

[0:24:35] Voice 8: clarification and uh and um that sort of signaling when we're going to strike

[0:24:43] Voice 8: select committees because i

[0:24:45] Voice 8: think in this if that's not at least somewhat laid out

[0:24:50] Voice 8: um especially considering we're talking about a new trust council we may have a significant

[0:24:55] Voice 8: turnover of new trustees so if we're if we're suggesting some alternatives i think that those

[0:25:03] Voice 8: those alternatives, at least the process might want to be a little bit sketched out so that

[0:25:13] Voice 8: if a future council is like, okay, we agree, we're going to ditch these three standing

[0:25:19] Voice 8: committees, but I think that discussion is difficult if there isn't.

[0:25:24] Voice 8: And here is how we would address that work as it comes up.

[0:25:28] Voice 8: Here's how we identify the issues that are appropriate to consider going into a standing

[0:25:34] Voice 8: or a select committee, just so that there's some process laid out for that consideration.

[0:25:40] Voice 8: We do not need to hash that out here, but I think that needs to be part of that discussion

[0:25:46] Voice 8: when it happens at the future trust council.

[0:25:48] Voice 8: I just want to identify that.

[0:25:51] Voice 5: Theo, Brony?

[0:25:53] Voice 5: Thanks.

[0:25:53] Voice 5: Yeah, I would say, I think on that point, if this advances to trust council and trust

[0:25:58] Voice 5: council decides to advance it for consideration by the new council with or without any recommendation,

[0:26:03] Voice 5: recommendation, then I think that would be that interval would be coming on us and staff during

[0:26:09] Voice 5: that interval to prepare, you know, some further analysis on if you, if new council wants to go

[0:26:15] Voice 5: down this path, here's a bit more detail of what that would actually entail in terms of policy and

[0:26:21] Voice 5: procedural changes and the considerations, right? And I think we can, you know, we can, as part of

[0:26:26] Voice 5: our orientation for the new council as well, when we talk to them about committee structure,

[0:26:30] Voice 5: structure, we could raise these options for them to start thinking about as they go into

[0:26:35] Voice 5: their strategic planning too, so that they would have some of that framing as well.

[0:26:41] Voice 5: And so I think you're right, Trustee Peterson, there would be value in having a bit more

[0:26:47] Voice 5: of a sort of context and analysis around what it would actually take to get here and what

[0:26:53] Voice 5: the ramifications would be.

[0:26:55] Voice 5: And I think we can undertake that if once we've had the decision from this Trust Council

[0:27:00] Voice 5: on if and how they want to put these forward.

[0:27:03] Voice 7: Right.

[0:27:04] Voice 7: So that's sort of, it's mentioned in the pros and cons of each of the,

[0:27:08] Voice 7: and if we just flesh that out a little bit more

[0:27:10] Voice 7: and have some suggestions in terms of process and procedures.

[0:27:15] Voice 7: But I think the content is one thing and the process is the other.

[0:27:20] Voice 7: So how to handle some of the content is the difference between,

[0:27:28] Voice 7: One and two are similar in terms of existing committees.

[0:27:33] Voice 7: And two is more closely examining the terms of reference in light of the strategic planning.

[0:27:40] Voice 7: So the timing around that and recommendations in terms of focus on the strategic planning and then the next, you know, dig into it kind of thing.

[0:27:50] Voice 7: And that's our recommendation.

[0:27:51] Voice 7: and totally changing it is number three in terms of,

[0:27:56] Voice 7: and there's a whole lot of process questions there

[0:27:58] Voice 7: in terms of how do we populate these select committees

[0:28:01] Voice 7: and how do we decide on the terms of reference

[0:28:05] Voice 7: and who decides and how long a debate is that going to be in trust counsel

[0:28:10] Voice 7: and that ties in with all the strategic planning.

[0:28:14] Voice 7: So I think in terms of further analysis, if desired,

[0:28:22] Voice 7: If this goes to Trust Council, what would that be? September? Is there time in the June?

[0:28:33] Voice 5: It depends. Well, I guess I would say if it was just advancing this briefing as is, we can do that for June, depending on how the agenda shapes up and how much time we would be able to allocate on the agenda for a good discussion of it.

[0:28:48] Voice 5: But if there's further analysis and work done, that may be more likely than to go forward to September.

[0:28:56] Voice 7: All right. So there's plenty on the plate in terms of getting Trust Council to discuss these three options.

[0:29:06] Voice 7: Do we want anything more fleshed out in terms of that would require more staff time before it goes to?

[0:29:12] Voice 7: I mean, Trust Council is going to be fleshing out and making some recommendations in terms of more detail from staff, but what is your pleasure, people? Just lay this in front of Trust Council and see how they react?

[0:29:34] Voice 7: Trustee Borthwick?

[0:29:36] Voice 9: Yeah, I mean, I, I hear the, the, the focus from from our ex officio chair to kind of try and come forward with it with a recommendation and I think, but I think, yeah, I think to some degree, this is largely going to be work of a new of a new trust council one way or another, we're unlikely to

[0:30:00] Voice 9: to do all of this beforehand so i think i'm probably in favor of let's let's let's put this

[0:30:05] Voice 9: forward to them and and hopefully uh i would i would hope to see this advance you know pushed

[0:30:11] Voice 9: forward to to trustees early in the new term as well as they come to grips with the current

[0:30:16] Voice 9: structure and try to reimagine how that might work all

[0:30:24] Voice 7: right anybody ready with a motion

[0:30:31] Voice 7: try to speak trustee peterson your emotions man you got something up your sleeve uh

[0:30:40] Voice 8: just a moment

[0:30:41] Voice 8: when I just had a scrolling issue

[0:30:43] Voice 8: and got caught up here.

[0:30:46] Voice 8: I don't know why this is happening.

[0:30:50] Voice 8: I move that governance committee

[0:30:59] Voice 8: forward the briefing

[0:31:01] Voice 8: of April 10th, 2026

[0:31:07] Voice 8: on trust council committee structure

[0:31:09] Voice 8: to trust council.

[0:31:16] Voice 7: Seconded by Trustee Berthwick,

[0:31:18] Voice 7: CAO Broney.

[0:31:19] Voice 7: Just to note,

[0:31:20] Voice 5: it should be the

[0:31:22] Voice 5: briefing of april 29th not april 10th uh was prepared on april 10th date

[0:31:27] Voice 8: of the meeting not

[0:31:29] Voice 8: the preparation date and you're right because that'll probably be easier to find down the

[0:31:32] Voice 8: historical road if someone comes looking what was that motion about so yeah let's go with the 29th

[0:31:38] Voice 8: date all

[0:31:40] Voice 7: right and that's up on the screen now okay as trust chair patrick well

[0:31:45] Voice 6: i can't second

[0:31:46] Voice 6: So I was just going to have some discussion.

[0:31:48] Voice 6: My, again, trying to be chair of Trust Council and having this as a staff report like this

[0:31:56] Voice 6: before Trust Council, what are we asking them?

[0:31:58] Voice 6: I don't think that's clear in this staff report.

[0:32:01] Voice 6: I think it's either it's for information and it would be recommended to the next Trust

[0:32:06] Voice 6: Council, or are we asking them to weigh in on choosing an option?

[0:32:15] Voice 7: Good question.

[0:32:16] Voice 7: So we've got the experience and the knowledge and we can do feedback.

[0:32:20] Voice 7: Sorry, Trustee Peterson.

[0:32:23] Voice 8: So my intention, I didn't say for information, but I didn't also include anything about any recommendations on purpose.

[0:32:32] Voice 8: So the intent of the motion, from my point of view, is to forward to Trust Council for information, ultimately what Trust Council decides to do with this information, if anything, in terms of making recommendations to the next, the incoming council is not something we can really parse here.

[0:32:53] Voice 8: But so that's why I didn't want to I didn't want to get too far much further in depth.

[0:33:02] Voice 8: It's not that I can't see this committee doing more work on what a recommendation might look like.

[0:33:11] Voice 8: I just don't I feel like for me at any rate, I'm not there today with the information that we have in front of us.

[0:33:18] Voice 8: So I'm comfortable forwarding it to Trust Council for information, but I think if we want to do something different than that, I personally am not prepared to do so today.

[0:33:32] Voice 8: One

[0:33:36] Voice 7: of the things that was in the historical background in the briefing was that recommendations 2, 4 and 5 of the governance, the 2022 governance review included some examination of the structure of the committee.

[0:33:53] Voice 7: So we're following up on that. And I can't remember, and I don't have it in front of me in terms of where that fell on the recommendations from Trust Council of the priorities of what this committee should be focusing on.

[0:34:07] Voice 7: But it is follow up to those recommendations. So perhaps if that could be part of the briefing, if that could be added to the outline of the briefing, where this falls on the recommendations of this trust council of things we should focus on, that would, CAO Broney?

[0:34:30] Voice 7: yeah

[0:34:32] Voice 5: thank you chair i think there is a bit of a conflict there and that i if i remember correctly

[0:34:36] Voice 5: the governance recommendations did not figure particularly high in that decision around where

[0:34:45] Voice 5: they wanted governance committee focus but then we had the operational review recommendation which

[0:34:51] Voice 5: is this was primarily in response to which was directing governance committee to work with staff

[0:34:57] Voice 5: on preparing options and so it did there is a bit of a disconnect there in that out of the

[0:35:03] Voice 5: governance report recommendations um i don't believe they were they all fell on those ones

[0:35:09] Voice 5: fell lower on the priority list yeah but actually the operational review

[0:35:15] Voice 5: piece came back up okay

[0:35:16] Voice 7: page 13 of this agenda has the follow-up action list where the council prioritized and i think

[0:35:24] Voice 7: It looks like this one goes down to the very bottom.

