Islands Trust Executive Committee regular meeting, July 8, 2026

[0:00:00] Voice 13: all right chair well

[0:00:02] Trustee Patrick: good morning everyone i'd like to call this uh regular meeting of

[0:00:07] Trustee Patrick: the executive committee to order always begin with acknowledging with respect and humility

[0:00:13] Trustee Patrick: that the lands and waters of the trust area have been home to indigenous peoples

[0:00:17] Trustee Patrick: since time immemorial their deep connection to these islands continues to this day

[0:00:22] Trustee Patrick: we honor their enduring

[0:00:23] Trustee Patrick: presence constitutional rights and responsibilities i hope many of you

[0:00:29] Trustee Patrick: were able to partake in the various activities of the indigenous day and indigenous weekend here on

[0:00:36] Trustee Patrick: salt spring in particular there was an amazing um display of the history on salt spring and

[0:00:47] Trustee Patrick: to watch people wait make their way through and to read and to to experience it was uh

[0:00:53] Trustee Patrick: it was an incredible um opportunity and we need things like that on every one of our

[0:00:59] Trustee Patrick: islands to help residents understand the long and important presence of indigenous people in these

[0:01:09] Trustee Patrick: islands. All right, trustees, we have an agenda before us. We do have an addendum that was

[0:01:16] Trustee Patrick: provided and there is two additional pieces of information. The June 16th minutes as well as one

[0:01:27] Trustee Patrick: an additional correspondence from Maria Meinhardt.

[0:01:32] Trustee Patrick: Trustees, are you willing to add those to the agenda?

[0:01:36] Trustee Patrick: Is there anything else that needs to be added

[0:01:39] Trustee Patrick: or changed with the agenda?

[0:01:43] Trustee Patrick: Then can we approve the agenda as amended

[0:01:45] Trustee Patrick: through general consent?

[0:01:47] Trustee Patrick: Excellent.

[0:01:49] Trustee Patrick: Okay, so that then brings us to the rise in report,

[0:01:53] Trustee Patrick: that I'll rise in report from our last in-camera meeting

[0:01:56] Trustee Patrick: on June 3rd that the executive, oh sorry, from our last in-camera meeting that the executive

[0:02:02] Trustee Patrick: committee adopted the June 3rd, 2026 in-camera meeting minutes. Now that brings us to the

[0:02:09] Trustee Patrick: adoption of minutes. It was a late item, but item 5.1, we have the draft executive committee

[0:02:15] Trustee Patrick: meeting minutes from June 16th. I hope everyone had a chance to read it. Are there any additions

[0:02:21] Trustee Patrick: or changes to those minutes? Not seeing any. Can we approve those through general consent?

[0:02:28] Trustee Patrick: Excellent. So that brings us into the follow-up action list, which is item 6.1, beginning on page 5, and I'll turn this section over to CAO Broney.

[0:02:38] Voice 5: Thank you, Chair. Good morning.

[0:02:40] Voice 5: I

[0:02:40] Trustee Patrick: guess I didn't do introductions. That was another horrendous thing of me. I just sort of ran into the meeting, and let me just pause for a moment.

[0:02:47] Trustee Patrick: then i can let you do your introductions at the opening too um i i meant to introduce um my my

[0:02:55] Trustee Patrick: fellow vice chairs uh i am laura patrick i'm uh elected on salt spring in the chair i'm joined

[0:03:00] Trustee Patrick: today by uh vice chair maude from main island vice chair peterson from luskete island and vice chair

[0:03:07] Trustee Patrick: elliott from main island with that i now turn the floor over to our ceo reuben broney who can

[0:03:13] Trustee Patrick: can introduce all the staff and you can do it in each, however you wish.

[0:03:17] Voice 5: Thank you, Sharon. Good morning. Yeah, with us this morning, in addition to me, we have our

[0:03:22] Voice 5: exec coordinator, Alexander Trifonitis, director of legislative and information services, David

[0:03:26] Voice 5: Marler, director of trust area services, Claire Frader, director of planning services, Stefan

[0:03:31] Voice 5: Cermak, and director of financial and employee services, Derek Coburn. And I see our senior

[0:03:37] Voice 5: your Indigenous Relations Advisor, Joelle. It is also with us this morning. A couple general

[0:03:42] Voice 5: updates from me, and then we'll dive into the fuel. Since our last meeting, staff held their

[0:03:50] Voice 5: June all-staff meeting on June 24th. It's one of the two meetings we do in person each year to

[0:03:56] Voice 5: support staff development. This meeting was held up in Mill Bay and Shawnegan Lake. We discussed

[0:04:02] Voice 5: the results of the 2026 staff survey and provided staff also with an update on a number of

[0:04:07] Voice 5: information services projects that are starting to make some really good progress over the last

[0:04:12] Voice 5: few months. And then staff also had an educational visit and tour at the Eco Village in Shawnegan

[0:04:16] Voice 5: Lake that I think most of them found quite interesting and informative. On the

[0:04:23] Voice 5: current business side of things, we continue focusing on the election prep. We are now,

[0:04:27] Voice 5: by my count, 73 working days left until election day. So the candidate information package,

[0:04:34] Voice 5: which was approved by Trust Council should be ready for posting shortly.

[0:04:38] Voice 5: And then we're working to confirm a date for a candidate information webinar,

[0:04:41] Voice 5: likely mid-August,

[0:04:42] Voice 5: and we'll do some proactive communications about both of those items once

[0:04:45] Voice 5: they're finalized.

[0:04:47] Voice 5: And then prepping for next week's Governance Committee meeting as well,

[0:04:51] Voice 5: I'll be presenting the new corporate planning framework that we've been

[0:04:54] Voice 5: working on,

[0:04:55] Voice 5: and we'll be revisiting that question of committee structure that Council

[0:04:58] Voice 5: referred back to Governance Committee for further consideration of a

[0:05:02] Voice 5: recommendation.

[0:05:04] Voice 5: On the fuel, under my list, I'll just note the second item there, the order of magnitude cost estimate.

[0:05:12] Voice 5: Staff did have a really good in-depth discussion on Monday of this week to really get into some of the details on that.

[0:05:19] Voice 5: And so I think we're pretty close to having a briefing that we'll be able to bring forward, hopefully, to this committee for your next meeting later this month.

[0:05:26] Voice 5: month. And I think that's it for me in terms of updates. If there are no questions, we

[0:05:31] Voice 5: then can move through the rest of the follow-up action list. Okay, seeing no questions, next

[0:05:41] Voice 5: up then is Director Monter.

[0:05:44] Voice 2: Yeah, thank you. So on page six, item number two, which is the grants and aid policy work,

[0:05:53] Voice 2: as well as on page 7 item 7 which is the council meeting procedure bylaws both

[0:06:02] Voice 2: those are now complete those went to June Trust Council so I will be updating

[0:06:07] Voice 2: the follow-up action list to reflect that the rest of the items are aiming

[0:06:12] Voice 2: for September or December so there's no need to deal with those at this moment

[0:06:19] Voice 2: So other than that, any questions? Otherwise I'll pass it back to the CAO.

[0:06:26] Voice 5: Okay, see no hands. That brings us then to Director Cermak.

[0:06:31] Voice 5: Oh sorry, Trustee Peters, Vice Chair Peterson has a question.

[0:06:35] Voice 8: Yeah, sorry to the same old saw, but just request the dates be updated throughout the follow-up action list.

[0:06:43] Voice 8: Thank you.

[0:06:48] Voice 2: Yeah, that's my intent.

[0:06:52] Voice 5: Okay, Director Cermak.

[0:06:54] Voice 10: Thank you, good morning everybody.

[0:06:55] Voice 10: everybody. Really, I've got a small follow-up action report. Everything's done. So there's

[0:07:01] Voice 10: not much more to report about that. Otherwise, our team is, now that we've got a new RPM for

[0:07:10] Voice 10: the Salt Spring team, we're coming together, addressing all those issues for Salt Spring,

[0:07:15] Voice 10: as well as the rest of the team, really with a good focus on getting those business cases

[0:07:20] Voice 10: spaces together, working towards regional planning committee and Trust Council's prioritization of

[0:07:27] Voice 10: projects and how to bring that information forward to Trust Council. So that's been the primary

[0:07:32] Voice 10: focus, and I had the pleasure of taking a week off and, of course, bumping into salt springers

[0:07:37] Voice 10: up in the Strathcona Park. It never surprises me where you bump into salt springers.

[0:07:45] Voice 5: Okay. Chair Patrick?

[0:07:48] Trustee Patrick: Thank you. And yes, those salt springers, they get everywhere.

[0:07:50] Trustee Patrick: wear. Thank you very much. And yes, it's a wonderful welcome situation to have a new

[0:07:59] Trustee Patrick: regional planning manager, at least acting regional planning manager in the office. I know I

[0:08:04] Trustee Patrick: stopped in and everyone seemed happy. And other than there's no air conditioning in that office,

[0:08:12] Trustee Patrick: I discovered on that very warm day that I went in there. So something to think of as time goes on.

[0:08:17] Trustee Patrick: my only question was it's a trust council follow-up action list but the rescinding of

[0:08:22] Trustee Patrick: bylaw 154 is there any update on that indeed

[0:08:25] Voice 10: uh well to both points we will be bringing a

[0:08:28] Voice 10: business case forward for um a heat pump um in september to our fourth september trust council

[0:08:35] Voice 10: but essentially to the executive committee before that um so we're working on that we have one quote

[0:08:40] Voice 10: working on others and then um yeah so by recent bylaw 154 uh director marler and myself have uh

[0:08:48] Voice 10: divvied up the duties on that he's drafting the bylaw i'm drafting the report and the intent is

[0:08:52] Voice 10: to bring that to september trust council okay

[0:08:59] Voice 5: i think that brings us then to director coburn

[0:09:01] Voice 5: financial and employee services thank

[0:09:04] Voice 7: you here um yeah the one item on our list is talking about

[0:09:08] Voice 7: the honorarius policy we're working that we've had one quick round go through talking with

[0:09:14] Voice 7: with across some of the staff in the office opening up to do some more work

[0:09:18] Voice 7: on it.

[0:09:18] Voice 7: And it's still targeted to come forward in August for formal presentation.

[0:09:23] Voice 7: And one, not on here, but one quick update.

[0:09:26] Voice 7: I can let everybody know today is day three for the new position of manager

[0:09:30] Voice 7: finance. So he's been in here two days and he came back on day three,

[0:09:33] Voice 7: which is a good sign. So we're,

[0:09:35] Voice 7: we're really looking forward to how we build in his skillset and bringing more,

[0:09:40] Voice 7: more power and more steam to the finance team.

[0:09:45] Voice 7: back to you chair yeah

[0:09:49] Voice 5: i'll just say i think i think the most frequent comment when he was

[0:09:52] Voice 5: introduced to all staff was finally after two years we've been waiting for you so it's great

[0:09:58] Voice 5: to have that that position finally filled okay see no questions then from the committee that

[0:10:04] Voice 5: that brings us to trust area services and i'll turn it over to director freighter and also uh

[0:10:09] Voice 5: senior indigenous relations advisor joe elliott if they have updates to share on on their files

[0:10:13] Voice 5: Thank you.

[0:10:15] Voice 11: Good morning, Executive Committee. No particular updates on these tasks, except to note that we're working towards delivering the role of the trust webinar within a candidate's webinar for new candidates for the election.

[0:10:31] Voice 11: And we continue progress towards all of these items. So I'll be happy to take questions, but don't have any specific updates to offer today.

[0:10:38] Voice 11: I think Trustee Elliott first.

[0:10:51] Voice 7: Sorry,

[0:10:52] Trustee Elliott: I just switched screens.

[0:10:53] Trustee Elliott: So could you remind me, what was the original intent of the role of the trust webinar project?

[0:10:59] Trustee Elliott: It came out of the policy statement, did it not?

[0:11:03] Voice 11: There was a desire to raise public awareness about Islands Trust generally.

[0:11:09] Voice 11: So we've developed a PowerPoint for that purpose.

[0:11:11] Voice 11: But I think at this time, it's most efficient to deliver it within a webinar for new candidates.

[0:11:16] Voice 11: dates and then if you know trial it there and then if that lands well then we can consider if we want

[0:11:21] Voice 11: to offer it more broadly at a future time okay thanks

[0:11:24] Trustee Patrick: chair

[0:11:27] Voice 5: patrick my

[0:11:29] Trustee Patrick: question more is about

[0:11:30] Trustee Patrick: the is there an intent to at least temporarily backfill the the senior policy advisor position

[0:11:36] Trustee Patrick: or is that going to remain vacant um

[0:11:39] Voice 11: i'm fresh back off vacation at this time i don't have plans

[0:11:43] Voice 11: to fill it, because we're sort of at a, you know, quieter time for the project. And I haven't, I

[0:11:48] Voice 11: haven't made a plan yet. So I don't have an answer at this time. For now, I'm taking on the role of

[0:11:53] Voice 11: project manager, and we'll cobble through as best I can. We do have Jill Merrick in the second senior

[0:11:58] Voice 11: policy advisor role. So I may be flowing some of the tasks to her to assist with, but we'll make

[0:12:03] Voice 11: a longer term plan when we know a bit more. Thank you.