[0:35:28] Voice 7: Work not be undercategorized on following recommendations.

[0:35:33] Voice 5: Oops.

[0:35:35] Voice 5: And so that, like I say, there is the rub in that it wasn't on the governance report.

[0:35:40] Voice 5: It wasn't made a priority.

[0:35:43] Voice 5: But out of the operational review, there was then subsequently the direction that we do work with you to bring forward recommendations for consideration.

[0:35:50] Voice 5: So this is primarily in response to the operational review recommendation, as opposed to the governance committee, we just wanted to, or the governance report, we just wanted to flag that there is a connection there as well.

[0:36:03] Voice 5: Well,

[0:36:04] Voice 7: except that four and five are in the understanding that be undertaken by staff as appropriate.

[0:36:13] Voice 3: Yeah.

[0:36:15] Voice 7: Okay.

[0:36:15] Voice 7: So there's a mixed bag there in terms of the recommendation.

[0:36:18] Voice 7: Recommendation. It certainly fits with roles of the committees and the committee mandates as being a priority item.

[0:36:27] Voice 7: Maybe if that could be included in the briefing, that would help.

[0:36:31] Voice 7: And we just get this laid in front of the Trust Council. Trustee Peterson?

[0:36:36] Voice 7: Yeah,

[0:36:38] Voice 8: just on this point, because looking at those recommendations, number two is in the recommend no further work be undertaken.

[0:36:55] Voice 8: So, yeah,

[0:36:55] Voice 8: there's a bit of a rub there.

[0:36:58] Voice 8: We're going to present that if we're seeing it, someone else will, too, I'm sure.

[0:37:03] Voice 7: Yeah, and there's overlap there with the four and five, which are higher up in the list.

[0:37:09] Voice 7: So, I think that needs to be explained.

[0:37:11] Voice 7: But it is, I think this briefing is very helpful in terms of how to help the next council and what this council's recommendations might be in terms of having, you know, some further action by staff in terms of more process.

[0:37:29] Voice 7: process, and whether or not there's, I guess, a response to the option two, in terms of

[0:37:42] Voice 7: realignment of standing committees, if that would be enough, or the option three, having

[0:37:47] Voice 7: the flexibility of select, and what that means for staff timing as well, and resources.

[0:37:52] Voice 7: All right, so what's your pleasure with respect to this?

[0:37:59] Voice 7: Did we get a motion?

[0:38:02] Voice 7: I

[0:38:05] Voice 5: believe you did have a motion, and I believe Trustee Borthwick seconded it as well.

[0:38:10] Voice 7: Okay, thank you. Mr. Barlow, can we get that up?

[0:38:25] Voice 7: Okay, Governance Committee forward the briefing of April 29th, 26,

[0:38:29] Voice 7: options for consideration by the incoming Trust Council to improve existing Trust Council Committee structure to Trust Council.

[0:38:38] Voice 7: Is this for information, for consideration?

[0:38:43] Voice 7: What do we want Trust Council to do with this?

[0:38:49] Voice 7: Trustee Peterson.

[0:38:52] Voice 8: I mean, it is for information.

[0:38:54] Voice 8: I didn't include that in the motion.

[0:38:59] Voice 7: Do we want them to work on it is my question, I guess.

[0:39:08] Voice 8: Yeah, I don't know.

[0:39:09] Voice 8: Again, I think I brought up some issues around really delving into the work

[0:39:14] Voice 8: that we have some information gaps.

[0:39:16] Voice 8: So I don't know that we're requesting them to do work on it.

[0:39:19] Voice 8: I would say for information is more accurate,

[0:39:23] Voice 8: it at least coming from sort of the intent my intent as the mover trustee

[0:39:30] Voice 7: good roll i agree

[0:39:32] Voice 4: i think um this is a briefing and it's it's timely with the election it's the opportunity

[0:39:37] Voice 4: to consider a reset um so it's a i think it's a very opportune time for the new council to start

[0:39:44] Voice 4: to consider this all

[0:39:47] Voice 7: right so um do you want to add for information is that necessary

[0:39:51] Voice 7: necessary,

[0:39:54] Voice 5: CAO Broney? I think it's fine as is. I think as a briefing, it kind of by default goes

[0:40:00] Voice 5: forward for information. Then, of course, Trust Council has the latitude if they wish to initiate

[0:40:04] Voice 5: some action in response to it, though.

[0:40:07] Voice 7: All right. And do we need to add anything in terms of

[0:40:13] Voice 7: additional detail about the governance review?

[0:40:18] Voice 5: I think that's fine. I don't need a direction on

[0:40:20] Voice 5: that. I can just make a minor amendment just to highlight that connection in terms of the

[0:40:25] Voice 5: ranking of the governance radio priorities all

[0:40:27] Voice 7: right thank you so we've got a motion that's on

[0:40:29] Voice 7: the floor and seconded without any amendments any more discussion all right let's have the vote

[0:40:37] Voice 7: all those in favor that's the four of us that are quorum so it's uh carried thank you good

[0:40:48] Voice 7: briefing thank you very much thank

[0:40:51] Voice 1: you so

[0:40:54] Voice 7: next is something that's near and dear to the heart of our

[0:40:59] Voice 7: chair the table of executive committee delegated authorities um page 19 of the agenda and

[0:41:07] Voice 7: again we've got a really good briefing so who wants to start discussion on this

[0:41:14] Voice 7: detailed table well

[0:41:18] Voice 2: chair i feel uh as my uh my covering duties i'll give it a one minute

[0:41:23] Voice 2: overview for you. How's

[0:41:25] Voice 1: that? All

[0:41:25] Voice 2: right. Let me just confirm my notes. So I was enthralled with

[0:41:31] Voice 2: reading this myself. So it's my pleasure to present it. The, where am I with my notes? Number

[0:41:36] Voice 2: two, there you go. EC delegation. So it's pretty straightforward. You have before you a request to

[0:41:43] Voice 2: prepare a table of delegated authorities to EC. That's what you have. And within it, it reveals

[0:41:49] Voice 2: that there's various ways that the EC has its authority

[0:41:53] Voice 2: given to it. Of course, at the top of the hierarchy would be via the Islands Trust

[0:41:57] Voice 2: Act. And sort of coming down from that would be letters patent

[0:42:01] Voice 2: from Bowen Island, bylaws that have enacted certain

[0:42:05] Voice 2: authorities, agreements that are in place, and sort of lastly would be

[0:42:09] Voice 2: policies that are in place. And so from that, you have

[0:42:13] Voice 2: a whole swag of things going to Islands Trust. This is the interesting part. Everything from

[0:42:17] Voice 2: from advocacy to code and, pardon me, standards of conduct,

[0:42:23] Voice 2: code of conduct is what I'm trying to get to,

[0:42:25] Voice 2: communications liaison, and so on and so forth.

[0:42:28] Voice 2: I'm not going to go detail one by one through it

[0:42:30] Voice 2: because that'd be an exhaustive thing for me to do

[0:42:32] Voice 2: and I didn't prepare the report.

[0:42:34] Voice 2: But I think it's well laid out in terms of the legislation,

[0:42:36] Voice 2: the bylaw, the policies, and in certain circumstances

[0:42:39] Voice 2: with Bowen Island and any other future municipality

[0:42:42] Voice 2: through the letters of patent.

[0:42:43] Voice 2: And you can see the huge breadth of authority given to EC.

[0:42:48] Voice 2: So that is my one-minute synopsis, short and sweet, with no real detail.

[0:42:53] Voice 7: And the volume of work.

[0:42:56] Voice 2: Thank you.

[0:43:01] Voice 7: Chair Patrick?

[0:43:03] Voice 6: Yes, this is a topic that's near and dear to my heart.

[0:43:06] Voice 6: And sort of like committees, I think it's always a good idea to dust them off, think about them, and decide, you know, do we have the right balance?

[0:43:15] Voice 6: And I can understand, you know, we're an organization that back in a lot of these policies and delegations were done in the early 90s.

[0:43:24] Voice 6: Travel was difficult. Meetings were in person. We didn't have this thing called Zoom or other things.

[0:43:31] Voice 6: And so I think it is important.

[0:43:34] Voice 6: and I think a place to start or a place that would be useful to start for this committee is

[0:43:40] Voice 6: the Act makes reference that the Executive Committee is intended to carry out the daily

[0:43:45] Voice 6: business. What does that mean today with today's accessibility and this whole pile of things that

[0:43:57] Voice 6: have been delegated to us? Are these still in keeping with what is intended to carry out the

[0:44:03] Voice 6: the daily business. I think I would look at that as it's about, it's meant to be continuity

[0:44:13] Voice 6: in a coordination, but not a parallel decision maker. I think it's about keeping governance

[0:44:19] Voice 6: moving efficiently, avoiding delays between council meetings. So if something can't be left

[0:44:26] Voice 6: for a long time. It needs to be acted upon. And we provide oversight without centralizing power

[0:44:33] Voice 6: away from trust councils, local trust committees. So I think it would be good to give some thought

[0:44:40] Voice 6: to what daily business means.

[0:44:46] Voice 7: And have you gone through this list and making any suggestions with

[0:44:52] Voice 7: with respect to, I suppose, offloading or clarification?