[0:12:09] Voice 5: And Joe Elliott, did you have any updates to

[0:12:11] Voice 5: share um are we handed back to the chair no

[0:12:16] Voice 1: thank you reuben i i don't have anything at uh besides

[0:12:19] Voice 1: with uh clear updated thank you thank

[0:12:23] Voice 5: you joe okay that then i think is the end of our uh follow-up

[0:12:26] Voice 5: action list updates thank you

[0:12:27] Trustee Patrick: well thank you to staff for your updates and for your work um we

[0:12:32] Trustee Patrick: know you're very busy between our meetings and congratulations to uh director and coburn for

[0:12:37] Trustee Patrick: having that manager position full and three days in

[0:12:40] Trustee Patrick: so we're looking forward to that

[0:12:43] Trustee Patrick: uh really settling in and producing work all right uh so trust vice chairs this is now your

[0:12:52] Trustee Patrick: turn it's item 6.2 on the agenda for any chair updates uh um and local advocacy topics um i see

[0:13:00] Trustee Patrick: i'll go start with the vice chair elliott uh

[0:13:05] Trustee Elliott: thank you chair um the liskiti local trust committee met

[0:13:08] Trustee Elliott: on july 6th last monday and we had really just two items of substance um consideration

[0:13:16] Trustee Elliott: of the proposed bylaw number 107 which was um a the minimum lot size of subdivision

[0:13:27] Trustee Elliott: uh sort of changing the calculation to more accurately reflect the 10 acre historical

[0:13:34] Trustee Elliott: historical minimum subdivision size. Staff had advised or given advice that it should proceed

[0:13:42] Trustee Elliott: no further because the impact of the proposed change was so small. I think it was around three

[0:13:52] Trustee Elliott: lots that would decrease the total subdivision potential by three lots. So there's a lot of

[0:14:02] Trustee Elliott: discussion on that the sort of purpose of the uh minor project whether it could still go ahead um

[0:14:13] Trustee Elliott: we we did uh in the end voted to proceed no further with it um but it's tim can you remind

[0:14:24] Trustee Elliott: me there was a second motion i did but i didn't write it down uh but

[0:14:29] Voice 8: we actually yeah we actually

[0:14:32] Voice 8: She just basically punted it to the next LTC.

[0:14:35] Voice 8: But we did ask for some staff analysis on the lot size,

[0:14:45] Voice 8: looking at some ways for the LTC to consider the limiting

[0:14:53] Voice 8: of further subdivision and thus density.

[0:14:58] Voice 8: But yeah, we didn't actually pass the procedure no further.

[0:15:02] Voice 8: We sent it off to the next LTC for consideration.

[0:15:07] Trustee Elliott: 108

[0:15:08] Voice 8: is what it ended up being.

[0:15:10] Trustee Elliott: Thanks for your reminder.

[0:15:12] Trustee Elliott: Yeah, your request, and I think it was a good one,

[0:15:15] Trustee Elliott: to get an analysis of the current build-out potential

[0:15:19] Trustee Elliott: under the existing subdivision regulations.

[0:15:23] Trustee Elliott: So I think staff said they could get this probably back before end of term

[0:15:28] Trustee Elliott: as background information if the next LTC chooses to work with this project probably in the context

[0:15:37] Trustee Elliott: of an OCP review but the larger discussion was the long-standing and quite frustrating process

[0:15:47] Trustee Elliott: that the Muskegee Local Trust Committee has gone through for its official community plan review

[0:15:54] Trustee Elliott: few, which I think was started in 2017 or 16, or sorry, 18. And so there was a lot of,

[0:16:05] Trustee Elliott: it was a bit confusing. And I think the director of planning has probably connected with staff over

[0:16:14] Trustee Elliott: what was proposed. I think there was a proposal to have the Liskety Local Trust Committee advance

[0:16:25] Trustee Elliott: support a business case with an interests table or a framework towards understanding the interests

[0:16:35] Trustee Elliott: of First Nations before it gets into the OCP review. But the confusion is that that is already

[0:16:44] Trustee Elliott: part of the scoped in work for any major project such as an OCP review. So it probably should come

[0:16:51] Trustee Elliott: through the regional planning team um so we didn't um advance that and um but did support

[0:16:59] Trustee Elliott: a business case for the ocp review which had not been started last year due to capacity issues and

[0:17:06] Trustee Elliott: would need to is still supported by the lesquita community they still want to see that happen

[0:17:13] Trustee Elliott: so i think there's a lot of learning there as we are shifting from um sort of the pre-work

[0:17:22] Trustee Elliott: of engaging with First Nations before a major project.

[0:17:25] Trustee Elliott: How is that informed by the new referral process work plan

[0:17:29] Trustee Elliott: that was adopted and approved by Trust Council

[0:17:34] Trustee Elliott: at the last council meeting?

[0:17:35] Trustee Elliott: And how that work is going to flow out

[0:17:38] Trustee Elliott: and inform these major projects

[0:17:41] Trustee Elliott: and how that will be communicated to the public.

[0:17:43] Trustee Elliott: I think there's not really a good understanding,

[0:17:46] Trustee Elliott: but this is all an evolving process.

[0:17:48] Trustee Elliott: So it was a good conversation.

[0:17:52] Trustee Elliott: And then finally, there were a lot of questions during the town hall about what is the nature of protocol agreements with a First Nation?

[0:18:07] Trustee Elliott: Does that change the government-to-government relationship?

[0:18:11] Trustee Elliott: Is it legislative? Is it binding?

[0:18:13] Trustee Elliott: And so we asked staff, and this would be, I guess, Trust Area Services, to provide a briefing for information for the public on coordination agreements, what they are and are not.

[0:18:28] Trustee Elliott: And I had suggested to Director Frater that it would be helpful to have the long list of coordination agreements that Islands Trust already holds with other agencies, not just First Nations, but understanding what is a protocol agreement, what does it do and not do, and all that.

[0:18:46] Trustee Elliott: that so thanks for the advice uh in the meeting and that was our last local trust committee meeting

[0:18:53] Trustee Elliott: of this term um it's been a big learning curve and uh i appreciated everyone's support through this

[0:19:03] Trustee Elliott: process that's about it uh thetis is coming up next monday and uh south pender later in the month

[0:19:09] Trustee Elliott: and maine as well but we're considering canceling that i don't know if we there's any business to

[0:19:15] Trustee Elliott: conduct still in debate thank you all

[0:19:18] Trustee Patrick: right thank you and i think that's um also i know i forwarded

[0:19:21] Trustee Patrick: to uh vice charlie i'd seen that uh there had been a house fire that uh had gotten into the

[0:19:27] Trustee Patrick: trees there in thetis but fortunately was uh under control so uh a very near miss and something this

[0:19:34] Trustee Patrick: time of year that reminds us on all the islands how how fragile our islands are and how uh

[0:19:39] Trustee Patrick: how the forests could catch fire.

[0:19:43] Trustee Patrick: All right, I'll go to Vice Chair Peterson.

[0:19:50] Voice 8: Thank you, Chair.

[0:19:51] Voice 8: I believe I've only had the one LTC meeting on Hornby on the 26th since we last met.

[0:20:02] Voice 8: There is this agenda today has some actions from that meeting.

[0:20:10] Voice 8: Just wanted to note, though, that there was certainly a dissatisfaction, the initial plan for some time since the province had changed the rules sort of around the short-term vacation rentals, and that had negated the initial efforts to regulate at the beginning of the term.

[0:20:41] Voice 8: And then so then the shift was to temporary use permits. And yeah, June 26 was the first reporting that the LTC got around setting a cap and that not being really not being legislatively possible.

[0:21:00] Voice 8: possible so there was some certainly some dissatisfaction of finding that information out

[0:21:09] Voice 8: quite a ways in the process I'm going to say at least at least over a year that the Hornby LTC

[0:21:15] Voice 8: has been discussing setting a cap what the cap should be various iterations through several

[0:21:23] Voice 8: meetings and then to discover the slate in the process that that's not doable was certainly

[0:21:31] Voice 8: perturbing for a bunch of folks. But yeah, I think I'll just leave it there because we have

[0:21:41] Voice 8: a couple of things to discuss later in the agenda around some of the resolutions advanced by the

[0:21:47] Voice 8: horn bltc so i'll save the rest for there thank

[0:21:55] Trustee Patrick: you um on to vice chair mott thank you chair

[0:22:00] Trustee Maude: nothing to report uh no meetings since our last gathering um do have north pender on saturday

[0:22:06] Trustee Maude: and um denman community information maintenance on saturday so staying busy and happy thank you

[0:22:16] Trustee Patrick: okay well i have very little to report too i haven't had meetings other than preparing for

[0:22:21] Trustee Patrick: for upcoming meetings.

[0:22:23] Trustee Patrick: Gambier, I wanna thank staff

[0:22:25] Trustee Patrick: have been reminding the trustees,

[0:22:27] Trustee Patrick: they were going to provide some input into a survey

[0:22:29] Trustee Patrick: that was being prepared to go out on shorelines.

[0:22:32] Trustee Patrick: I know vice chair, sorry, trustee Stanford's

[0:22:38] Trustee Patrick: been extremely busy and has committed

[0:22:41] Trustee Patrick: to getting that today for staff.

[0:22:43] Trustee Patrick: So hopefully the feedback will happen

[0:22:45] Trustee Patrick: and that survey can move forward.

[0:22:47] Trustee Patrick: word um other than that i have nothing to report are there any questions for any of the trustees

[0:22:57] Trustee Patrick: not seeing any i'll turn over to uh trustee elliott for the item 6.3 the islands trust

[0:23:03] Trustee Patrick: conservancy lies and update um

[0:23:07] Trustee Elliott: nothing to update from uh the last meeting just that we have an

[0:23:13] Trustee Elliott: an upcoming liaison meeting after the ITC's regular board meeting on the 28th.

[0:23:21] Trustee Elliott: So we'll see you all there.

[0:23:23] Trustee Elliott: And there was a reminder from administrative staff to please reply about lunch

[0:23:29] Trustee Elliott: and if there's a need for accommodation.

[0:23:32] Trustee Elliott: So that's all for me.

[0:23:35] Trustee Elliott: Thank you.

[0:23:37] Trustee Elliott: All

[0:23:37] Trustee Patrick: right, so I'm going to keep moving forward.

[0:23:39] Trustee Patrick: We're at item 7.1 on the agenda, which is the Bowen Island Municipality Land Use Bylaw Amendment Bylaw number 721, request for decision on page 12 of the agenda package.

[0:23:51] Trustee Patrick: Who will present that? Is that Director Cermank or anyone?

[0:24:02] Voice 11: I'm happy to present this one.

[0:24:04] Voice 11: All right.

[0:24:05] Trustee Patrick: Thank you, Director Frater.

[0:24:06] Voice 11: But I want to acknowledge it was prepared by our former senior policy advisor, Jason Newmans.

[0:24:11] Voice 11: essentially this is being brought to you as a bylaw to enable changes to the land use bylaw

[0:24:18] Voice 11: to make sure that parks and protected areas have zoning consistent with their intended use

[0:24:23] Voice 11: so it's really you know i understand it to be quite straightforward and they're just trying

[0:24:28] Voice 11: to align zoning with how the intention for those protected areas so perhaps i'll leave it at that

[0:24:34] Voice 11: and would have director sermac supplement if there's anything further that needs to be said

[0:24:41] Voice 10: I have nothing further to add.

[0:24:43] Trustee Patrick: All right. Well, thank you very much.

[0:24:45] Trustee Patrick: Any questions from Vice Chairs or I'd welcome the resolution.

[0:24:54] Trustee Patrick: Vice Chair Mudd.

[0:24:55] Trustee Maude: I'll move that Executive Committee advise Bowen Island Municipality

[0:25:00] Trustee Maude: that bylaws number 721 cited as Bowen Island Municipal

[0:25:05] Trustee Maude: Municipality land use bylaw number 57-2002, amendment bylaw number 721-2026 is not contrary

[0:25:13] Trustee Maude: to all right bearings with the Island's Trust Policy Statement.

[0:25:17] Trustee Patrick: Thank you very much.

[0:25:18] Trustee Patrick: Is there a second?

[0:25:20] Trustee Patrick: Seconded by Vice Chair Elliott.

[0:25:22] Trustee Patrick: Is there any discussion?

[0:25:28] Trustee Patrick: Not seeing any, I'm going to call the vote.

[0:25:30] Trustee Patrick: All those in favor, please raise your hands.

[0:25:36] Trustee Patrick: And Trustee Peterson, if you're raising your hand,

[0:25:38] Trustee Patrick: your camera is blacking you out for some reason.

[0:25:41] Trustee Patrick: So there we go.

[0:25:47] Trustee Patrick: All right.

[0:25:48] Trustee Patrick: That's carried.

[0:25:49] Trustee Patrick: Lower your hands, please.

[0:25:50] Trustee Patrick: please. Yeah, something, your background is taking your hand. Okay. I'm going to move on

[0:25:57] Trustee Patrick: then to item 7.2. It's the Galliano Island Local Trust Committee Land Use By-law number

[0:26:05] Trustee Patrick: 297, request for decision on page 27. I'll also identify there's a couple of correspondence

[0:26:10] Trustee Patrick: pieces as well that was received in relation to this item. I see Director Simak, your camera's

[0:26:17] Trustee Patrick: on. So over to you.

[0:26:19] Voice 10: Thank you, Chair. So the purpose of this bylaw from the Galeano LTC is

[0:26:24] Voice 10: to amend the Galeano Island Land Use Bylaw to rezone a subject property to include several

[0:26:31] Voice 10: additional uses, including a contractor workshop, contractor yard storage, sales of gravel, soil,

[0:26:37] Voice 10: aggregates, sawmilling, planing, and manufacturing wood products, as well as a cidery and winery,

[0:26:42] Voice 10: including production storage and sales a very robust use of this property the bylaw also

[0:26:48] Voice 10: includes following regulations for the proposed uses building structure height restrictions

[0:26:52] Voice 10: landscape screening parking and sign requirements and as a condition of it the adoption of bylaw

[0:26:59] Voice 10: 297 there you'll see in the agenda package a draft section 219 covenant to be on title

[0:27:05] Voice 10: That'll restrict uses and make recommendations for our water management plan.

[0:27:13] Voice 10: It should be noted that the By-law 297 before you was preceded by By-law 296,

[0:27:21] Voice 10: which amended the official community plan in order for the regulations to be drafted.

[0:27:29] Voice 10: Staff and the Galleon LTC have concurred in their assessment that the proposed by-law

[0:27:35] Voice 10: is not at variance with the policy statement

[0:27:36] Voice 10: and recommend that the executive committee

[0:27:39] Voice 10: also do the same.

[0:27:40] Voice 10: All right.

[0:27:44] Trustee Patrick: Thank you very much.

[0:27:45] Trustee Patrick: Any questions of staff?

[0:27:51] Trustee Patrick: Vice Chair Elliott?

[0:27:53] Trustee Elliott: Yeah.

[0:27:54] Trustee Elliott: So just related to the correspondence,

[0:27:58] Trustee Elliott: my question is around the draft section 219 covenant

[0:28:03] Trustee Elliott: and sort of what that allows

[0:28:06] Trustee Elliott: and sort of what discussion was had over that

[0:28:11] Trustee Elliott: And what is the purpose of the draft or the covenant?

[0:28:18] Voice 9: To me, so through the chair, the

[0:28:21] Voice 10: purpose of the covenant is, of course, to restrict uses.

[0:28:27] Voice 10: And when I read it, it has, let me just scroll to it.

[0:28:31] Voice 10: Of course, now that

[0:28:32] Voice 9: I'm in my notes.

[0:28:37] Voice 9: Let me just get back to the covenant here.

[0:28:40] Voice 9: Hold on a second.

[0:28:43] Voice 9: There it is.

[0:28:44] Voice 9: So

[0:28:45] Voice 10: the covenant is meant to.

[0:28:48] Voice 10: there we go so far like i said in my sort of brief summary is about water management

[0:28:57] Voice 10: it's to make sure that all the uses comply with the water sustainability act and water

[0:29:01] Voice 10: sustainability regulations it talks about pump test reports and water quality tests

[0:29:07] Voice 10: and complying with the acts so it's really trying to make sure that the owners are aware of

[0:29:13] Voice 10: since their original origination of the uses that they're complying with

[0:29:17] Voice 10: of this water sustainability act the it sort of zeroes in on a gauge for the monitoring water

[0:29:26] Voice 10: fluctuations in the pond so it allows metering and monitoring to instead of just saying please

[0:29:34] Voice 10: do something it actually has a monitoring effect of course it also mentions the repairing area and

[0:29:39] Voice 10: and advises that you know they must concur with the repairing areas regulations and then it has

[0:29:45] Voice 10: It has a whole bunch of sort of restrictions on use regarding the numerous uses that I brought up in terms of, you know, having emergency spill kits, making sure that there's enough water for in case of fire, how many vehicles.

[0:30:00] Voice 10: allowed to be parked to where, hours of operation, et cetera, et cetera. So it's a holistic look at

[0:30:05] Voice 10: all the uses and kind of constraining them according to the feedback that was received

[0:30:09] Voice 10: by the Galliano LTC going forward. So it's a very robust covenant.

[0:30:17] Trustee Patrick: Thank you. Are there any

[0:30:20] Trustee Patrick: other questions? Not seeing any, I'd turn to Vice Chair Peterson, Chair of the Galliano

[0:30:29] Trustee Patrick: local trust committee to consider the resolution chair

[0:30:34] Voice 8: i move that the island's trust executive

[0:30:37] Voice 8: committee approve galliano island local trust committee bylaw number 297 cited as galliano

[0:30:44] Voice 8: island land use bylaw number 127 1999 amendment number 3 2024 in accordance with section 27 of

[0:30:54] Voice 8: Islands Trust Act.

[0:30:55] Trustee Patrick: Is there a second? Seconded by Vice-Chair Maude or is there any discussion?

[0:31:02] Trustee Patrick: Vice-Chair Peterson?

[0:31:05] Voice 8: I just want to note that we did receive some correspondence

[0:31:08] Voice 8: on this application and one of the things that stuck out for me was at least one of the writers

[0:31:20] Voice 8: expressed that they were concerned that their um their submissions wouldn't be considered

[0:31:27] Voice 8: and um i it's it's just problematic that that's how um people might feel whether or or not um

[0:31:39] Voice 8: we agree with what they have to say doesn't mean that we've uh we haven't considered it i i think

[0:31:47] Voice 8: I strongly believe every member of this committee reads those pieces of correspondence and does

[0:31:54] Voice 8: consider it carefully. So I just wanted to note that that's unfortunate that people feel that way,

[0:32:01] Voice 8: but just to reiterate that this committee does, we all read these pieces of correspondence and

[0:32:08] Voice 8: we do consider them. So I just wanted to note that. Thank you.

[0:32:13] Trustee Patrick: Thank you, Vice Chair Elliott.

[0:32:14] Trustee Patrick: Yeah,

[0:32:16] Trustee Elliott: so, and thank you for that, Vice Chair Peterson. The correspondence, which appears on this agenda, I guess page 128, which raises a huge number of questions about process.

[0:32:32] Trustee Elliott: process, the one that I, the one item that I wanted to have a bit of discussion on was whether

[0:32:41] Trustee Elliott: consideration, sufficient consideration had been given to the impacts on neighboring properties

[0:32:47] Trustee Elliott: and whether our policy, you know, policies in our policy statement, you know, require that we

[0:32:55] Trustee Elliott: take a closer look at that. The, you know, the public hearing process is for those concerns to

[0:33:03] Trustee Elliott: be raised. And if there weren't, and I guess I would like to know if there were concerns raised

[0:33:09] Trustee Elliott: specifically from neighboring properties that would indicate that the rezoning and those

[0:33:20] Trustee Elliott: activities would have you know a really detrimental effect you know in a

[0:33:27] Trustee Elliott: residential neighborhood I don't know what I just director Cermak yep yeah

[0:33:37] Trustee Elliott: page 130 is sort of that that the questioner is there's asking

[0:33:43] Trustee Elliott: specifically about that yeah peace at the bottom there thanks director sermon

[0:33:52] Trustee Elliott: Yeah,

[0:33:53] Voice 10: through the chair. So did have a good discussion with staff in the previous RPM about the process of this. And, you know, they drew my attention to a couple of things that, you know, the question about did, you know, first of all, Galliano LTC receive all the correspondence and consider it.

[0:34:11] Voice 10: it. I think that's a matter for a Galeano. We, staff can confirm that they did receive it and

[0:34:15] Voice 10: consider it. And I think that's, that's, um, it was just spoken about. Um, also, as I pointed out

[0:34:21] Voice 10: that bylaw 296 preceded bylaw 297, and a lot of the issues that were brought up were brought up

[0:34:26] Voice 10: then as well, and thoroughly considered, uh, in that process as well as this process. So there

[0:34:32] Voice 10: was a, um, a strong feeling, I think from staff and the LTC, I can't speak for the LTC, but

[0:34:37] Voice 10: that these issues weren't new and that the concerns had been raised and considered and they are

[0:34:45] Voice 10: by demonstration of the materials received and the covenant and you know the bylaw itself have

[0:34:51] Voice 10: been implemented into the bylaw and the court and and they and the recommendations and going back

[0:34:57] Voice 10: in time looking at how much correspondence was received and when is that the majority of the

[0:35:03] Voice 10: correspondence was in fact in support of the application the correspondence that was received

[0:35:08] Voice 10: that had concerns with the groundwater noise or traffic and sensitive ecosystem they were received

[0:35:13] Voice 10: prior to the LTC or staff receiving the professional reports and drafting the covenant which is to say

[0:35:19] Voice 10: that they were then considered for inclusion in those those reports and the covenants and

[0:35:24] Voice 10: and staff did you know ask LTC which how would you like to proceed with the CIM pardon me the

[0:35:30] Voice 10: community information meeting and the public hearing and they recommended putting them together

[0:35:34] Voice 10: so I mean these things were all thought up considered and decided upon in the sort of

[0:35:40] Voice 10: proper format and that was my question actually to staff too I really zeroed in did we give

[0:35:46] Voice 10: the public enough time to consider the the information be able to respond to it in a timely

[0:35:52] Voice 10: manner and very confirmed very firmly felt that that because of bylaw 296 and because of the

[0:35:59] Voice 10: extend a timeline from, you know, from the opening of the application in the summer of 2024 to

[0:36:05] Voice 10: current, that there'd be a robust time to consider all that. So that's a brief summary of all that.

[0:36:12] Trustee Patrick: Thank you very much. And we still have a motion on the floor. Is there any other debate on the

[0:36:20] Trustee Patrick: motion? Not seeing any, I am going to call the vote. All those in favor, please raise your hands.

[0:36:31] Trustee Patrick: And that carries.

[0:36:33] Trustee Patrick: All right.

[0:36:34] Trustee Patrick: Thank you, trustees.

[0:36:35] Trustee Patrick: And also staff, I'm going to keep plugging forward if a break is needed.

[0:36:41] Trustee Patrick: I expect someone to wave or to raise their hands and ask for one and then we'll take a break.

[0:36:48] Trustee Patrick: So I'm going to move on to now item 8 is trust council meeting preparation, or in this case,

[0:36:54] Trustee Patrick: our roundtable which is item 8.1 is a review of the june 16th to 18th virtual trust council

[0:37:03] Trustee Patrick: quarterly meeting and that's item 8.8.1 so i'll start with the trustees then i'll turn to staff

[0:37:11] Trustee Patrick: on any feedback um oh wait this is a meeting attendance sorry this isn't the roundtable

[0:37:18] Trustee Patrick: The roundtable is 8.1, sorry, I'll read the agenda carefully.

[0:37:24] Trustee Patrick: So 8.1 is the round table.

[0:37:26] Trustee Patrick: I will begin with the vice chairs

[0:37:27] Trustee Patrick: and then look to staff for any additions.

[0:37:30] Trustee Patrick: And I will go backwards this time.

[0:37:32] Trustee Patrick: So I'm gonna start with you vice chair Maud,

[0:37:35] Trustee Patrick: feedback on the meeting.

[0:37:39] Trustee Maude: Thank you chair.

[0:37:40] Trustee Maude: If we're just narrowing the discussion

[0:37:42] Trustee Maude: to meeting attendance on 8.1 on...

[0:37:46] Trustee Maude: No, we're

[0:37:48] Trustee Patrick: doing the roundtable conversation.

[0:37:50] Trustee Patrick: The meeting attendance is a separate conversation.

[0:37:53] Trustee Maude: Okay, so roundtable review, not much.

[0:37:59] Trustee Maude: Electronic format on paper is very, very functional,

[0:38:04] Trustee Maude: but it's only very, very functional if everybody attends.

[0:38:07] Trustee Maude: It was difficult at times with people coming and going.

[0:38:16] Trustee Maude: I think it makes it very, very hard for the chair.

[0:38:19] Trustee Maude: I think it makes it very, very hard for staff.

[0:38:25] Trustee Maude: We have a commitment to come to these meetings,

[0:38:27] Trustee Maude: attend these meetings, be informed about these meetings,

[0:38:30] Trustee Maude: and popping in and out does not support any of those.

[0:38:36] Trustee Maude: Other than that, I realize that it looks like

[0:38:40] Trustee Maude: we're going to be going more and more

[0:38:41] Trustee Maude: for electronic format for this.

[0:38:43] Trustee Maude: i think we will get it dialed in um i i'm hoping that messaging will extend to trustees

[0:38:51] Trustee Maude: about attendance um i also um wildly embrace the new compensation policy which i believe will

[0:38:59] Trustee Maude: address the attendance issue um but i i think it was a good meeting um we didn't necessarily

[0:39:07] Trustee Maude: get as far as we wanted to get on some things but we got her done and looking forward to september

[0:39:13] Trustee Maude: member to sort of fine-tune this electronic format thank you

[0:39:17] Trustee Patrick: thank you vice chair peterson

[0:39:19] Trustee Patrick: yeah

[0:39:22] Voice 8: um so most of my comments are are related to uh the next two sections but uh just in general

[0:39:31] Voice 8: i think the materials were well presented um uh i there are always going to be some challenges with

[0:39:43] Voice 8: the electronic format. And I just echo what Vice Chair Maude said. I know that can be challenging

[0:39:50] Voice 8: for the chair and for staff to keep up with all of that. And I think I'll just leave it there

[0:39:58] Voice 8: because most of what I had to say was around the next two items. But appreciate staff's hard work

[0:40:03] Voice 8: in facilitating these meetings for us.