[0:44:58] Voice 6: I have not.

[0:44:59] Voice 6: I think that's a task that the committee should do,

[0:45:01] Voice 6: is kind of look at the various activities and say,

[0:45:04] Voice 6: does this still make sense that this reside on, you know,

[0:45:07] Voice 6: once I said we should, what is daily business?

[0:45:10] Voice 6: Do we feel we have a good grounding and understand what the executive goes

[0:45:14] Voice 6: into? What is, you know, what is staff?

[0:45:16] Voice 6: I think staff needs to kind of look at how does the executive can we keep the

[0:45:20] Voice 6: work flowing?

[0:45:20] Voice 6: I think that's the key thing between meetings is keeping the work flowing, but not, you know, stopping short of when is what should or could go back to trust counsel for decision making.

[0:45:34] Voice 6: Yeah,

[0:45:38] Voice 7: I saw some really broad macro issues and then some, you know, the daily business, some micro details. And yeah, I guess it would be helpful if we could identify where there's some friction and where there's been problems and whether that needs clarification. Trustee Peterson?

[0:46:01] Voice 7: Yeah,

[0:46:04] Voice 8: I think it's really interesting to sort of have this all laid out. I think it would be even more like in terms of doing some deeper analysis, which I will admit I have not done a deep analysis on this information yet.

[0:46:24] Voice 8: Totally agree. It's worth consideration of this committee digging a little bit deeper. But what occurred to me as I was looking at it is that if the policies referred to were hyperlinked in a document, then anyone going through could quickly kind of switch back and forth between this and the policy that's referred to.

[0:46:50] Voice 8: And I

[0:46:51] Voice 8: think for doing that deeper analysis, a document that included those hyperlinks would be super helpful.

[0:47:00] Voice 7: Okay, we can't make any decisions in the next little while.

[0:47:04] Voice 7: Trustee Berthwix just stepped out.

[0:47:06] Voice 7: Okay, thank you.

[0:47:09] Voice 7: Trustee Patrick.

[0:47:11] Voice 6: Well, I thought I'd give an example of one of the things that we've sort of addressed was the policy, the way it was written, had the CAO reporting directly to the executive committee.

[0:47:22] Voice 6: And I think it's important to remember the executive committee is not an incorporated body. Only the Islands Trust Council is, the Islands Trust Conservancy Board is, and the local trust committees are. But the executive committee is not. It is a extension of trust council.

[0:47:37] Voice 6: So I think we took care of that when we had our CEO hiring committee. We expanded the committee to have a greater representation and worked ourselves to do as much as we could to bring that decision to Trust Council.

[0:47:53] Voice 6: But I think that is an example where Trust Council needs to, you know, agree with the hiring of a CAO, that that is not a day-to-day operation.

[0:48:04] Voice 6: So that's just one example that I ran into.

[0:48:08] Voice 1: Right.

[0:48:12] Voice 7: So, Trustee Patrick, I agree.

[0:48:15] Voice 7: I was itching to try to link to the different policies.

[0:48:20] Voice 7: And I was really struggling with our website in terms of digging them up.

[0:48:28] Voice 7: So what you're suggesting is some sort of more time to actually go through this point by point, or at least for each of us individually to go through this.

[0:48:40] Voice 7: and to possibly with the context with the focus of trying to um eliminate uh duplication things

[0:48:52] Voice 7: like that trustee peterson oh

[0:48:54] Voice 6: if i could get back i think this daily daily business piece i think is

[0:48:58] Voice 6: worth talking about and i think it's worth hearing a bit from staff too because they run into this

[0:49:03] Voice 6: more on a day-to-day you know when is a decision more critical and needs to occur and can't wait

[0:49:10] Voice 6: and how the structure is set up today

[0:49:13] Voice 6: and how can we then kind of create a criteria,

[0:49:19] Voice 6: I guess you could say,

[0:49:20] Voice 6: to look then at each of these things

[0:49:22] Voice 6: that have been delegated and say,

[0:49:23] Voice 6: yeah, this still makes sense

[0:49:24] Voice 6: versus maybe it went a little too far.

[0:49:30] Voice 7: Trustee Peterson?

[0:49:32] Voice 8: Yeah, I appreciate what Chair Patrick's saying there.

[0:49:36] Voice 8: And I think that's actually,

[0:49:38] Voice 8: that would be helpful to sort of,

[0:49:42] Voice 8: to help frame, you know, a more in-depth or future discussion on, assuming that this committee has

[0:49:50] Voice 8: some appetite to dig into this and with an eye to making recommendations to trust council down

[0:49:57] Voice 8: the road, which is essentially our role. But if that is the case, if this committee is interested

[0:50:03] Voice 8: in digging deeper on this, then I think Trustee Patrick's right.

[0:50:12] Voice 8: What is daily business?

[0:50:15] Voice 8: The staff perspective on that, I agree, would be really useful

[0:50:19] Voice 8: because we know some things can definitely wait,

[0:50:25] Voice 8: but I'm sure from an operational standpoint,

[0:50:28] Voice 8: standpoint um uh staff would be best positioned to kind of uh make some recommendations like

[0:50:36] Voice 8: yeah if you take this away from this piece away from executive committee uh maybe there's some

[0:50:44] Voice 8: concerns that it would affect you know how we how we unfold business if we have to wait to a to a

[0:50:51] Voice 8: either to a quarterly meeting or to schedule a special meeting of trust council so there is

[0:50:56] Voice 8: I think there's some complexity in there that staff advice on some of those pieces would be really useful.

[0:51:07] Voice 7: I mean, we've got two members of the executive committee on this committee, but I have no experience with the full extent or any of very much of the work of the executive committee.

[0:51:19] Voice 7: So would it be worthwhile to have some sort of feedback from the other members of executive as well?

[0:51:26] Voice 7: So, is that just adding to this?

[0:51:34] Voice 7: Chair Patrick?

[0:51:37] Voice 6: Again, I kind of look, this is a Trust Council decision.

[0:51:41] Voice 6: You know, Trust Council meets quarterly.

[0:51:43] Voice 6: That's the system that we have today.

[0:51:45] Voice 6: And I think that's something, just like the committee meeting conversation we had, accessibility through Zoom and other forms is quicker now.

[0:51:54] Voice 6: Do we want to work in Committee of the Whole meetings on a more regular basis?

[0:51:58] Voice 6: Or, you know, is there a chance to restructure? And again, I hope the new Trust Council is going to take that on just because we've met quarterly for five decades. Does that mean that's the way this body should meet? How does the work, you know, we don't want to make more work for staff.

[0:52:15] Voice 6: half um but to make the you know trust council function at a you know better um you know

[0:52:23] Voice 6: sometimes having maybe your decisions is is makes them you're you're invested more um uh you know

[0:52:30] Voice 6: but again we don't want it to get bogged down so there's this this kind of this cross and i think

[0:52:35] Voice 6: this isn't going to be something that can be done in a simple let's fix it once and get her done i

[0:52:42] Voice 6: I think if we could establish or reestablish what we think is the daily business, reestablish a process in which we're coming at this, I think executive committee has to just be disciplined and with staff's help as we make decisions, go, you know, this is one that really deserves to be put back to trust counsel.

[0:53:02] Voice 6: You know, there needs to be a trigger to say this type of decision belongs back on trust counsel.

[0:53:08] Voice 7: Christy Peterson?

[0:53:12] Voice 8: Yeah, thank you.

[0:53:13] Voice 8: i i appreciate the the notion of um you know really having a look it's is the way we've been

[0:53:21] Voice 8: doing business uh as trust council um is it still working is it still achieving um what it needs to

[0:53:29] Voice 8: do within the structure um that we've we've been using um i think committee of the whole is as a

[0:53:38] Voice 8: a new tool, this term. I don't know that it's been, I don't know that it's been really deeply

[0:53:50] Voice 8: used enough at this point for real consideration of is it working, because I think it's,

[0:53:55] Voice 8: in my sense, it's sort of early days. I think there's a lot of potential there.

[0:54:01] Voice 8: And all of that said, of course, the other consideration that is always top of mind is

[0:54:08] Voice 8: is if we consider changing how we're doing business,

[0:54:13] Voice 8: what that means operational for staff capacity

[0:54:16] Voice 8: and eventually financial considerations.

[0:54:20] Voice 8: And I wanted to state that financial considerations,

[0:54:22] Voice 8: while important, aren't a reason to not do something

[0:54:26] Voice 8: that is more functional and more efficient.

[0:54:30] Voice 8: But it's still a consideration.

[0:54:32] Voice 8: But that staff capacity piece is even more vital

[0:54:36] Voice 8: idle than any of the financial consideration in that sense. So lots of working pieces here.

[0:54:45] Voice 8: It also occurs to me that a hyperlinked version of this being made available to incoming trustees

[0:54:58] Voice 8: who might be considering running for executive committee might be a useful tool.

[0:55:08] Voice 8: just to try to get a sense of some of the things

[0:55:10] Voice 8: that have been delegated.

[0:55:14] Voice 8: So that's maybe more of a consideration

[0:55:17] Voice 8: of sending this off to the onboarding group

[0:55:23] Voice 8: for some, you know, get their eyes on that aspect of it

[0:55:27] Voice 8: as opposed to the sort of aspect that we're more focused on.

[0:55:35] Voice 7: Well, that's the benefit of having CAO Broney

[0:55:37] Voice 7: on this committee in terms of he's the one that's organizing

[0:55:40] Voice 7: that other committee as well.