[0:40:06] Trustee Patrick: Thank you, Vice Chair Elliott.

[0:40:08] Trustee Patrick: it um

[0:40:12] Trustee Elliott: yeah i didn't get as much knitting done as i thought i would it was still a pretty active um

[0:40:22] Trustee Elliott: and engaged debate uh i don't mind digital format as long as people are participating

[0:40:30] Trustee Elliott: uh that'll be subject for our next discussion um it yeah i mean we jumped around a little bit

[0:40:39] Trustee Elliott: as well but i think chair you were pretty clear in where we were going and we made pretty efficient

[0:40:47] Trustee Elliott: use of the time i really appreciated the uh the marine uh strategy presentation that led to a lot

[0:40:55] Trustee Elliott: of good discussion i think uh in future i'm wondering if we could have a place for special

[0:41:07] Trustee Elliott: presentations on our website. And this is just, you know, thinking very generously about the kind

[0:41:16] Trustee Elliott: of time we have to clip the discussion from the video and actually have it available as part of

[0:41:23] Trustee Elliott: the presentation. And so there's a sort of a separate capsule for things like that, because

[0:41:29] Trustee Elliott: I think the public, you know, those that are watching, that's really of interest. But you

[0:41:36] Trustee Elliott: you know, when I want to go back and watch something, it's a bit of a challenge to dig

[0:41:41] Trustee Elliott: through, find the meeting time and date and da-da-da-da. But that's just, that's not going

[0:41:47] Trustee Elliott: to happen. We don't have time for that kind of editing. Yeah, no, I don't really have any

[0:41:56] Trustee Elliott: reflections other than the agenda was good. It felt very manageable. I think we're getting better

[0:42:05] Trustee Elliott: at structuring the agendas and giving the right kind of time for discussion.

[0:42:14] Trustee Elliott: I believe this was the first time that we broke out in a Committee of the Whole during Trust

[0:42:18] Trustee Elliott: Council as well. And I think that worked well. And I hope we can continue embedding Committee

[0:42:25] Trustee Elliott: of the Whole discussions in these very long meetings so that we can capture the long

[0:42:32] Trustee Elliott: discussions that need to happen um and then and then have decisions on them within the same

[0:42:39] Trustee Elliott: meeting so um i do wonder if we go to an electronic format more often or future trust councils do

[0:42:46] Trustee Elliott: whether we could do meetings that are one and a half days you know every two months kind of thing

[0:42:55] Trustee Elliott: instead of the the three-day format so i hope that's a project or a thought that governance

[0:43:02] Trustee Elliott: committee is looking at maybe with a committee structure better organizing how we do our work

[0:43:09] Trustee Elliott: but these two and a half days of council meetings are it's taxing for everyone anyway those are my

[0:43:16] Trustee Elliott: all

[0:43:17] Trustee Patrick: right well thank you very much i'll add my comments i i i agree i think as we move forward

[0:43:23] Trustee Patrick: i think moving away from a three-day or maybe only doing that once a year where you come together and

[0:43:29] Trustee Patrick: It's been three days, but to have more frequent meetings to proceed business going forward.

[0:43:36] Trustee Patrick: I think, too, that the Trust Council can get better at separating out business that just is getting progressed versus you want time to come and converse about it through a committee of the whole.

[0:43:50] Trustee Patrick: So how we use those more effectively to really separate the type of discussions that we're having in the in-depth expectations or the really preliminary nature of a conversation of being able to dig in deep and reflect and think and talk.

[0:44:07] Trustee Patrick: and so I think we'll get better

[0:44:09] Trustee Patrick: and to be able to embed those in the meeting

[0:44:12] Trustee Patrick: I think is very important

[0:44:13] Trustee Patrick: and it's impressive when you see it happening

[0:44:15] Trustee Patrick: and consoles that have more experience

[0:44:18] Trustee Patrick: dropping in and out of a community

[0:44:20] Trustee Patrick: the whole conversations

[0:44:22] Trustee Patrick: I think from a management perspective

[0:44:24] Trustee Patrick: I'm very grateful

[0:44:25] Trustee Patrick: I think the way we had the room set up

[0:44:27] Trustee Patrick: and the staff

[0:44:27] Trustee Patrick: I know from online

[0:44:28] Trustee Patrick: you can't really see that

[0:44:30] Trustee Patrick: you just see a tiny little table there

[0:44:33] Trustee Patrick: it was very effective

[0:44:34] Trustee Patrick: to be able to look around the room

[0:44:38] Trustee Patrick: I know Alexandra could she could turn the the volume off in the room and say hey you know get

[0:44:43] Trustee Patrick: get my attention if something needed to be at my attention because you know and that was appreciated

[0:44:51] Trustee Patrick: the only challenge I had was I did not have a separate computer showing the zoom link because

[0:44:57] Trustee Patrick: I didn't want to have more distractions in front of me I thought having the second vice chair in

[0:45:02] Trustee Patrick: in the room facing that was great. The only challenge was the order of hands coming up

[0:45:08] Trustee Patrick: because on our big screen in that room, we don't see the list. We just see the faces. And so

[0:45:16] Trustee Patrick: people seemed patient with that because sometimes I was calling out of order because I didn't see

[0:45:21] Trustee Patrick: who had their hand raised if they didn't have their screen on. So that's all I have. And I'll

[0:45:28] Trustee Patrick: I'll turn over to CAO Brony to lead the staff roundtable.

[0:45:33] Trustee Patrick: And I see Joe had his hand up, so I'll let CAO Brony lead the staff conversation.

[0:45:40] Voice 5: Thank you.

[0:45:40] Voice 5: I think, you know, for reference, we did our usual post-meeting survey.

[0:45:46] Voice 5: Overall, the results were pretty consistent.

[0:45:50] Voice 5: There was a small number of folks who said they were dissatisfied with the meeting,

[0:45:55] Voice 5: But what it appears from when we think other questions and when we dig into the comments is most of that was around the attendance issue and or some of the potential confusion around the voting and which we're also going to talk about.

[0:46:09] Voice 5: So otherwise, folks seem generally, you know, there were a few good logistical suggestions that we'll look at addressing next time.

[0:46:17] Voice 5: But overall, I think relatively smoothly.

[0:46:20] Voice 5: And I'll invite other staff to offer their comments.

[0:46:24] Voice 5: Director Maher?

[0:46:26] Voice 2: Yeah, thank you, and

[0:46:28] Voice 2: appreciate the ability to comment.

[0:46:32] Voice 2: So yeah, from my perspective, the hardest part of the whole meeting was trying to keep

[0:46:37] Voice 2: track of which trustees are in the room for the purpose of counting votes, knowing, I

[0:46:43] Voice 2: mean, we knew we had quorum, but it's just how many are in the room, so figure out whether

[0:46:47] Voice 2: a vote is going to pass or fail.

[0:46:49] Voice 2: So that was the hardest.

[0:46:51] Voice 2: I think having the chair in the boardroom with staff is really important and something that you may want to consider amending your meeting procedures by law to make that a requirement, not just at the whim of the chair.

[0:47:09] Voice 2: chair. I just can't imagine how it would work if the chair is not in the meeting

[0:47:15] Voice 2: room because we would not have that quick ability to talk or to get the

[0:47:22] Voice 2: attention. I do think we need to think about some procedural changes and

[0:47:30] Voice 2: requirements, especially around the vaulting. It may slow vaulting down but I

[0:47:35] Voice 2: think it's important to make it more accurate there was some concerns that you know trustees

[0:47:41] Voice 2: are saying well we need to count abs abstains and things like that and um but how do we make

[0:47:48] Voice 2: this work uh given that abstains are just votes in favor anyway um you know so maybe we can talk more

[0:47:56] Voice 2: i think when planning the next meeting on how we can make it better like for example the chair

[0:48:03] Voice 2: requiring everybody to put their camera on at the time of the vote might be like

[0:48:09] Voice 2: a requirement and if they don't then we'd ask them if they can't put the

[0:48:14] Voice 2: camera on with the iPhone to verbally indicate the vote in some way just so

[0:48:19] Voice 2: that we're clear who is voting and who's in the room or if people are having

[0:48:25] Voice 2: connection issues electronic meeting doesn't really mean that you get to stay

[0:48:30] Voice 2: stay home and connect on a really crappy Wi-Fi or cell if you don't have it, maybe we need

[0:48:37] Voice 2: to find a location for those trustees to go to where we do have a good connection and

[0:48:44] Voice 2: set that up.

[0:48:45] Voice 2: So a little bit more cost and time for electronic meetings, but it would make the meeting better.

[0:48:51] Voice 2: For example, Gabriela could use the Gabriela boardroom as an example.

[0:48:56] Voice 2: There's probably facilities on other islands that we could rent and the trustees could go there.

[0:49:02] Voice 2: So little things like that if there's connectivity issues, because that is a big problem.

[0:49:08] Voice 2: Turning the camera off is, you know, I think it takes away from the engagement.

[0:49:15] Voice 2: And I don't think it's a great way to to run the meeting.

[0:49:19] Voice 2: so yeah and we can talk more about the voting and how to count the votes um as we lead up to

[0:49:25] Voice 2: the next meeting there's there's no great way to do it i don't think um there is software that we

[0:49:30] Voice 2: can get that would probably help us but that obviously could be a budget request i'll leave

[0:49:36] Voice 2: it there pass it back to the ceo thank you are you muted the ceo

[0:49:44] Voice 5: picking up on that point from

[0:49:46] Voice 5: director marler about bandwidth etc i think well i know it's a challenge on some of the islands

[0:49:53] Voice 5: in particular i also think it's an entirely reasonable expectation that trustees who are

[0:49:58] Voice 5: attending a meeting virtually um have a have an obligation to ensure that they are in a location

[0:50:04] Voice 5: that allows them to fully participate if there's a need for us to look at options to support that

[0:50:09] Voice 5: then then we can um but outside of our existing office space of course that that also comes at

[0:50:14] Voice 5: the cost. I also think the expectation that trustees be on camera, certainly at least

[0:50:22] Voice 5: during votes, is pretty reasonable. I know, for example, the provincial legislature only allows

[0:50:26] Voice 5: virtual participation in sessions with cameras on for the duration so that you can see that the MLA

[0:50:31] Voice 5: is present and that they're in an appropriate location. And so I think, you

[0:50:35] Voice 1: know, and I suspect

[0:50:36] Voice 5: there are similar requirements with other local government jurisdictions as well. That's something

[0:50:40] Voice 5: we could look into, but I think that's a reasonable expectation. So I know there's technical challenges

[0:50:44] Voice 5: to that, but I also think, you know, we can allow that to be an impediment to sort of effective

[0:50:51] Voice 5: governance and administration of the meeting. Any other comments, general comments from staff

[0:50:57] Voice 5: on the June meeting? Joe Elliott.

[0:51:04] Voice 1: Yes, thank you, Ruben. I think, you know, I'm going to say one of

[0:51:06] Voice 1: the important part is the meetings and the virtual is that it provides opportunity to

[0:51:11] Voice 1: to build relationship with the other First Nations communities

[0:51:17] Voice 1: in inviting the individuals or nations to come forward

[0:51:21] Voice 1: to do the welcome opening.

[0:51:23] Voice 1: And I think, you know, that shift alone in regards to

[0:51:26] Voice 1: providing to other nations versus having it site-specific,

[0:51:29] Voice 1: we have to, you know, focus on the traditional lands that we're on.

[0:51:33] Voice 1: But when we do it virtual, there's opportunity to invite

[0:51:35] Voice 1: other First Nations to come and provide that important part to do welcome and to acknowledge

[0:51:44] Voice 1: the traditional lands that, you know, that they are coming from and that Trust Areas is working

[0:51:49] Voice 1: within. And I think that's really imperative. But also recognizing, you know, there's some,

[0:51:55] Voice 1: but also some of the challenges when the chair thanks the individual, the elder or the knowledge

[0:52:01] Voice 1: villagekeeper for doing that part, it kind of shifts in regards to, because when you're in

[0:52:05] Voice 1: person, you're doing it from the heart. So it's, we still could do that from a virtual setting.

[0:52:10] Voice 1: And I think also we, we also need to look at and explore the language that we use. You know,

[0:52:15] Voice 1: sometimes we use the, you know, it's a handshake because we're going out there,

[0:52:20] Voice 1: invite an individual to come and do the welcome and to keep it spiritual and keep it a ceremonial

[0:52:26] Voice 1: or keep it culturally focused in regards to protocol.

[0:52:31] Voice 1: The handshake is more when we thank

[0:52:34] Voice 1: and we're speaking from the heart

[0:52:35] Voice 1: and we're thanking the individual

[0:52:36] Voice 1: for doing the welcome, doing the opening

[0:52:38] Voice 1: and providing the prayer if that's what they provided

[0:52:40] Voice 1: and some of the opening remarks

[0:52:42] Voice 1: if that's what they've offered.

[0:52:43] Voice 1: And so we need to shift from honorarium language

[0:52:46] Voice 1: to handshake in regards to maintaining

[0:52:49] Voice 1: a respectful relationship with our First Nations.

[0:52:52] Voice 1: So thank you.

[0:52:53] Voice 5: Thank you, Joe.

[0:52:54] Voice 5: I appreciate that.

[0:52:54] Voice 5: And that is one of the advantages of the fully virtual meeting is it does give us an opportunity to invite nations to do those welcomes from parts of the trust area that we, if we're doing all in-person meetings, we don't often get to.

[0:53:08] Voice 5: So I'd appreciate your counsel on that.

[0:53:11] Voice 7: Director Coburn.

[0:53:13] Voice 7: So thanks.

[0:53:14] Voice 7: This comment's going to truly come out wearing my finance and accounting hat.

[0:53:18] Voice 7: We've heard a lot of the talks about the pros and cons from a logistics perspective.

[0:53:21] Voice 7: perspective, but just something, another thing for everyone to keep in mind as we have these

[0:53:25] Voice 7: discussions going forward is as I'm starting to get into next year's budget cycle is the impacts

[0:53:31] Voice 7: of virtual versus in-person meetings. So, I mean, there are benefits to both causes. I will stop

[0:53:38] Voice 7: there because we can go on a whole session just on that, but keep in mind there's definite financial

[0:53:43] Voice 7: benefits as I'm trying to keep our budget increase as low as possible next year. I'll stop there and

[0:53:50] Voice 7: and pass it back to you, Ruben.

[0:53:52] Voice 5: Thanks, Director Hober.

[0:53:53] Voice 5: Yeah, that, of course, is the primary reason

[0:53:56] Voice 5: we've ended up virtual for these last two sessions

[0:53:59] Voice 5: was a budget concern,

[0:54:00] Voice 5: and I'm sure it will be a topic of discussion

[0:54:02] Voice 5: in our next budget cycle as well

[0:54:05] Voice 5: for much the same reasons.

[0:54:08] Voice 5: Not seeing any other staff comments,

[0:54:10] Voice 5: I'll turn it back to you, Chair.

[0:54:12] Trustee Patrick: All right. No, thank you.

[0:54:14] Trustee Patrick: And I think that from an onboarding standpoint,

[0:54:17] Trustee Patrick: there's a question about equipment.

[0:54:20] Trustee Patrick: And is it, what type, if a trustee needs to purchase, you know, a satellite system or something to have access to internet, is it their own expense and there's tax benefits?

[0:54:36] Trustee Patrick: Is there forms that they get to fill out that, you know, from writing this off their taxes or what is equipment that they could put in expenses for?

[0:54:45] Voice 5: Yeah, I think at this point, we don't provide for covering costs for that kind of infrastructure, but we can certainly look at the potential, the tax side of things, if trustees are purchasing equipment they need to do their work themselves, and if there is support that we need to provide for that administratively.

[0:55:07] Trustee Patrick: Yeah, because I think there, and another thing that could be, I'm taught this from an onboarding thing of just thinking of having more access is battery backup systems or uninterruptible backup supplies. They're not that costly. They're like $300 for your computer, and you can get several hours of operation off of them.

[0:55:27] Trustee Patrick: So, you know, there could be bulk buying opportunities or other things that we could look at that might be able to, while it might be a trustee expense, but we could help do things to bring it to their attention, the kinds of equipment that might make their home office more effective during meetings.

[0:55:44] Trustee Patrick: And I can tell you, we've had many meetings where suddenly three islands are lost power and one of the people on there had a backup system and was able to keep up running. So I think these are just things as we go forward. This is the reality of online virtual meetings from your homes. Vice Chair Elliott?

[0:56:05] Trustee Patrick: Yeah,

[0:56:08] Trustee Elliott: I think these are great questions. We should actually have some options provided. I think we need to flesh out this discussion a little bit more because you're raising some key issues.

[0:56:22] Trustee Elliott: The financial consideration of, you know, in-person meetings versus, um, administratively organizing a venue for islands that struggle with connectivity. South Pender is one of them.

[0:56:41] Trustee Elliott: and you know the solution that I had to like in my first two years as as vice chair I could not

[0:56:49] Trustee Elliott: get a call I unless I go to the beach there is just no cell service on my work phone there's

[0:56:55] Trustee Elliott: two different networks I was the most uncontactable person ever so I had to constantly be on the road

[0:57:02] Trustee Elliott: with my laptop tethering from another venue i finally got a starlink satellite um that i you

[0:57:10] Trustee Elliott: know abhor being part of this this system but it was just functionally impossible to get um

[0:57:17] Trustee Elliott: me connected in any other way and then my productivity improved the very first trust

[0:57:23] Trustee Elliott: council meeting that we had in december 2022 we had a massive power outage for five days on

[0:57:30] Trustee Elliott: Gabriola, and I had to go to the library in Nanaimo. Of course, everybody else on island

[0:57:35] Trustee Elliott: was trying to go to the library or to town to get connectivity. So these very real rural issues

[0:57:43] Trustee Elliott: continue to challenge elected officials being able to execute their job. It really hampered me.

[0:57:52] Trustee Elliott: So if we had, you know, if we can reduce budget for in-person meetings, I think we need to think

[0:57:59] Trustee Elliott: about increasing budget for certain you know technology needs so whether that is there's

[0:58:08] Trustee Elliott: four starlink stations and those are you know in those three islands trust offices and we organize

[0:58:14] Trustee Elliott: who uh is not you know who needs to go to a venue so that they have a secure connection

[0:58:22] Trustee Elliott: um that would be you know i think that would be a far lesser cost than having to continually

[0:58:29] Trustee Elliott: hold in-person meetings because people just don't have enough connectivity or bandwidth so

[0:58:34] Trustee Elliott: yeah i think um we need to embrace the fact this is the this is the age of technology um

[0:58:42] Trustee Elliott: and there is so much work that we need to do that most of it's probably going to have to be through

[0:58:48] Trustee Elliott: digital means and uh we need to figure out ways to support the elected officials doing that thanks

[0:58:54] Trustee Elliott: Thank

[0:58:55] Trustee Patrick: you. Vice Chair Peterson.

[0:58:59] Voice 8: Yeah, that's a good discussion. And I think it's really worth thinking about, yeah, in terms of onboarding, like here's some tech options worth considering.

[0:59:14] Voice 8: I mean, I love the idea of, yeah, could we do a bulk purchase of UPIs and individual trustees could sign up and get a slightly better deal.

[0:59:26] Voice 8: There are those issues around who pays for what. I think the tax avenue is probably a better thing to look into about recovering the cost for trustees. I don't think that any kind of scheme where, you know, trustees, home internet or whatever is going to get paid for.

[0:59:49] Voice 8: I know back in the olden days, they used to do stuff like that, but I don't think that's

[0:59:53] Voice 8: acceptable anymore.

[0:59:56] Voice 8: But yeah, a little bit of consideration, what occurred to me in terms of

[1:00:00] Voice 8: onboarding is, you know, assuming that we're going to have at least the first couple of meetings

[1:00:05] Voice 8: in person, as per usual, a little bit of a tech side briefing or handout for incoming trustees on

[1:00:19] Voice 8: some tips about how to have an effective home office. Here's a couple pieces of technology

[1:00:28] Voice 8: can look at even if we don't have bulk buys or anything else in there just like one is like

[1:00:36] Voice 8: setting the expectation you're expected to find a way to attend these meetings

[1:00:42] Voice 8: like that's an expectation is it going to be more challenging some places than others

[1:00:47] Voice 8: sure it is there's been many times I've been sitting at home on the island with no power

[1:00:56] Voice 8: poor connectivity but i've gotten i've got an old you know x explore net unit that's actually

[1:01:05] Voice 8: been really serviceable and it's not crazily expensive um yeah just some kind of like there's

[1:01:13] Voice 8: going to be an expectation we'll have electronic meetings there may be challenges depending where

[1:01:18] Voice 8: you live here's some options to look into well in advance of the first electronic meetings

[1:01:24] Voice 8: especially of trust council that we might have just uh seems like you know one pager and maybe

[1:01:30] Voice 8: our maybe our it guys could uh work something up on that but i that's not a bad concept i kind of

[1:01:38] Voice 8: like that idea thank

[1:01:41] Trustee Patrick: you uh vice chairman thank

[1:01:43] Trustee Maude: you chair yeah just to sort of reiterate is no

[1:01:48] Trustee Maude: each island's unique in circumstances so in in my search circumstances at home i've got lots of

[1:01:54] Trustee Maude: battery backup but if if the uh power goes out um i receive um uh my internet through um rogers

[1:02:02] Trustee Maude: slash straw and they have a series of boosters or repeaters across the islands so if if power goes

[1:02:09] Trustee Maude: out on uh north pender or on main island i lose you know my internet so i i literally i can sit

[1:02:16] Trustee Maude: here looking at a computer with monitors and all that and i don't have anything coming down the

[1:02:20] Trustee Maude: pipeline at me because their system relies on hydro to get the signal to my house um and

[1:02:26] Trustee Maude: unfortunately the coincidental part of that is too is with the cellular signal which is really poor

[1:02:31] Trustee Maude: at my place i lose it in power outages because what happens is they revert to generator um and

[1:02:39] Trustee Maude: they lower the signal in order to extend the the lifespan of the of the signal off of generator so

[1:02:46] Trustee Maude: So I end up basically in a black hole.

[1:02:49] Trustee Maude: I'm very fortunate on Main Island

[1:02:51] Trustee Maude: that we have an improvement district

[1:02:54] Trustee Maude: with a fire hall, with a generator,

[1:02:56] Trustee Maude: with emergency backup internet.

[1:02:58] Trustee Maude: So if the hour of the day is appropriate

[1:03:00] Trustee Maude: and if the fire chief is having a good day,

[1:03:04] Trustee Maude: I'm allowed to go to trust counsel from there.

[1:03:08] Trustee Maude: I've had to do it on a few occasions.

[1:03:10] Trustee Maude: So I think every island is unique.

[1:03:12] Trustee Maude: Every island is difficult.

[1:03:13] Trustee Maude: And I pity the poor person

[1:03:16] Trustee Maude: is trying to sort of coordinate all this and make it work for everybody because it's not easy.

[1:03:21] Trustee Maude: Been there, done that. Thank you.

[1:03:24] Trustee Patrick: Herding cats. Yes, that's the job. Anyway, my only other comment, thank you, Joe Elliott,

[1:03:30] Trustee Patrick: on your comments. I think, again, as we move forward, whether it's in person or virtually,

[1:03:37] Trustee Patrick: um the chair's annotated agenda is critical um and i think also um i i agree this opportunity to

[1:03:48] Trustee Patrick: um recognize nations first nations that we normally don't have meetings in this is a

[1:03:56] Trustee Patrick: virtual really gives us that opportunity um and i think just uh you know uh we should build in

[1:04:03] Trustee Patrick: the coaching sessions on each and every meeting to make sure we do handle these as you know as

[1:04:08] Trustee Patrick: respectfully and welcoming as we possibly can as we move forward and build these relationships so

[1:04:16] Trustee Patrick: thank you for bringing that up and so if there are no further questions i think everyone wants

[1:04:23] Trustee Patrick: to get into the next two conversations which i think we touched on already but that is uh

[1:04:28] Trustee Patrick: The 8.1.1 is a discussion on the attendance, and then it leads more into the voting.

[1:04:38] Trustee Patrick: So I don't know who wants to lead that issue, and I don't know if that would be Director Marler,

[1:04:44] Trustee Patrick: or you kind of reiterate some of the challenge, but that was more about the voting.

[1:04:48] Trustee Patrick: Who would like to lead this conversation?

[1:04:52] Trustee Patrick: CEO Brony or Director Marler?

[1:04:56] Voice 5: Maybe I'll start off.

[1:04:57] Voice 5: Thank you.

[1:04:58] Voice 5: to the chair and then director mark and can chime in i think um you know i think we've provided some

[1:05:04] Voice 5: some guidance already to to trustees around the need to advise staff well in advance

[1:05:11] Voice 5: as much as possible about their planned attendance at meetings i think we had certainly

[1:05:17] Voice 5: indications at this meeting that that didn't happen for some trustees and so you know my

[1:05:22] Voice 5: My plan is certainly to send out a reminder to trustees about the expectations around their attendance and to please ensure that staff know in advance if they're not attending.

[1:05:33] Voice 5: I think that's really important.

[1:05:35] Voice 5: And then just reiterating the need to check in and check out.

[1:05:38] Voice 5: And I will say a number of trustees did that, you know, in this meeting.

[1:05:41] Voice 5: They were quite diligent about, you know, advising staff in the comments that they were stepping away and when they came back.

[1:05:46] Voice 5: And that was good.

[1:05:47] Voice 5: But I think we did, there were a few points in the meeting when we struggled a bit with attendance.

[1:05:51] Voice 5: And also when it was not clear whether somebody who was logged into the meeting was actually actively participating.

[1:05:59] Voice 5: And that is another point that I'll reiterate in my communication to trustees is that if you are not able to actively participate in the meeting, you should exit the meeting and advise staff that you're going to exit the meeting and step away and let us know when you come back when you're able to.

[1:06:14] Voice 5: Because that led to some of the challenges, I think, around some of the confusion around the voting as well.

[1:06:19] Voice 5: It wasn't obvious that whether or not a trustee was actually actively present.

[1:06:24] Voice 5: And I think it's just important to reiterate that if you're attending, you're expected to be actively participating in the meeting.

[1:06:31] Voice 5: I know it's easy.

[1:06:33] Voice 5: And I think we all do it from time to time.

[1:06:35] Voice 5: It's easy in virtual settings to kind of get distracted and start multitasking on a couple of things.

[1:06:40] Voice 5: But it's really important.