[0:55:44] Voice 7: All right.

[0:55:46] Voice 7: I'd like to step back to the introduction of all of this.

[0:55:51] Voice 7: And the question that the resolution that we passed in January

[0:55:57] Voice 7: was for the staff and the chair of the governance committee

[0:56:00] Voice 7: to prepare a table.

[0:56:01] Voice 7: I have to give 100% credit to David, Director Marler,

[0:56:05] Voice 7: because he did all of the work on this.

[0:56:08] Voice 7: And I think he passed it to me for some sort of comment,

[0:56:12] Voice 7: but I did very, very little.

[0:56:14] Voice 7: So full credit goes to Director Marler.

[0:56:18] Voice 7: And I think that recognizing staff contributions is important.

[0:56:23] Voice 7: So on that note, Trustee Gavreau.

[0:56:28] Voice 4: Thank you.

[0:56:29] Voice 4: Yeah, I agree that the work on this briefing is amazing.

[0:56:33] Voice 4: amazing it really highlights the complexity of the work of the ec um and just trying to make

[0:56:40] Voice 4: to dive into this understand this table would take weeks and the hyperlinks i do agree would

[0:56:45] Voice 4: be very helpful i have i don't know 15 20 open tabs right now trying to search down these policies and

[0:56:51] Voice 4: um i guess what i'm saying is um just to back to what laura was saying about the how does

[0:56:56] Voice 4: you know the daily activities of the um the ec or the island stress how does this work and how

[0:57:03] Voice 4: this play into these authorities and this it's such a complex question so i think we really need

[0:57:08] Voice 4: to kind of break it down a little bit more too if we're going to be sending this to the next council

[0:57:13] Voice 4: as well um you know like small um biting pieces that may be that are relevant to the timing

[0:57:19] Voice 4: um of whenever um you know um at the beginning of the election what are the first things that

[0:57:25] Voice 4: the new board will be doing or the new council will be doing maybe isolate those policies

[0:57:30] Voice 4: sees separately so small manageable bites rather than everything all at once but kind of comes to

[0:57:37] Voice 4: my mind too is that um like is the executive committee are they a coordinator or are they

[0:57:43] Voice 4: a decision-making body seems like they're both and how does that balance i in all the complexity

[0:57:50] Voice 4: of this table it's really hard to kind of tease out is this the right balance are we hitting the

[0:57:55] Voice 4: right balance or how are we able to stay proactive um on issues a lot of times we get called out

[0:58:02] Voice 4: about accountability and decisions being made behind closed doors and meetings and you know

[0:58:08] Voice 4: maybe there's a way that we could um understand if we're striking that right balance that we're

[0:58:15] Voice 4: answering the right problems at the right time and the time we matter those are my thoughts i

[0:58:20] Voice 4: I don't really have a lot of I have a lot of comments, almost too many to put out in one meeting.

[0:58:26] Voice 4: But like I said, I think this briefing is is super complex and perhaps could be whittled down to a little more morsels of information at one time.

[0:58:39] Voice 4: Thanks.

[0:58:42] Voice 7: Christy Peterson.

[0:58:42] Voice 7: Yeah,

[0:58:46] Voice 8: just in terms of actually reading this report to and know, I mean, choosing which way it's organized is obviously, I mean, it makes a lot of sense the way it's done here.

[0:59:01] Voice 8: here but um in fact before i go too far i want to just double check and make sure i'm not there

[0:59:10] Voice 8: yeah because for for trustees looking at this to understand there are um a few legislative

[0:59:22] Voice 8: um authorities and responsibilities um and then there are a number of which are are by policy

[0:59:29] Voice 8: And some even by practice. But I think to Trustee Patrick's original point, it's like, what is actually working well? What is serving the organization well? And when is it the time for executive committee to sort of punt the work back to trust counsel?

[0:59:51] Voice 8: So at this point, it's essentially being left up to executive committee to sort of identify those pieces.

[1:00:00] Voice 8: um there's there's things that come to executive committee that i know that uh under chair patrick's

[1:00:08] Voice 8: um guidance the executive committee has gone said well we really need to take this back to

[1:00:14] Voice 8: trust council and that's a really positive thing um but that's kind of the way we're setting up

[1:00:22] Voice 8: set up right now there's uh some pieces and potential for a number of pieces like that are

[1:00:28] Voice 8: are um really being left at the discretion of whoever the current executive is and is that

[1:00:37] Voice 8: the best way to have it um so lots of lots of big questions here and unfortunately i don't have a lot

[1:00:44] Voice 8: of answers trustee patrick yeah

[1:00:50] Voice 6: i think i've been giving thought i think the word decision tree was

[1:00:53] Voice 6: probably the one that i was looking at more of a decision tree of what's daily business and can

[1:00:58] Voice 6: Can this wait? Can this not? As sort of a way to look at this.

[1:01:01] Voice 6: I think this might be a chance to ask our CAO.

[1:01:03] Voice 6: Brony is looking at this before us.

[1:01:05] Voice 6: His experience that he's seen with the executive committee and trust council is how to go about a review of this delegated authority.

[1:01:18] Voice 5: Yeah, thank you. Through the chair, I would I would say, first off,

[1:01:22] Voice 5: to undertake a extensive review of the authority of executive committee is in and of itself a

[1:01:28] Voice 5: significant project that I think we would have to, you know, really assess the full scope of

[1:01:37] Voice 5: the work involved. Because, you know, if there was a way to sort of scope it more narrowly,

[1:01:41] Voice 5: that would help. But if we just wanted to say, let's review the authority of executive committee

[1:01:46] Voice 5: and bring forward recommendations, that in itself is going to be a significant piece of work. And I

[1:01:51] Voice 5: I think, you know, the original intent of this request was let's just get it all laid out and then think about what, if anything, needs to be done.

[1:01:58] Voice 5: And you're having that conversation.

[1:02:02] Voice 5: You know, I think from the staff perspective and Director Cermak has a longer timeline of perspective on this than I do.

[1:02:09] Voice 5: I think generally speaking, there is a great efficiency and nimbleness in the role of executive in dealing with those day-to-day kind of more the administrative side of things.

[1:02:23] Voice 5: because of the nature of how Trust Council functions and only meets quarterly, as you've all spoken to.

[1:02:29] Voice 5: And I think for the most part, those issues that Trustee Peterson has referenced where sometimes the Executive Committee will look at something and say,

[1:02:36] Voice 5: this should probably go to Trust Council. In my experience so far, those are often issues that Executive Committee could make a decision on and provide direction on,

[1:02:46] Voice 5: but is exercising its discretion to say this is a this we would actually really like to get the

[1:02:51] Voice 5: perspective of trust counsel and so i think um for the most part the the exercise of executive

[1:02:57] Voice 5: committee's authority works pretty well as long as there is that discretion of this is a bigger thing

[1:03:02] Voice 5: that we probably need to hear from all 26 trustees on before we make a decision

[1:03:07] Voice 5: and i think staff generally do a good job too of channeling things appropriately through executive

[1:03:13] Voice 5: committee or council and providing that advice is this is really a council thing or this is really

[1:03:18] Voice 5: an easy thing and you have the authority to do that. I think there are some things where it gets

[1:03:23] Voice 5: a little bit just muddied in terms of practice. I think, for example, there is a perception that

[1:03:28] Voice 5: executive committee approves the agenda and materials for trust council when technically

[1:03:33] Voice 5: what the policy says is executive committee reviews. But it shouldn't necessarily, things

[1:03:40] Voice 5: coming forward on a trust council agenda shouldn't necessarily be perceived as executive

[1:03:44] Voice 5: committee sort of approved and thereby endorsed the recommendations, et cetera, in those materials.

[1:03:49] Voice 5: And so I think some of that nuance sometimes gets a little bit lost. And I think, you know,

[1:03:55] Voice 5: I think executive committee generally understands that, but I think it's important for trust council

[1:03:58] Voice 5: to understand that executive committee is not endorsing the material and recommendations. It

[1:04:04] Voice 5: is simply reviewing and agreeing that, yes, this is all going to be sort of doable from a logistical

[1:04:09] Voice 5: and meeting standpoint this makes sense for this to come forward at this time so i think there's

[1:04:13] Voice 5: some areas like that that could be clarified um i don't see any from my perspective any glaring

[1:04:19] Voice 5: issues in terms of ec having too much authority but of course i think that's because a lot of that

[1:04:28] Voice 5: makes our lives easier as staff as i say to sort of expedite things whereas i can appreciate from

[1:04:33] Voice 5: trust council there may be a perspective on some issues where we actually would really like trust

[1:04:38] Voice 5: Council to weigh in on that. And maybe Director Cermak, if you have any perspective on that,

[1:04:43] Voice 5: I think that would be helpful as well.

[1:04:45] Voice 2: Sure. And thank you to the Chair. There's

[1:04:49] Voice 2: kind of two key conversations going on about reviewing the delegated authority within current

[1:04:54] Voice 2: context. It's old, most of these policies, bylaws, et cetera. So is it worth reviewing? I'll leave

[1:05:02] Voice 2: leave that up to yourselves and trust counsel to certainly it could be updated.

[1:05:08] Voice 2: It's easy to see the why, but I do agree that the, you know,

[1:05:11] Voice 2: the current system is effective and it works for staff and EC, I would argue,

[1:05:16] Voice 2: but the greater question about whether trust counsel thinks that now is an

[1:05:20] Voice 2: appropriate time to review. It's always a good time to review.