[1:06:41] Voice 5: And the same applies for staff, for sure, that we be actively engaged in participating so that when it does come to things like calling the vote, we can have confidence that folks are there and present.

[1:06:53] Voice 5: And so for my part, I'll do that reminder.

[1:06:55] Voice 5: And I think you and I, Chair, can work on similar messaging for your updates as we get closer to council as well, just to reiterate what the expectation is and encourage folks to be fully present and engaged.

[1:07:10] Trustee Patrick: Well, we know that they know about the meeting because it's booked a year in advance and in their calendars.

[1:07:19] Trustee Patrick: All right, Director Marler.

[1:07:22] Voice 2: Yeah, thank you.

[1:07:23] Voice 2: I think just one trustee indicated that we're not attending.

[1:07:26] Voice 2: And what I find interesting when you read the minutes is it appears that 25 trustees are at the meeting.

[1:07:33] Voice 2: However, not at any one time.

[1:07:35] Voice 2: I think the most we had in the meeting at any one time was 20 trustees.

[1:07:40] Voice 2: and I think we're averaging around 17 for the most part

[1:07:44] Voice 2: and we dropped down to I think 15 to above quorum

[1:07:48] Voice 2: towards the end of the day. So yeah the minutes

[1:07:52] Voice 2: when you first look at it it's like oh yeah

[1:07:54] Voice 2: that looks like a good meeting but then

[1:07:56] Voice 2: you start reading through all the comings and goings and you kind of

[1:08:00] Voice 2: start to see what was really happening there. I'm not sure what we can do

[1:08:04] Voice 2: to make the minutes reflect that a little bit more but

[1:08:08] Voice 2: But, yeah, I just wanted to point that out to you.

[1:08:11] Voice 2: And I've already said it was difficult to track.

[1:08:14] Voice 2: And maybe, I don't know if Alex has any comments from her perspective.

[1:08:18] Voice 2: I know Alex and the minute taker were both working hard to keep track.

[1:08:26] Voice 2: You know, we were texting each other through the meeting to just confirm numbers.

[1:08:31] Voice 2: So I would just before a vote, just ask the minute taker to confirm my numbers for who

[1:08:39] Voice 2: is in the room and she would confirm that and then that would be the number that we

[1:08:43] Voice 2: would use to determine whether a vote passed or failed.

[1:08:48] Voice 2: Thank you.

[1:08:49] Voice 2: Nothing

[1:08:55] Trustee Patrick: else added.

[1:08:56] Trustee Patrick: I guess there's Vice Chair Elliott.

[1:09:00] Trustee Elliott: So, Director Marler, the numbers that you mentioned, sort of the range of 20 to 15, are trustees aware of that? Like how patchy the attendance was? I know we've had some information on that,

[1:09:22] Trustee Elliott: but perhaps we should be communicating that, that this is not acceptable or, you know,

[1:09:30] Trustee Elliott: is there a way that we can so through

[1:09:37] Voice 2: the chair I don't think they were aware

[1:09:39] Voice 2: because we weren't mentioning numbers charges say we have quorum and get the

[1:09:44] Voice 2: meeting going so you know they don't have the participant list up and

[1:09:48] Voice 2: accounting the trustees all the seeing or the cameras are turned on and you

[1:09:53] Voice 2: know most people might have their work screen set up so the people that are off

[1:09:59] Voice 2: camera don't show up um they might not even be thinking of that they might think everything's

[1:10:04] Voice 2: fine so yeah it's not obvious i don't think to anybody outside of the administrators that are

[1:10:10] Voice 2: running the meeting

[1:10:13] Trustee Patrick: um go ahead follow

[1:10:17] Trustee Elliott: up um so as a result of this discussion does the executive

[1:10:21] Trustee Elliott: committee want to uh direct some communication to the rest of trustees because this has to do

[1:10:28] Trustee Elliott: with operations and you know use of staff time and challenges to administering an online meeting

[1:10:37] Trustee Elliott: with these points um the expectation is your camera's on the expectation is um you know for

[1:10:45] Trustee Elliott: this last trust council meeting and because i think it's it's not just an orientation for new

[1:10:50] Trustee Elliott: this is communication to the public as well um and to current trustees who you know many of them

[1:11:00] Trustee Elliott: will still stay engaged so the the points that we've raised is this possible to you know

[1:11:07] Trustee Elliott: encapsulate and and sort of send a notice out to all trustees here's our um here's our observations

[1:11:12] Trustee Elliott: from uh the quarterly meeting um this is going to be the expectation for september and committee

[1:11:19] Trustee Elliott: the whole um and actually start those um you know set the set the expectation even if it's not met

[1:11:28] Trustee Elliott: and we don't change any meeting procedure bylaws but it's it's reasonable to expect that if you're

[1:11:34] Trustee Elliott: attending the meeting your camera's on and you're in a place that you can participate that is the

[1:11:39] Trustee Elliott: basic thing and the fact that we're staff are doing all these workarounds to try to count

[1:11:43] Trustee Elliott: and recount and then the voting is just it's such a mess and so i think we should do something about

[1:11:49] Trustee Elliott: this this term before um we just punted to orientation thank you thank you

[1:11:55] Trustee Patrick: i think i'm

[1:11:56] Trustee Patrick: going to invite ceo bruni but i think that was the intent for september is to to do that but

[1:12:00] Trustee Patrick: go ahead ceo bruni yeah

[1:12:02] Voice 5: thank you chair i think through so that was my intent and if we do the

[1:12:04] Voice 5: committee of the whole as well coming up for january that or july in a couple of weeks that

[1:12:08] Voice 5: would be i would do it in advance of that as well we do provide that document that we've recently

[1:12:14] Voice 5: developed for trustees around virtual participation in meetings, which covers a lot of this, but I

[1:12:21] Voice 5: would just do a memo to trustees attaching that and reiterating some of those key expectations,

[1:12:28] Voice 5: particularly around notifying of attendance, being actively engaged in the meeting, having

[1:12:34] Voice 5: cameras on, just to really reiterate, you know, some of the challenges. And I would draw on some

[1:12:38] Voice 5: of the points that Director Marler mentioned around, you know, that we noticed that there

[1:12:43] Voice 5: was limited attendance at significant points during the last meeting um and so it's important

[1:12:48] Voice 5: that trustees um are there are actively engaged and if they're not that staff are made aware of

[1:12:53] Voice 5: that thanks thank

[1:12:55] Trustee Patrick: you director marler then i'll go to vice chair peterson now you're muted

[1:13:03] Voice 2: sorry

[1:13:05] Voice 2: about that the other thing we can also do is update uh notes for the chair so your procedures

[1:13:12] Voice 2: for calling for a vote for example we could add in their reminders to you to

[1:13:16] Voice 2: ask them to put the cameras on for example and if you can't then to they

[1:13:22] Voice 2: have to speak up so we know that you just maybe get them say hey trustee so

[1:13:27] Voice 2: and so your cameras off can you please confirm you're there and if you get no

[1:13:30] Voice 2: answer we all essentially assume they're not in the meeting that kind of thing

[1:13:34] Voice 2: there's some dangers around that you know if somebody wants to abstain and

[1:13:38] Voice 2: you know they don't want to be counted you want to pretend they're outside the

[1:13:41] Voice 2: meeting that's that's one way around it but anyway there's no perfect way to do this thanks no well

[1:13:48] Trustee Patrick: again the annotated i have a completely rewritten agenda package every word in there is rewritten

[1:13:54] Trustee Patrick: into a script form so putting in process is the intent that we can i can be quite specific as to

[1:14:01] Trustee Patrick: what i need to say uh for each and every vote um and have it plugged in so um i i agree we can we

[1:14:08] Trustee Patrick: we can do that uh vice chair peterson yeah

[1:14:12] Voice 8: thank you chair um i'm glad we're having these discussions

[1:14:15] Voice 8: um it's a little bit of a challenge to separate this item from the next one but i'll do my best

[1:14:21] Voice 8: um attendance has always fluctuated in in my time as a trustee uh in in uh in-person meetings

[1:14:34] Voice 8: meetings often um thursdays are challenging uh trustees wanting to get home or do other stuff

[1:14:45] Voice 8: and um there's been a number of times when uh we've come very close to losing quorum over the

[1:14:52] Voice 8: years on on the thursday morning of in-person meetings so that part is not um exclusive to

[1:15:00] Voice 8: to electronic. I think there are challenges with the electronic attendants that are unique to

[1:15:09] Voice 8: electronic, and a bunch of them have been raised. If the person's camera isn't on,

[1:15:16] Voice 8: are they really paying attention? Are they really abstaining? All of these different pieces. Now,

[1:15:24] Voice 8: Now, my hope is that orientation does a good job of setting out expectations at the beginning of

[1:15:33] Voice 8: the next term. Part of your role when you run for trustee, and a very important part,

[1:15:40] Voice 8: is your participation in trust counsel. It's not optional. It's a part of the role. It's baked in

[1:15:48] Voice 8: when you put your hand up to run for a local trustee,

[1:15:52] Voice 8: you're also running to participate in trust counseling.

[1:15:55] Voice 8: I think that could be emphasized more.

[1:15:59] Voice 8: I'm hopeful that the new remuneration policy

[1:16:06] Voice 8: provides sufficient disincentives for non-attendance.

[1:16:12] Voice 8: I think that's actually a really positive step

[1:16:14] Voice 8: because I think it actually does help emphasize

[1:16:19] Voice 8: the essential nature of that part of the role of trustee at trust council so i mean that was one

[1:16:26] Voice 8: of the the things i was hugely supportive about it in in the new in the new uh in the new scheme

[1:16:33] Voice 8: there because it really identifies um from a financial perspective this is what it means

[1:16:42] Voice 8: means to participate or not participate. I think a lot of us forget, um, through the term

[1:16:50] Voice 8: when we look at, you know, here's what you're getting paid as a local trustee. Here's your,

[1:16:55] Voice 8: your trust council portion. And I, so I'm, I'm very pleased that we have the new remuneration,

[1:17:01] Voice 8: uh, thing because it helped it reemphasizes that your role at trust council is,

[1:17:07] Voice 8: is part of your role as trustee so most of the rest of what i have to say is about the voting

[1:17:14] Voice 8: and abstentions piece but uh that i'll leave that for when we get there well

[1:17:22] Trustee Patrick: thank you and

[1:17:23] Trustee Patrick: well this issue while the remuneration is important but still if a trustee says well

[1:17:29] Trustee Patrick: i was in the meeting but they didn't have their camera on you know and they're going to say they

[1:17:34] Trustee Patrick: They want to be paid for four hours worth of work,

[1:17:36] Trustee Patrick: whether were they there or were they not.

[1:17:38] Trustee Patrick: So I think that's the challenge that we have and how to overcome that.

[1:17:42] Trustee Patrick: Okay.

[1:17:44] Trustee Patrick: So I think our intent is to double down on the procedures we've already

[1:17:48] Trustee Patrick: had written, make it very clear.

[1:17:50] Trustee Patrick: But this is the next piece is the voting and abstentions.

[1:17:54] Trustee Patrick: So I guess is that director Marla are going to introduce again,

[1:17:58] Trustee Patrick: sort of your key points and then.

[1:18:01] Voice 2: Yeah.

[1:18:02] Voice 2: Yeah.

[1:18:05] Voice 2: Yeah, so when you're in a room and you know who's in the room, you know exactly how many people are there.

[1:18:10] Voice 2: You can see who voted in favour and who voted against.

[1:18:13] Voice 2: And mathematically, then, you know who did not vote.

[1:18:16] Voice 2: In local government, there's really no such thing as an abstain.

[1:18:20] Voice 2: And I kind of like us to try and get away from using that word.

[1:18:23] Voice 2: If you don't vote, you voted in favour.

[1:18:25] Voice 2: That's the law, right?

[1:18:27] Voice 2: So it's a yes or no.

[1:18:28] Voice 2: There's no ability to abstain like there is in a society, for example, where your vote would just not be counted.

[1:18:35] Voice 2: You just take a neutral position.

[1:18:39] Voice 2: So, you know, counting abstains makes no sense.

[1:18:43] Voice 2: It's really just saying, you know, you voted in favor, you voted against.

[1:18:48] Voice 2: In electronic meeting, it becomes difficult because if somebody doesn't have the camera on and is silent,

[1:18:56] Voice 2: we're assuming, and what we said in our notes to trustees, we're assuming you're in the meeting.

[1:19:01] Voice 2: So if you're quiet and you don't vote, then you're going to get counted as voted in favour.

[1:19:07] Voice 2: Whether they actually really are in the room or whether they went out to put the kettle on or take the dog out,

[1:19:13] Voice 2: we don't know because they didn't tell us.

[1:19:16] Voice 2: And so they've now voted in favour for something that maybe they never intended to.

[1:19:21] Voice 2: you but if they told us they were going to be out we would have marked them out not counted them

[1:19:28] Voice 2: and then they would not have voted and that actually did happen during the last meeting

[1:19:33] Voice 2: one of the trustees told us throughout the meeting we knew that a vote was taken we didn't count them

[1:19:39] Voice 2: they were not counted as part of that vote if they hadn't told us they might have counted

[1:19:44] Voice 2: as in favor and as you saw with some of our votes there that could be the one vote that could cause

[1:19:51] Voice 2: it to fail or pass or most likely pass right because we had some Thai votes there so I think

[1:19:58] Voice 2: it really is important because every vote does count to be really clear on what we can do so I

[1:20:06] Voice 2: think cameras on and having all the trustees accounted for in voting is the best bet and

[1:20:15] Voice 2: encouraging trustees to vote one way or the other because that's what you have

[1:20:20] Voice 2: to do you know you cannot not vote and if you don't want to vote they can

[1:20:25] Voice 2: literally tell us to leave in the room and leave the room and then like that

[1:20:31] Voice 2: that has actually happened in in-person meetings where a trustee doesn't want to

[1:20:36] Voice 2: vote so they'll get up and walk outside go to the bathroom we know they've left

[1:20:40] Voice 2: we can see they've left and they're voting in doesn't count and then we come back in

[1:20:47] Voice 2: um you know they're now re-added to the quorum again so those are things that can be done

[1:20:52] Voice 2: electronically as well but they need to tell us if they're going to do that so that we know that

[1:20:57] Voice 2: they're not there and we won't count them as a yes vote if they don't vote so i kind of like the idea

[1:21:02] Voice 2: of just taking default each trustee has the responsibility to tell us they're in the meeting

[1:21:07] Voice 2: or they're leaving the meeting and if they don't they're going to end up voting in favor of something

[1:21:12] Voice 2: that maybe they didn't intend to and that takes away our need to go chasing them and trying to

[1:21:19] Voice 2: second guess whether they're in the meeting or not put the onus on them and it's their fault

[1:21:24] Voice 2: if they didn't tell us it's their fault and you know there's nothing wrong with that we thought

[1:21:32] Voice 2: they're in the meeting they told us we're in the meeting they didn't vote and we counted it as

[1:21:37] Voice 2: a yes vote that's as simple as that okay i'll leave it there for now but those are my initial

[1:21:42] Voice 2: thoughts on this yes

[1:21:45] Trustee Patrick: it is a reminder they are adults all of them all right uh vice chair peterson

[1:21:52] Voice 8: yeah thanks i i just i have to start by just respectfully disagreeing with the director i i

[1:21:57] Voice 8: i think that i would um far prefer that we take the time to go through a roll call

[1:22:05] Voice 8: call, than make any assumptions about whether someone is in the room or not. I think it's

[1:22:12] Voice 8: the right thing to do. I think it's a reasonable thing to do. It may take a little bit longer,

[1:22:20] Voice 8: but sometimes these are very important votes. And I think we risk the confidence of trustees

[1:22:28] Voice 8: at Trust Council, and we risk the confidence of the public if we don't find a way to make

[1:22:34] Voice 8: it absolutely explicit that people are either voting or they're not part of the quorum um so

[1:22:41] Voice 8: i feel really strongly about that i've had many discussions with other trustees following this

[1:22:45] Voice 8: trust council about that i get roll calls awkward but if you don't answer yes or no you're not in

[1:22:52] Voice 8: the quorum if i do have a question of whether there's uh anything about our meeting procedures

[1:22:57] Voice 8: bylaw that needs to be tweaked to make that explicit so that we can have a firm sense of

[1:23:05] Voice 8: when a person, a trustee, is part of quorum or not. But I think that anything less than making

[1:23:14] Voice 8: this absolutely explicit and clear does a disservice to the organization, it does a

[1:23:20] Voice 8: disservice to trustees and to the public. So I feel really strongly about that. I also want to

[1:23:26] Voice 8: to note that we've had also problems with with when we are in person and we have some trustees

[1:23:33] Voice 8: attending virtually we've also had the same problem so i personally my feeling is that

[1:23:39] Voice 8: the best most expedient way to deal with this is anyone who's not in a room in a in a in-person

[1:23:47] Voice 8: meeting roll call and any and an electronic roll call unless we can find a better more reliable way

[1:23:56] Voice 8: to demonstrate publicly to all the trustees

[1:23:59] Voice 8: and all the members of the public

[1:24:01] Voice 8: who is actually participating,

[1:24:05] Voice 8: then I'm really concerned that it's a bad look

[1:24:11] Voice 8: and it erodes confidence in our decisions

[1:24:15] Voice 8: if we don't have that explicit and obvious

[1:24:18] Voice 8: to all attending and participating.

[1:24:22] Voice 8: Thank you.

[1:24:23] Trustee Patrick: Thank you.

[1:24:23] Trustee Patrick: Before I go to David Marler,

[1:24:25] Trustee Patrick: My understanding is that the process would be to request everyone to turn their cameras on at the time right prior to calling a vote.

[1:24:35] Trustee Patrick: Those that did not turn their cameras on would then be called to verbally acknowledge that they are present.

[1:24:44] Trustee Patrick: Is that my understanding, Director Marlowe, of what we're recommending?

[1:24:50] Voice 2: Yeah, that is one option, yes.

[1:24:53] Voice 2: And Eva Mejia?

[1:24:54] Voice 2: yes

[1:24:55] Trustee Patrick: please go on yeah

[1:24:57] Voice 2: and you know roll call for every vote is definitely

[1:25:00] Voice 2: something that you could do that that definitely is an option but as as you

[1:25:04] Voice 2: see it will definitely slow down the process it takes time to go through and

[1:25:09] Voice 2: call out for each individual so you'd have to ask yourself if you're going to

[1:25:15] Voice 2: do that you know we're going to have to add more time that's definitely take my

[1:25:19] Voice 2: time but it's the only way to be absolutely sure that you got all of the

[1:25:24] Voice 2: the votes. That's one thought. And even then, like I said, somebody who's in the

[1:25:29] Voice 2: meeting decides that they don't want to vote and they just ignore the roll call.

[1:25:33] Voice 2: They got the camera off and pretending they're not there. So they don't get

[1:25:37] Voice 2: counted. Anyway, there's just no perfect way. The other thing I was just going to

[1:25:43] Voice 2: mention is that through our eScribe there is a voting module that we're

[1:25:49] Voice 2: going to be getting a demo on at some point. It won't be ready for September

[1:25:53] Voice 2: but we're hoping we'll be able to roll that out, if it works well, into the next term.

[1:25:58] Voice 2: It would require everybody to use a laptop or some electronic device to vote. So those

[1:26:05] Voice 2: trustees that don't bring laptops may not like that. We'll have to think about how that's

[1:26:11] Voice 2: going to work.

[1:26:14] Voice 2: So we've been talking about electronic meetings and Vice Chair Peterson raised the point that

[1:26:21] Voice 2: our in-person meetings also have an electronic portion and the problems with that is just the

[1:26:27] Voice 2: same so we'd have to think about how we're going to handle the hybrid meetings as well as the fully

[1:26:33] Voice 2: electronic meetings thanks all

[1:26:39] Trustee Patrick: right vice chair peterson yeah

[1:26:43] Voice 8: just a quick follow-up i think the

[1:26:47] Voice 8: while i get the you know the notion about you know requesting people to turn their camera on

[1:26:53] Voice 8: We know that there are going to be people with bandwidth problems, and that's why, to me, it seems much more straightforward to just go to the roll call because we know there's those bandwidth issues.

[1:27:08] Voice 8: So I get not wanting to slow the process down, but I think the integrity of the process is more important than how long it takes to do the roll call.

[1:27:21] Voice 8: I strongly believe that.

[1:27:23] Voice 8: The integrity is really important.

[1:27:25] Voice 8: We must protect it to the best of our ability.

[1:27:28] Voice 8: Thank you.

[1:27:31] Trustee Patrick: All right.

[1:27:33] Trustee Patrick: CAO Broney.

[1:27:34] Voice 5: Yeah, thank you to the chair.

[1:27:35] Voice 5: I think just to just to Vice Chair Peterson's point that is protecting the integrity of the

[1:27:41] Voice 5: of the process is I think is what we're all motivated by here for sure I think

[1:27:45] Voice 5: just to clarify the the notion of the option of turning on your camera the other part of that was

[1:27:51] Voice 5: if a trustee is in the me is present in the meeting virtually but doesn't turn on their

[1:27:55] Voice 5: camera then the chair would ask them to confirm verbally that they are present so that we would

[1:28:00] Voice 5: at least know that right that's a way to sort of address the bandwidth that you they could say yes

[1:28:04] Voice 5: I'm here just can't don't have the bandwidth but we I think we can we can take either approach

[1:28:09] Voice 5: with the next meeting whichever and you know I don't think there's a there's any

[1:28:16] Voice 5: procedural barrier to to try neither approach so whichever approach the chair and executive

[1:28:22] Voice 5: committee want to want to apply in the next meeting we can we can try that and and see how

[1:28:27] Voice 5: it goes and see if it gets us a better result so I think either one is is a viable option

[1:28:32] Voice 5: And the roll call thing, I think, you know, Director Barr is right, it will consume more time. But I also think what we've seen is sometimes the need to clarify who voted and we end up in this last meeting going to a roll call anyway. So maybe it nets out as not really ending up costing us much more time either. So I think especially if we establish a consistent procedure one way or the other that people get used to, we'll become more efficient at it over time.

[1:29:00] Trustee Patrick: I do recall the conversation in the room. There was the most controversial vote where there were, I think, two abstentions and they were people who had their cameras on. The people that had their cameras off had voted. So the integrity of that vote was extremely high.

[1:29:17] Trustee Patrick: You know, staff had that conversation after it was over. So trustees didn't get to see that. You know, they just assumed it was close. But it actually, that one particular vote was well understood.

[1:29:33] Trustee Patrick: So, yes, it is a challenge, and I think we'll make a decision between how, as we prepare the script and work closely with staff on preparing that script, on how we want to run the meeting, and we'll discuss it at the executive committee as we get closer on the prep day for that meeting, how we intend to do it, and go from there.

[1:29:57] Trustee Patrick: So, if there's no further...

[1:30:00] Trustee Patrick: discussion. I think we have a rough plan as to moving forward. And I think it is worth getting

[1:30:06] Trustee Patrick: it right because I think in the future, I hope they do have more virtual meetings because they

[1:30:13] Trustee Patrick: are cost effective. Okay. How's everybody doing from a break perspective? Keep going or do you

[1:30:21] Trustee Patrick: want a short break?

[1:30:22] Voice 8: I'd love a short break.

[1:30:24] Trustee Patrick: What's a short break? 10 minutes or 15?

[1:30:26] Trustee Patrick: 10's plenty

[1:30:29] Voice 8: okay then

[1:30:30] Trustee Patrick: everyone let's take a

[1:30:33] Trustee Patrick: 10 minute break we'll come back at

[1:30:35] Trustee Patrick: 5 to the hour

[1:30:37] Voice 4: alright is everybody back

[1:39:48] Voice 4: I'll check

[1:39:49] Trustee Patrick: trusty Elliot

[1:39:49] Trustee Patrick: are you there thank you

[1:39:55] Trustee Patrick: um

[1:39:55] Trustee Patrick: so Romy are you there

[1:39:58] Trustee Patrick: just give staff a couple

[1:40:12] Trustee Patrick: more seconds

[1:40:16] Trustee Patrick: we're back there's

[1:40:17] Trustee Patrick: all the back

[1:40:18] Trustee Patrick: all right

[1:40:19] Trustee Patrick: all right vice chairs

[1:40:23] Trustee Patrick: So we are moving on then. We are at item 8.2, the executive portion. We have item 8.2.1, the June Islands Trust Council follow-up action list on page 50. I don't know. I'll let CEO Brony if there's any questions, what information you'd like.

[1:40:45] Voice 5: Thank you, Chair. I'll just provide one little update. Page 61, so this is the

[1:40:52] Voice 5: actions coming out of June Trust Council number eight, which was asking staff to engage

[1:40:56] Voice 5: the province about the Infrastructure Projects Act. So just this week, I've actually had an

[1:41:02] Voice 5: initial engagement with staff from the Ministry of Infrastructure. And so I would say that one's

[1:41:07] Voice 5: more in the 50% realm at this stage, a bit more correspondence to go with them on that,

[1:41:12] Voice 5: but i should be able to provide i think an update back to the ec on the on that initial engagement

[1:41:18] Voice 5: and the answer to that question and then at that time ec could identify if there's anything further

[1:41:22] Voice 5: information you wanted us to seek and bring back to trust council in september but we have had

[1:41:26] Voice 5: an initial correspondence with staff there so should be able to bring something back in

[1:41:31] Voice 5: in short order thank

[1:41:35] Trustee Patrick: you any questions for staff on the trust council follow-up action list not

[1:41:46] Trustee Patrick: seeing any so then can we move on to item 8.1.2 which is the islands trust council

[1:41:54] Trustee Patrick: oops i'll read it right the 8.2.2 sorry uh june islands trust council highlights

[1:42:04] Trustee Patrick: we'd like to just say brony yeah thank you to the chair

[1:42:09] Voice 5: so this is our our usual report out

[1:42:11] Voice 5: on the major components major decisions and highlights of trust council and we're looking

[1:42:18] Voice 5: for your approval and or edits to go ahead and advance distribution and

[1:42:23] Voice 5: publication of that. All

[1:42:29] Trustee Patrick: right, Vice Chair Liette.