[1:05:23] Voice 2: It's just the amount of work that it would take would be substantive.

[1:05:25] Voice 2: And if we're going to do that work,

[1:05:28] Voice 2: I would make sure we'd want to do it really well.

[1:05:30] Voice 2: So, Trustee Patrick?

[1:05:34] Voice 6: Yeah, I think what I've been trying to focus on since I've taken on this role of chair is communications and making sure that trustees are aware of the decisions that executive committee are making.

[1:05:45] Voice 6: And I think that's something that's going to either fall onto the future chair as to how they communicate.

[1:05:52] Voice 6: And I think that is of critical importance.

[1:05:58] Voice 6: I think from an onboarding perspective, I think there's a lot of training to trustees to learn to read the executive, you know, trustees should be reading the executive committee agendas and being aware of them and following that work rather than just assuming the executive are off doing all this great stuff on their behalf, that it's critically important information.

[1:06:19] Voice 6: So, I think it's the communications and then I think just bringing in some sort of a revisited decision tree as executive committee moves forward to take a look at sometimes at a decision say you know that maybe it's time this be either for this decision be moved back to Trust Council or permanently this work should be returned back to Trust Council.

[1:06:39] Voice 7: Theo Broney?

[1:06:41] Voice 5: Yeah, thank you, Chair.

[1:06:42] Voice 5: I think that's a very good point from Chair Patrick, that what often I think has maybe

[1:06:49] Voice 5: contributed to some of the historical tensions that I have had conversations with some trustees

[1:06:54] Voice 5: about is a lack of kind of transparency and line of sight into what executive committee

[1:07:00] Voice 5: is doing and the outcome of that.

[1:07:03] Voice 5: And so I think that transparency and communication is a really important piece around understanding

[1:07:08] Voice 5: executive committee's authority, and so I think this helps, and the suggestion of including this

[1:07:13] Voice 5: as part of our orientation is one that I've noted. I think it would be a good addition with hyperlinks

[1:07:18] Voice 5: in the trustee toolkit for a new council, particularly for EC, but for all trustees

[1:07:25] Voice 5: to really understand what all these authorities look like as an important baseline, and I think

[1:07:30] Voice 5: that transparency piece as a practice is really important, and the accountability of EC to trust

[1:07:35] Voice 5: Council to keep it apprised of its work. I just want to touch on to the earlier point that I think

[1:07:42] Voice 5: Trustee Peterson made, which is really that the most of this is within the domain of Trust Council

[1:07:49] Voice 5: to maintain or change, right? You know, when you look at this table, there are only a very small

[1:07:53] Voice 5: number of things that are actually within the legislation, primarily around actually the role

[1:07:58] Voice 5: around approving bylaws. And then the other duties that Trust Council may choose to assign to

[1:08:04] Voice 5: executive committee and out of that flows all of these policy um pieces and bylaw pieces that

[1:08:10] Voice 5: that we as an organization have established and so there is a lot of latitude there for sure for

[1:08:15] Voice 5: trust council to to revisit and amend um most of the things in this list outside of that those few

[1:08:21] Voice 5: pieces in legislation trustee

[1:08:25] Voice 7: peterson yeah

[1:08:28] Voice 8: thank you chair just a couple comments i love the idea

[1:08:30] Voice 8: um uh chair patrick mentioned of of the decision tree and i also want to give credit where credit's

[1:08:35] Voice 8: do um chair patrick your uh work since um since taking on the role of chair to communicate better

[1:08:44] Voice 8: out to trustees i i think is um really helpful and i i'm i know that it's um uh appreciated

[1:08:50] Voice 8: so just uh credit where it's due there um and yeah i think uh uh this document has potential

[1:08:59] Voice 8: to be really useful in a number of different ways and i said as i said before i know sorry

[1:09:04] Voice 8: Sorry, Stefan, but maybe you can find someone else to do it.

[1:09:07] Voice 8: But putting the hyperlinks in would make it very, very useful.

[1:09:13] Voice 8: But I think, yeah, just as a piece for trustees to understand

[1:09:18] Voice 8: whether it's in orientation or just accessible throughout the term

[1:09:26] Voice 8: for trustees to sort of have as a reference.

[1:09:31] Voice 8: And then maybe those, you know, the more this is sort of out there, maybe those discussions about what delegated authorities are appropriate to stay with executive committee in which maybe some trustees may have a desire to return those decisions to trust counsel.

[1:09:51] Voice 8: Also, all in all, I think a really useful, useful document to have access to.

[1:10:00] Voice 8: It'd be even more useful with those hyperlinks.

[1:10:02] Voice 8: And again, kudos to Chair Patrick for, you know, bringing this forward, but also really putting into practice in her role as chair, some enhanced communications.

[1:10:16] Voice 7: See you, Brony.

[1:10:18] Voice 5: Thank you.

[1:10:18] Voice 5: Peter, just for reference, there is a version of this, and I would have to confirm that it is current, but it looks like it was updated in 2022.

[1:10:27] Voice 5: On the executive committee page on our website, there is a

[1:10:29] Voice 5: document that does also list the responsibilities of chair, vice chairs, and executive committee with links to the relevant policies.

[1:10:38] Voice 5: I would just want to, you know, we can make sure that that is current, but that is available as well.

[1:10:44] Voice 5: All

[1:10:49] Voice 7: right. So maybe it's my legal background, but whenever you're doing a contract, you're always thinking about what's the potential worst case scenario and how do you build in remedies for that?

[1:11:03] Voice 7: So I think that if we were ever to have an executive committee that we thought was rogue or not communicating or some negative kind of connotation, then what, if anything, could Trust Council either do about it or what of all of these policies and what would be the remedies?

[1:11:29] Voice 7: So I'm thinking that at this point, we need to possibly table this to our July meeting and review it in the context of a decision tree.

[1:11:44] Voice 7: What would be priorities in terms of the daily business? What would be something that Trust Council would want to have come back and give some direction to EC in terms of not to make decisions without first discussing it with Trust Council or something to that effect?

[1:12:02] Voice 7: or some way of sorting out possibly how to put into a policy of these improvements.

[1:12:15] Voice 7: We've got, you know, in terms of, I was just reading something here in terms of the communication

[1:12:21] Voice 7: that there was internal communication, you know, if we want to beef that up so that it's more specific

[1:12:30] Voice 7: Can we carry on with the improvements?

[1:12:33] Voice 7: But I'm thinking that we need to have some more detailed discussion about this,

[1:12:43] Voice 7: but with a focus and a context in terms of how do we help Trust Council and the EEC make any changes,

[1:12:56] Voice 7: if there are any, that we would be recommending.

[1:12:58] Voice 7: ending so we've got this long detailed list um what do we do with it and you know how do we

[1:13:05] Voice 7: without getting overwhelmed how do we make improvements if any does that make sense

[1:13:13] Voice 7: spend more time on it trustee peterson yeah

[1:13:20] Voice 8: i mean my perspective is um that yeah if the if

[1:13:25] Voice 8: the committee wants to do some more work on it let's bring it back at uh at our next meeting

[1:13:30] Voice 8: meeting and then hopefully we could all take a bit of time to sort of dig into dig into it in in I

[1:13:38] Voice 8: certainly I haven't had the time to dig into this into the depth um that I think would really inform

[1:13:46] Voice 8: uh the discussion more usefully than sort of my general comments okay

[1:13:53] Voice 7: trustee Patrick

[1:13:54] Voice 8: no I think

[1:13:56] Voice 6: putting into the next meeting would be a good idea and I think there's a number of policies

[1:14:00] Voice 6: here that are under construction. We know the code of conduct is going to change. We're not going to

[1:14:05] Voice 6: have a committee. The grant and aid piece is changing. I think that's going back to trust

[1:14:10] Voice 6: counsel. So there are, I think there's a few of these that already are being addressed and will

[1:14:17] Voice 6: no longer be on the executive committee's list. So it can be kind of updated a little bit.

[1:14:23] Voice 6: All right.

[1:14:27] Voice 7: So then, do we want just another general discussion or do we want to have some focus?

[1:14:40] Voice 7: I

[1:14:41] Voice 6: think some thought on like a decision tree would be useful. I mean, it could be kind of up to

[1:14:49] Voice 6: the executive committee to implement that or up to trustees to notice that in terms of the

[1:14:56] Voice 6: the decisions that are that are made but um i think some input into a decision tree would be

[1:15:00] Voice 6: useful all

[1:15:05] Voice 7: right so um how about if we just um table this to our uh put it over to our agenda

[1:15:14] Voice 7: on july the 15th and each of us um have our own focus and perspective and um background and

[1:15:23] Voice 7: experience and we just have another shot at it in terms of a general conversation in july

[1:15:28] Voice 7: Hi, Director Cermak.

[1:15:34] Voice 2: I'm going to take a brevity stance here

[1:15:37] Voice 2: on behalf of my other director.

[1:15:39] Voice 2: And so what I'm hearing is

[1:15:42] Voice 2: certainly can put it on the next agenda.

[1:15:44] Voice 2: Make sure we have the hyperlinks

[1:15:46] Voice 2: in there for you to review.

[1:15:47] Voice 2: So I think you still have 15 pages open,

[1:15:50] Voice 2: but at least we'll be quicker to get to them.

[1:15:54] Voice 2: If there's any questions

[1:15:55] Voice 2: you'd like us to answer

[1:15:56] Voice 2: between now and then that are feasible.

[1:15:59] Voice 2: So it's just bringing this back

[1:16:01] Voice 2: and you're generating your questions if there's any questions you'd like us to answer or maybe

[1:16:05] Voice 2: even reorganize the information into a different way of thinking so i'm looking at this document

[1:16:11] Voice 2: i see it's sort of categorized by a sort of topic area or category right advocacy liaison agreements

[1:16:19] Voice 2: that kind of thing equally we could rearrange in terms of ordering it via what's appropriate for

[1:16:27] Voice 2: the act versus the bylaws versus the policies or something so if there's any questions we can help

[1:16:31] Voice 2: generate an answer to uh now might be the time to do that so then you can um have that ready for

[1:16:37] Voice 2: your next meeting and i'll commit uh director modeler to look at doing that work for you

[1:16:43] Voice 7: trustee peterson i

[1:16:46] Voice 8: actually really like uh what the directors just suggested they're on the way

[1:16:49] Voice 8: to help sort of um facilitators speed up the the discussions um it's great to list them all but

[1:16:59] Voice 8: clearly the those that are legislated we've got no wriggle wiggle room so let's just identify

[1:17:06] Voice 8: we can't do anything about these ones unless the province says so um and then uh and then grouping

[1:17:13] Voice 8: Grouping by a bylaw and policy also, I think, would be or could be useful because we know

[1:17:21] Voice 8: if it's if there's consideration of moving those responsibilities, then the process becomes

[1:17:32] Voice 8: instantly clearer on what's the necessity.

[1:17:35] Voice 8: Are we actually repealing or amending a bylaw or are we looking at a policy?

[1:17:40] Voice 8: so um i don't know that's and i guess it's not necessarily i don't know this is necessarily

[1:17:49] Voice 8: better than doing it sort of by um the categorization categorization it's done or if

[1:17:57] Voice 8: it would be to go through each of those and and i mean i'm just trying trying to not make it bigger

[1:18:04] Voice 8: and duplicate it more but at the same time maybe it's just a matter of having a different version

[1:18:10] Voice 8: version of the same information categorized that way. I don't know. I'm thinking out loud here and

[1:18:15] Voice 8: not very productively. Sorry.

[1:18:18] Voice 7: Trustee Patrick.

[1:18:19] Voice 6: I don't think we want to overwork this too much.

[1:18:22] Voice 6: Bear in mind that Director Marler does have a whole entire another project as we do on updating

[1:18:28] Voice 6: all the policies. So I think, you know, as we go through an update of policy piece, that's always

[1:18:34] Voice 6: an opportunity to review the delegated authorities and things that are in those policies to make sure

[1:18:39] Voice 6: that that policy is modern and up to date. So a decision tree would affect that or be something

[1:18:45] Voice 6: that could be looked at as policies are being updated. So I think the only piece that would

[1:18:49] Voice 6: help me if this comes back again is maybe highlight or yellow highlight or something,

[1:18:55] Voice 6: those policies that are in that process that will be updated in the next six months that are in that

[1:19:03] Voice 6: so that we don't spend a whole lot of time going down the rabbit hole on those.

[1:19:11] Voice 7: Fair enough. All right. So table this to July the 15th and with everybody doing their own homework. Is that too vague?

[1:19:33] Voice 8: And reaching out to staff with questions in advance.

[1:19:36] Voice 7: Okay. With the understanding that we'll channel our questions to staff in advance.

[1:19:44] Voice 7: All right. So I don't think we need a motion for that. We're just tabling.

[1:19:51] Voice 7: um, and putting it over. So do we need a trustee Borthwick?

[1:19:57] Voice 9: Oh, just the one thing of, of making sure that that, um,

[1:20:01] Voice 9: that homework gets communicated to, uh,

[1:20:04] Voice 9: the absent committee members as well. That's all.

[1:20:09] Voice 7: Okay. I'll undertake to do that. I'll send an email.

[1:20:15] Voice 7: I think I can do that without it being considered business. All right.

[1:20:19] Voice 7: All right, so we're now at a next juncture in our agenda.

[1:20:25] Voice 7: I'm going to suggest we do a short bio break.

[1:20:30] Voice 7: It's quarter to 12, and we go to 12.30, and then to our lunch break.

[1:20:36] Voice 7: I think we might be able to finish the next.

[1:20:41] Voice 7: If we do a bio break until 12, I think that gives us half an hour for the next item.

[1:20:47] Voice 7: How does that sound?

[1:20:49] Voice 7: Any objection?

[1:20:52] Voice 7: All right. So, Mr. Barlow, if you could let the public know, we're going to take a short break until 12 noon.

[1:21:04] Voice 1: Thank you all.

[1:38:15] Voice 1: Almost got quorum.

[1:38:27] Voice 7: Okay. Robert, do you want to start it up again? Welcome back, everybody. So we're up to 9.3, I believe, in our agenda. And CAO Brony, is this yours for briefing?

[1:38:51] Voice 7: Sure,

[1:38:55] Voice 5: it can be. I can start off. Thank you, Chair. So, at a previous meeting, I believe your last one, a proposal came forward to harmonize the three existing policies around resolutions without meeting and combine them into one policy.

[1:39:13] Voice 5: Upon further review and feedback following that meeting, staff have identified that actually RWMs, particularly as it relates to local trust committees and the Islands Trust Conservancy, to be directive, they need to be put into bylaw instead of policy.

[1:39:33] Voice 5: And so this request for decision provides the background and context for that, but ultimately is seeking direction from this committee on to proceed then with making bylaw amendments, as opposed to the previously proposed policy amendments, to update our WM procedures.

[1:39:51] Voice 5: And while it will not allow us to combine them into one policy, as was the previous proposal, it does allow us to make some updates to those procedures and align and harmonize them as best as possible across both the Trust Council practice, the LTC practice, and then the Conservancy Board practices as well, so that we have at least some greater consistency.

[1:40:14] Voice 5: consistency and so looking for direction and decision from this committee on if you wish us

[1:40:21] Voice 5: to proceed with with that work and the bringing forward some bylaw amendments all

[1:40:28] Voice 7: right so the

[1:40:29] Voice 7: recommendations are that the government committee governance committee requests staff to draft

[1:40:33] Voice 7: amendments to procedures bylaw and further that we request staff to provide recommended

[1:40:40] Voice 7: model language that can be provided to the conservancy board to be considered for their

[1:40:47] Voice 7: meeting procedures by and all trustee borthwick yeah

[1:40:51] Voice 9: i mean my read of this was uh that it was

[1:40:54] Voice 9: pretty straightforward um this doesn't seem terribly controversial it's it's

[1:40:59] Voice 9: largely housekeeping unless i'm missing something dramatic um and i mean i think we're we're blessed

[1:41:07] Voice 9: in that we have the the chair of the conservancy board so she can maybe weigh in and see if she

[1:41:12] Voice 9: would be horribly offended by us forwarding this language along but to me this seemed

[1:41:18] Voice 9: pretty straightforward um and i would hope um you know the the briefing to me speaks to staff seem

[1:41:27] Voice 9: to think that this is a better way to do this and needs to be done so it doesn't seem terribly

[1:41:32] Voice 9: controversial to me i'm happy to make motions when we get to it just

[1:41:36] Voice 7: a good role i

[1:41:39] Voice 4: agree um

[1:41:40] Voice 4: Yeah, I see this is modernizing as well. The policy, existing policy is quite old, relies on fax, telephone. I think the emails were modernized and I'm in big favor of consistency in policies, especially spread across such a large organization.

[1:41:59] Voice 4: And as far as ITC work, I look forward to consideration of these model bylaws. So yes, I'd be in favor of the recommendations.

[1:42:08] Voice 4: Mayor Mrakas, Thank

[1:42:10] Voice 7: you, trustee peterson yeah

[1:42:15] Voice 8: i'm going to agree with a much what i've just heard, I think the the the piece, as.

[1:42:22] Voice 8: Mayor Mrakas, In my experience over the last few years of the term that I think is we're a little bit lacking in in is sort of the.

[1:42:31] Voice 8: Mayor Mrakas, A bit more of a background or or explainer for trustees, in particular.

[1:42:37] Voice 8: particular, but also something that's public facing because there are cases where members

[1:42:44] Voice 8: of the public are requesting that a local trust committee advance something or other

[1:42:49] Voice 8: by means of a resolution without meeting.

[1:42:52] Voice 8: And then also just so that trustees are really grounded in what is the appropriate use of

[1:43:00] Voice 8: resolution without meeting.

[1:43:01] Voice 8: meeting. And so some, some form of documentation, like I said, that could be public facing for

[1:43:09] Voice 8: members of the public and trustees to, to access easily to kind of just a little bit

[1:43:15] Voice 8: of an explainer. They're great for these things. They really can't be used for these other

[1:43:22] Voice 8: things. So that is just something I've encountered. There's a bit of a lack of a full understanding

[1:43:28] Voice 8: amongst trustees and some trustees

[1:43:31] Voice 8: and members of the public on that.

[1:43:34] Voice 8: So, but appreciate the work and in support.

[1:43:38] Voice 7: CEO Brony?

[1:43:39] Voice 5: Yeah, thank you to the chair.

[1:43:40] Voice 5: Just to that point by Trustee Peterson,

[1:43:42] Voice 5: I think that's a good point.

[1:43:44] Voice 5: And I think if we proceed with this work

[1:43:46] Voice 5: and updating these bylaws,

[1:43:48] Voice 5: that provides a good opportunity

[1:43:49] Voice 5: to refresh everybody's understanding

[1:43:51] Voice 5: around the trust council table

[1:43:53] Voice 5: of the appropriate use of RWMs

[1:43:56] Voice 5: and ensure that there's that clarity.

[1:43:58] Voice 5: And we can certainly look at

[1:43:59] Voice 5: We had a public communication piece as well that could be posted online that explains to folks what RWFs are, when they can and should be used, and when they can't and shouldn't be used, so that there's a greater transparency around that.

[1:44:13] Voice 5: Trustee Peterson?

[1:44:14] Voice 8: Yeah, just a quick follow-up.

[1:44:16] Voice 8: And, of course, if – whoops, just going to cut myself off there.

[1:44:23] Voice 8: Of course, if this work is able to be done in a way that it's ready for the incoming Trust Council, that would be fantastic.

[1:44:35] Voice 8: All

[1:44:38] Voice 7: right. Any disagreement with recommendations?

[1:44:46] Voice 7: All right. Then can we have a motion?

[1:44:50] Voice 7: Trustee Borthwick?

[1:44:51] Voice 7: I

[1:44:53] Voice 9: move that the Governance Committee request staff to draft amendments to the Trust Council Local Trust Committee Meeting Procedures By-law and Trust Council Meeting Procedures By-law to include procedures for resolutions without meeting.

[1:45:07] Voice 7: A seconder?

[1:45:09] Voice 7: Trustee Gavreau?

[1:45:11] Voice 7: All right.

[1:45:12] Voice 7: Any more discussion?

[1:45:15] Voice 7: All right.

[1:45:15] Voice 7: I'll call the vote.

[1:45:16] Voice 7: All those in favor?

[1:45:23] Voice 7: That's four.

[1:45:24] Voice 7: Okay.

[1:45:24] Voice 7: That's all in favor.

[1:45:27] Voice 7: That's passed.

[1:45:28] Voice 7: And Trustee Borthwick?

[1:45:30] Voice 9: I move that the Government's Committee request staff to provide recommended model language that can be provided to the Islands Trust Conservancy Board to be considered for addition to the Islands Trust Conservancy Meeting Procedures By-law 2004.

[1:45:44] Voice 7: Seconder?

[1:45:45] Voice 7: Trustee Gavreau, thank you.

[1:45:47] Voice 7: Any more discussion?

[1:45:50] Voice 7: Not seeing any hands, then let's vote.

[1:45:52] Voice 7: All those in favor?

[1:45:57] Voice 7: That's four of us.

[1:45:58] Voice 7: Okay, that will pass.

[1:46:00] Voice 9: Boom, nine minutes.

[1:46:02] Voice 7: Yeah.

[1:46:04] Voice 7: All right. Motoring right along. Next on the agenda is the annual report. So we're up to, I think, new business number 10. I don't know if it's my only comment is that the bulk of our work is has been the modernizing the policies and that almost I'm looking at page 29.

[1:46:32] Voice 7: And that almost is, it's cited as in addition and almost secondary.

[1:46:40] Voice 7: So I would ask if we can amend this to move that up to the top.

[1:46:45] Voice 7: And the fact that we oversaw a consultant doing a comprehensive review of remuneration, move that down to number three.

[1:46:54] Voice 7: So I think the bulk of our work, and I would like people to understand that we're working hard in terms of all of these policies and that we have been motoring through them.

[1:47:03] Voice 7: And the example is the amended Secretariat Services policy.

[1:47:11] Voice 7: And I don't know, it's minor, I suppose, and I hope it's not a big unwieldy task for staff.

[1:47:20] Voice 7: but I think that the focus and the emphasis needs to be on all of this policy work that we're doing.

[1:47:26] Voice 7: So is that a problem, CAO Broney? Oh, Trustee Patrick first. Mute.

[1:47:39] Voice 6: Sorry, I don't have a problem with where you're going. I was just looking at other wording here.

[1:47:43] Voice 6: It said we oversaw a comprehensive review of the trustee remuneration, which was carried out by an independent consultant.

[1:47:51] Voice 6: We did not oversee the consultant, so I oversaw a comprehensive review.

[1:47:59] Voice 6: I'm just questioning those wordings.

[1:48:02] Voice 6: Is that what we did?

[1:48:09] Voice 7: Well, we hired the consultant and we reviewed his report.

[1:48:13] Voice 7: Trustee Peterson?

[1:48:14] Voice 7: I

[1:48:16] Voice 8: would say that perhaps initiated is a little more to the point than oversaw

[1:48:23] Voice 8: to trustee patrick's um a comment there and it does because it is a little bit more accurate

[1:48:30] Voice 8: we didn't uh i mean we did meet with the consultant we did review and we did make a

[1:48:35] Voice 8: recommendation to trust council but we didn't oversee the work of the consultant we initiated

[1:48:41] Voice 8: initiated the review okay

[1:48:44] Voice 7: so amend um change oversaw to initiated and move that down to

[1:48:55] Voice 7: number three and move number three up i'll take out in addition but whatever is that a problem

[1:49:01] Voice 7: uh ceo brony hopefully it's real easy yeah i'm sure we can manage that okay all right with those

[1:49:08] Voice 7: amendments then what are we doing here today we are recommending that the

[1:49:16] Voice 7: Governance Committee approve the attached text with amendments for

[1:49:21] Voice 7: inclusion in the 2526 annual report for approval by Trust Council and submission

[1:49:26] Voice 7: to the minister trustee give role I

[1:49:31] Voice 4: do have a very minor amendment if we can go

[1:49:33] Voice 4: to page 29 again under list of members there's some consistency here with

[1:49:40] Voice 4: With other committees that I've been on, with respects to Timothy Peterson, Mesquite Island Local Trust Committee, I was wondering if about the addition of brackets, Trust Council Vice Chair could be added.

[1:49:59] Voice 7: Fair enough.

[1:50:01] Voice 4: Is that...

[1:50:02] Voice 5: CAO Browning?

[1:50:04] Voice 5: I'll thank you.

[1:50:05] Voice 5: I'll confirm that.

[1:50:06] Voice 5: I don't think in this case we would add it because Trustee Peterson's participation on this committee isn't as an executive member.

[1:50:12] Voice 5: It's as a trustee.

[1:50:13] Voice 5: Unlike Trustee Patrick, who is here as an ex officio representing as a chair of Trust Council.

[1:50:19] Voice 5: But I'll confirm that with Morgana, whether or not it should be added, unless Stefan can confirm that.

[1:50:27] Voice 2: I can actually confirm that as of yesterday morning, I had this exact conversation with Morgana, and I can confirm that she would recommend not putting it in there for those very reasons.

[1:50:38] Voice 4: Thank you.

[1:50:38] Voice 7: We had this discussion at some point in terms of whether or not a member of the executive, whether or not Trustee Peterson was, when we were going through all the ex officio stuff, and that he was elected by council as a representative of Laskiti.

[1:51:01] Voice 7: And that was, I believe it was separate from executive.

[1:51:06] Voice 7: Trustee Peterson?

[1:51:06] Voice 7: Yeah,

[1:51:08] Voice 8: I recall Director Marler making some points of clarity on that, because that is the case. I was elected as a trustee, a member of Trust Council. So I'm not sitting on this committee in my role of vice chair, but as just an elected by Trust Council as a trustee.

[1:51:36] Voice 7: cleverly disguised as a trustee but still milking all of his experience

[1:51:41] Voice 7: all right so without that amendment correct all right so um going back up to the recommendation

[1:51:54] Voice 7: approve the attached text as it um as amended for um approval any more discussion trustee

[1:52:09] Voice 7: Borthwick.

[1:52:09] Voice 9: I was just going to say I'm happy to make the motion. Okay.

[1:52:14] Voice 9: I move that the Governance

[1:52:16] Voice 9: Committee approve the attached text as amended for inclusion in the 2025-26 Annual Report for

[1:52:21] Voice 9: Approval by Trust Council and Submission to the Minister of Housing and Municipal Affairs.

[1:52:27] Voice 7: Seconder? Trustee Peterson? All right. Any more discussion? All right. Let's vote. All those in

[1:52:35] Voice 7: favor that's four of us carried okay moving down oh and the next item is the um ombudsman's report

[1:52:48] Voice 7: takes up a lot of space in our agenda but um and we um went through this the previous version

[1:52:57] Voice 7: in our discussions at the very beginning of this um committee so this was one of our foundational

[1:53:04] Voice 7: foundational um documents um the original this is uh updated to include things like um

[1:53:12] Voice 7: zoom meetings and uh it's still a very good read and it would be recommended as part of the

[1:53:19] Voice 7: material that goes to new trustees because i'm sure the question will be asked again in terms of

[1:53:25] Voice 7: are two members of an ltc um uh an open or closed meeting so because we've got these tiny

[1:53:32] Voice 7: any LTCs, that it is a question that comes up, and it needs some clarification, and this is a

[1:53:38] Voice 7: very good report. So it was recommended in Chair Patrick's communication to all of us in terms of

[1:53:48] Voice 7: things to, it was highlighted in that report in terms of our agenda. It's easy to read, it's

[1:53:55] Voice 7: It's bulky, but it's large print, and it's something that is good for us to both refresh our memories and to be included, I think, in the material for the new trustees.

[1:54:10] Voice 7: But other than that, I'm not sure if you want to spend any time on it today.

[1:54:20] Voice 7: Okay, I'm not seeing any hands raised.

[1:54:22] Voice 7: so then um for the item to the oh sorry i can't read all of that trustee peterson

[1:54:38] Voice 8: are you calling on me chair yes please you

[1:54:42] Voice 1: put something in chat

[1:54:43] Voice 1: okay

[1:54:44] Voice 8: it's it's the motion yeah um so i'll just go ahead and read it yes i move that

[1:54:50] Voice 8: governance committee request staff to forward it should be the item ombudsperson special report

[1:54:57] Voice 8: Report number 1660, Oding Open Meetings Best Practice Guide for Local Governments to all trustees and to the trustee onboarding working group.

[1:55:10] Voice 7: All right.

[1:55:10] Voice 7: Do we have a seconder?

[1:55:11] Voice 7: Trustee Borthwick?

[1:55:12] Voice 7: Thank you.

[1:55:13] Voice 7: Any more discussion?

[1:55:17] Voice 7: All right.

[1:55:19] Voice 7: Let's vote on that.

[1:55:20] Voice 7: All those in favor?

[1:55:24] Voice 7: That's four of us.

[1:55:25] Voice 7: Good.

[1:55:26] Voice 7: Carried.

[1:55:27] Voice 7: Thank you.

[1:55:28] Voice 7: All right.

[1:55:29] Voice 7: So what are we left with on our agenda?

[1:55:32] Voice 7: I think it's just the work plan.

[1:55:41] Voice 7: So we've got the corporate planning, the meeting process.

[1:55:51] Voice 7: I'm not sure how we're doing on that specifically.

[1:55:56] Voice 7: And we've finished the trustee enumeration.

[1:55:58] Voice 7: So we've just added today a return of the – oh, sorry.

[1:56:03] Voice 7: CEO Broney?

[1:56:04] Voice 7: Tony?

[1:56:05] Voice 5: That's okay, Chair. Just on the first item on the corporate planning process. As I mentioned,

[1:56:10] Voice 5: so coming out of the operational review, I've been doing work around updating the previously

[1:56:17] Voice 5: approved strategic corporate planning process that council, draft process that council had

[1:56:21] Voice 5: approved a couple of years ago. And for the operational review, updating it to shift it to

[1:56:27] Voice 5: more of a sort of true broader corporate plan focus. I'm working with senior leaders. We've

[1:56:33] Voice 5: We've almost finalized a draft of that.

[1:56:35] Voice 5: And my intention is to bring it to this committee before it goes to trust

[1:56:39] Voice 5: council.

[1:56:40] Voice 5: I just wanted to confirm that that's the desire of this committee,

[1:56:43] Voice 5: knowing that the previous work had been done through a sub working group of

[1:56:48] Voice 5: FPC.

[1:56:49] Voice 5: But I think given that this is remains on your, on your work plan,

[1:56:53] Voice 5: your active projects,

[1:56:54] Voice 5: it would be appropriate for it to come through governance committee before

[1:56:57] Voice 5: trust council.

[1:56:58] Voice 5: I just want to confirm that that is that the committee is supportive of

[1:57:01] Voice 5: agreeing with that rather than it going traveling back through uh fpc which i think is a bit of a

[1:57:07] Voice 5: disconnect so the

[1:57:09] Voice 7: people in the working group with fpc that was um trustee bolin and chair patrick

[1:57:15] Voice 5: and trustee evans yeah

[1:57:17] Voice 7: evans so maybe we can give them a heads up if they want to attend the next

[1:57:22] Voice 7: meeting yeah i

[1:57:24] Voice 5: did have sorry sorry sorry jerry yeah i did have a conversation recently with

[1:57:28] Voice 5: trustee evans and and um and i think it would be helpful if both of them were invited to attend

[1:57:34] Voice 5: this next meeting for that discussion as

[1:57:36] Voice 5: well all

[1:57:38] Voice 7: right so let's um if we can make a point of giving

[1:57:42] Voice 7: them a heads up trustee peterson yeah

[1:57:46] Voice 8: just in consideration of um of our next meeting uh

[1:57:54] Voice 8: um the trustee remuneration is probably going to come off here um it didn't so we don't have

[1:58:01] Voice 8: of the matrix that we had been playing around with on this agenda but um just consideration

[1:58:08] Voice 8: at our next meeting obviously it'll be our last meeting of the term or i think it's the last

[1:58:13] Voice 8: meeting of the term just what sort of recommendations um and or how we somehow encapsulate

[1:58:22] Voice 8: the information from that matrix um going forward for the consideration of of a governance committee

[1:58:30] Voice 8: committee in the next term um in terms of how that looks on the projects or the you know the

[1:58:37] Voice 8: work plan report so just uh not for today but consideration of how we how we uh look at that

[1:58:44] Voice 8: at our next meeting because I think it's worthy of some consideration we want to make any

[1:58:48] Voice 8: recommendations or um I know sort of uh and and for newer trustees may not be familiar but somewhat

[1:58:56] Voice 8: past practice has somewhat been outgoing committee chairs often part with a bit

[1:59:07] Voice 8: of a communication a bit of a letter to the to the incoming new newly formed

[1:59:14] Voice 8: committees that's going to give us a synopsis of where we've been so just I'm

[1:59:19] Voice 8: just thinking that as as our next meeting is going to most likely be our

[1:59:24] Voice 8: our last of the term, how we try and think a little bit about how we're setting up and framing

[1:59:29] Voice 8: the work for the incoming Trust Council. And that's it.

[1:59:35] Voice 7: Thank you. Mr. Barlow?

[1:59:38] Voice 3: Just to ensure the committee does know that there is a meeting scheduled for October 8th

[1:59:45] Voice 3: of this committee, which is about one week prior to the election.

[1:59:49] Voice 3: Oh,

[1:59:50] Voice 8: okay. Sorry. I had neglected to notice that. Okay. Well, I think that my comments still stand in terms of all the

[2:00:00] Voice 8: committee members considering what sort of direction we recommend or if we want to make

[2:00:08] Voice 8: recommendations to the incoming committee. But anyway, enough about that today. No action

[2:00:13] Voice 8: required.

[2:00:14] Voice 7: The thing that we've added today was to go back through that list of delegated

[2:00:20] Voice 7: authority to the executive committee and whether or not there's going to be recommendations with

[2:00:26] Voice 7: respect to policies. And if we go back to page 13 of our agenda with that list from the

[2:00:35] Voice 7: governance review, we still have trust council elections and whether or not we're going to be

[2:00:41] Voice 7: making any comments on that. The corporate planning that we've just heard from CAO Broney

[2:00:47] Voice 7: and possibly an update in a report on recommendation number seven, helping trustees

[2:00:55] Voice 7: fulfill their roles and and number six understanding their roles so um and that's the

[2:01:02] Voice 7: onboarding group that uh we're part of at least i'm sitting i think it's the chairs of the different

[2:01:09] Voice 7: committees i can't remember how that was set up but um some sort of an update and a report on those

[2:01:15] Voice 7: might be helpful in terms of um going forward and making recommendations to the next um governing

[2:01:24] Voice 7: committee too so good um so we've got one off our list and it's a good thing we hired a consultant

[2:01:35] Voice 7: any any other work plans that we need to present to trust council all right so we've got that

[2:01:46] Voice 7: mapped out and i think that's trustee peterson yeah

[2:01:55] Voice 8: do uh often the committees um advance a

[2:01:59] Voice 8: resolution at their meeting prior to a trust council meeting to um advance the work plan

[2:02:07] Voice 8: to trust council for approval is that uh something staff feel that we should be doing today

[2:02:15] Voice 8: is that helpful see

[2:02:20] Voice 7: any brony yes please all

[2:02:23] Voice 8: right okay uh therefore i will take stab at it

[2:02:26] Voice 8: I move that Governance Committee forward its work plan to Trust Council for approval.

[2:02:37] Voice 7: Any more detail than that?

[2:02:43] Voice 7: Trustee, or sorry, CAO Broney, do you want more detail?

[2:02:47] Voice 7: No, I think that's fine.

[2:02:48] Voice 7: Okay.

[2:02:49] Voice 7: Seconder, please.

[2:02:51] Voice 7: Trustee Gavreau, thank you.

[2:02:53] Voice 7: Any more discussion?

[2:02:55] Voice 7: All right.

[2:02:56] Voice 7: Let's have a vote.

[2:02:57] Voice 7: All those in favor?

[2:03:01] Voice 7: Two, three, four.

[2:03:03] Voice 7: Got it.

[2:03:04] Voice 7: Okay, that's passed.

[2:03:07] Voice 7: Oh, okay. I can't find my agenda at this point, but I believe, um, there, thank you. The next meeting, July the 15th, 10 till 3. Oh, wait a minute. We're going to break for lunch and we're all done. Trustee Pat Peterson.

[2:03:28] Voice 7: Anderson.

[2:03:30] Voice 8: Yeah, I was just wondering, and maybe I just wasn't paying attention. There was a rise

[2:03:34] Voice 8: in report section listed in the agenda, and I know that would have been really straightforward.

[2:03:40] Voice 8: Are we going to just

[2:03:41] Voice 8: hold that? Yeah, are we going to just hold that to the July meeting?

[2:03:45] Voice 8: Okay, sorry. I just, I couldn't remember. Okay, yeah, there we go. Great. Thanks.

[2:03:51] Voice 7: All right. So that's the end of our agenda. Motion to adjourn. We're so efficient. Well done,

[2:04:00] Voice 7: done, everybody. Thank you all. Thank you. See you in June, the Trust Council.