[1:42:32] Trustee Elliott: Would we not typically well

[1:42:34] Trustee Elliott: maybe we don't actually do this this is a you know it's highlights but do we not

[1:42:40] Trustee Elliott: also have decisions when council directs for instance you know we have the

[1:42:46] Trustee Elliott: presentation on coastal marine strategy and directed the chair to write or call

[1:42:52] Trustee Elliott: call for legislation to to be drafted um i don't want to make it too long but that's just a

[1:43:01] Trustee Elliott: consideration and my second point was the i think the first nation's referral work plan should that

[1:43:09] Trustee Elliott: note about that should just be added to the item above it because it's sort of part of the

[1:43:16] Trustee Elliott: indigenous relations action plan so we could just say you know approve this plan and as part of it

[1:43:24] Trustee Elliott: endorsed the First Nations Referral Work Plan, which had, you know,

[1:43:28] Trustee Elliott: counselled given direction back in 2023.

[1:43:33] Trustee Elliott: And is there anywhere that that is online?

[1:43:37] Trustee Elliott: Is it in the Indigenous Relations Action Plan or that's just sort of sitting

[1:43:41] Trustee Elliott: in the council agenda for the public?

[1:43:44] Voice 5: I believe, yeah, I think at this point it's just within the council agenda,

[1:43:49] Voice 5: but we can look at whether or not we post it alongside the action plan.

[1:43:52] Voice 5: and yeah we could we could certainly merge those two items and add a add a line about the decision

[1:43:57] Voice 5: direction around the coastal marine strategy that was thank

[1:44:03] Trustee Patrick: you uh vice chair peterson yeah mine was

[1:44:06] Voice 8: just about the direction around the coastal marine strategy as well

[1:44:10] Trustee Patrick: okay my only comment is

[1:44:16] Trustee Patrick: when i first read the approved its first ever island stress indigenous relations action plan

[1:44:22] Trustee Patrick: um we did have a reconciliation action plan that we had approved prior back in

[1:44:31] Trustee Patrick: last term um that had a lot of first nations relations components to it so it just sort of

[1:44:39] Trustee Patrick: came across as like we're just get we're just getting into this now when we actually have been

[1:44:44] Trustee Patrick: longer so i don't know how other vice chairs feel the same way i

[1:44:51] Trustee Elliott: agree

[1:44:52] Voice 5: we could change that just

[1:44:54] Voice 5: instead of first ever say an updated or a new indigenous relations action plan i think that

[1:45:02] Trustee Patrick: would be that was the only ones that really stuck out to me so are there any other changes to that

[1:45:09] Trustee Patrick: i guess through through general consent can we approve as amended the islands trust council

[1:45:18] Trustee Patrick: highlights all right so thank you so then i'm going to move on our next item of business is

[1:45:28] Trustee Patrick: is 9.1.1, the July 22 Committee of the Whole Meeting discussion, and I guess it's good

[1:45:37] Trustee Patrick: because the next item right under it, 9.2.1, is sort of would be that business to discuss,

[1:45:42] Trustee Patrick: but over to you, C.A. O'Brien.

[1:45:44] Voice 5: Yeah, thank you, Chair. I'll just note that

[1:45:46] Voice 5: we didn't have time to prepare a draft agenda for the July 22 meeting, but the only item on

[1:45:54] Voice 5: the agenda outside the normal uh business items would be um what is there is 9.2.1 and bringing

[1:46:01] Voice 5: that back at the request of council at the last committee of the whole meeting and that reformatted

[1:46:06] Voice 5: so that would be that would be the agenda for that meeting yeah

[1:46:14] Trustee Patrick: and so my understanding from

[1:46:15] Trustee Patrick: i guess we're kind of melding the two together which is 9.2.1 is that staff are open to feedback

[1:46:22] Trustee Patrick: feedback on the staff comment options recommendation portion of that table is you know i guess did is

[1:46:29] Trustee Patrick: this what trust council would like to see or not is that correct chair

[1:46:38] Voice 11: i can take that question

[1:46:39] Voice 11: yes it's being provided it was provided initially to committee of the whole to say is this a useful

[1:46:44] Voice 11: product you know is this the type of advice that would be useful you know to trust council you

[1:46:49] Voice 11: know is there feedback and we got the feedback that it would be helpful to have the advice

[1:46:53] Voice 11: or the presentation reordered, which we have done.

[1:46:57] Voice 11: So, of course, you're still waiting on feedback from Indigenous government bodies.

[1:47:01] Voice 11: We haven't turned our mind yet to collating that feedback, just in terms of capacity.

[1:47:06] Voice 11: But here it is.

[1:47:07] Voice 11: And, yeah, it's for you to decide if you'd like Committee of the Whole to discuss this at this time.

[1:47:13] Trustee Patrick: All right.

[1:47:14] Trustee Patrick: Vice Chair Peterson.

[1:47:18] Voice 8: Yeah, thank you, Chair.

[1:47:21] Voice 8: Because we still have outstanding outreach going on with Indigenous

[1:47:28] Voice 8: governing bodies, I'm kind of concerned that if we advance a committee

[1:47:37] Voice 8: of the whole, we're going to be ending up sort of either being duplicative

[1:47:45] Voice 8: or having to go back and reassess

[1:47:50] Voice 8: when we have had those conversations.

[1:47:54] Voice 8: And then the other piece is I am a little concerned

[1:47:59] Voice 8: that putting effort into advancing this committee,

[1:48:03] Voice 8: the whole meeting for July,

[1:48:07] Voice 8: may prove to have challenges with attendance,

[1:48:12] Voice 8: with achieving quorum.

[1:48:15] Voice 8: and so for those reasons i'm more in favor of not advancing the this committee the whole meeting okay

[1:48:29] Trustee Patrick: any other perspectives that would like to be shared uh vice chairman um

[1:48:33] Trustee Maude: no new perspectives

[1:48:34] Trustee Maude: um i would agree with with vice chair peterson thank you uh

[1:48:42] Trustee Patrick: vice chair elliott well

[1:48:45] Trustee Elliott: i don't agree

[1:48:48] Trustee Elliott: I agree. I think there's still important work to be done, and I find this table really useful as a way of collating all the information. I do agree it's going to be difficult to get quorum. Folks are busy, but work doesn't stop. We still have things to do.

[1:49:08] Trustee Elliott: And I think this council has an obligation to advance a policy statement materials as much as we can.

[1:49:18] Trustee Elliott: So I'm in support of scheduling it.

[1:49:23] Trustee Elliott: And if we can't get quorum, then that's how trustees feel about it.

[1:49:27] Trustee Elliott: But I, you know, we gave the direction to bring this material forward.

[1:49:34] Trustee Elliott: forward. And I think that's, yeah, we have a responsibility to do what we can, I think this

[1:49:41] Trustee Elliott: term. So thank you for the work. I think it's very useful. Yeah,

[1:49:49] Trustee Patrick: thank you. Yeah, I do share

[1:49:53] Trustee Patrick: concerns with the quorum. I know last summer, we had some challenges with getting some of the

[1:49:59] Trustee Patrick: meetings done. So that would be disappointing to get everything set up and not be there. But then

[1:50:08] Trustee Patrick: The one area that I think there is some value, and I'll take an example.

[1:50:15] Trustee Patrick: I'm sorry, I don't have, of course, I'm trying to quickly look through it.

[1:50:19] Trustee Patrick: I didn't highlight it, so I can't find it.

[1:50:23] Trustee Patrick: I know like municipal affairs or housing and municipal affairs ministry staff made a comment

[1:50:31] Trustee Patrick: about working collaboratively to achieve policy in a couple of places.

[1:50:38] Trustee Patrick: And as well, I know North Salt Spring Water Works as an improvement district also identified that.

[1:50:44] Trustee Patrick: But the staff response is that they're not recommending that policy be requiring collaboration.

[1:50:56] Trustee Patrick: I think that's a good conversation to have for this trust council.

[1:50:59] Trustee Patrick: Is that something we agree with or not?

[1:51:02] Trustee Patrick: You know, do we think the policy could set or require a local trust committee collaborate on achieving certain policies or planning policies or putting things forward?

[1:51:14] Trustee Patrick: So I think that's just an example of, you know, is that this Trust Council's advice or thoughts on going forward, or does it want to just let all this go and let the next Trust Council have their opinions on where, you know, what changes may need to occur or would be recommended in the future versions of the Trust Policy Statement?

[1:51:42] Trustee Patrick: Vice Chair Peterson.

[1:51:43] Trustee Patrick: Yeah,

[1:51:47] Voice 8: a question for the director, and this is back to the point that we don't have all the information that we're looking for from First Nations.

[1:51:59] Voice 8: nations um i guess my concern is going into a meeting and having let's assume we have quorum

[1:52:09] Voice 8: for a moment uh and having uh you know a deep dive into in into the materials and the potential for

[1:52:19] Voice 8: amendments uh coming out ahead of the completion of that um those those engagements with first

[1:52:29] Voice 8: nations and i guess uh just from the director's perspective is there is there some potential risk

[1:52:37] Voice 8: around um a committee the whole uh resolving some changes that obviously would still have to be

[1:52:45] Voice 8: actioned through trust council um but to to sort of directing staff to do some work that then may

[1:52:55] Voice 8: may not be supported by the outcome of those engagements with First Nations.

[1:53:00] Voice 8: I'm particularly concerned about duplication of work

[1:53:04] Voice 8: or doing and then undoing work.

[1:53:08] Trustee Patrick: Before staff answers, I think there's also the added,

[1:53:13] Trustee Patrick: this is one of the challenges of an iterative approach,

[1:53:16] Trustee Patrick: is we have agency referrals and we don't know what a trust council,

[1:53:23] Trustee Patrick: I won't say which one, will do, yet we're in conversations with First Nations that there could be changes as a result of the agency responses.

[1:53:34] Trustee Patrick: How, I guess, how are staff today identifying that there are these other agencies' comments and this unknown factor of what changes could be done as communications carry on with First Nations?

[1:53:51] Voice 11: I'm certainly happy to take that. So yes, these were provided as examples of this is how we plan

[1:53:56] Voice 11: to provide the information to you, not this is the full set of information. So this was intended

[1:54:01] Voice 11: to provide to demonstrate the progress we're making on the project, but not as the complete

[1:54:06] Voice 11: result of the engagement processes that have been undertaken, because we are still missing

[1:54:10] Voice 11: some of the information that you need for Trust Council to make a good and reasoned decision about

[1:54:15] Voice 11: about amendments to any policies,

[1:54:17] Voice 11: because there's still more information to come.

[1:54:20] Voice 11: So this was provided to sort of get feedback

[1:54:22] Voice 11: on the approach, on the type of content,

[1:54:24] Voice 11: on the sort of method of providing the advice,

[1:54:27] Voice 11: but wasn't intended to be sort of a comprehensive

[1:54:29] Voice 11: final advice to support any decision-making.

[1:54:33] Voice 11: So staff have continuously continued to recommend

[1:54:36] Voice 11: that Committee of the Whole or Trust Council

[1:54:37] Voice 11: not move towards amendments this fall

[1:54:39] Voice 11: and wait until you have a complete set

[1:54:41] Voice 11: of engagement results to then have really fully informed.

[1:54:45] Voice 11: policy recommendations.

[1:54:48] Trustee Patrick: Yeah, no, I wasn't suggesting that they, that, you know, there

[1:54:51] Trustee Patrick: would be recommend policy changes made, but to have some on some of the approaches that are

[1:54:57] Trustee Patrick: recommended by staff that, you know, feedback from trust counsel would be useful. Are we aligning or

[1:55:03] Trustee Patrick: are we not is, is sort of a key question. Vice Chair Elliott.

[1:55:12] Trustee Elliott: Yeah. I'm struggling a little bit

[1:55:18] Trustee Elliott: with equating or the argument that we should pause anything because this is not a council

[1:55:27] Trustee Elliott: that will ultimately approve a draft. And we need to wait until we hear from all Indigenous

[1:55:33] Trustee Elliott: governing bodies. Because the work that I think can be done right now is what potential changes

[1:55:45] Trustee Elliott: would be necessary given the input from the Ministry of Municipal Affairs and Housing

[1:55:51] Trustee Elliott: specifically, which is the approving body for the policy statement.

[1:55:58] Trustee Elliott: So we have that referral response.

[1:56:00] Trustee Elliott: That is one piece that could then shape how policies are redrafted and then next term

[1:56:11] Trustee Elliott: as they go out well and next term and then go out again refer for comment and advance this is a

[1:56:17] Trustee Elliott: continuing conversation this is not a stop get all the information and then redo it that's that's

[1:56:26] Trustee Elliott: I think that's what you're saying chair Patrick it's iterative and the piece in front of us right

[1:56:31] Trustee Elliott: now that I think is valuable and we should focus on because it is specific for the ministry that

[1:56:37] Trustee Elliott: will approve the policy statement is to understand how the ministry's uh advice

[1:56:46] Trustee Elliott: could change the policies and then we have that information so that as we continue conversations

[1:56:52] Trustee Elliott: with other agencies indigenous governing bodies that we are bringing staff are bringing that

[1:56:58] Trustee Elliott: forward and council has a good understanding of it to me that is the utility of them it is

[1:57:07] Trustee Elliott: not to say this is this is the direction we're going to go it is to understand what the ministry

[1:57:14] Trustee Elliott: responsible for the islands trust has said and how does that potentially change the future direction

[1:57:21] Trustee Elliott: that is the only piece of work that i think we should be doing for the rest of the term

[1:57:25] Trustee Elliott: on this project

[1:57:30] Trustee Patrick: thank you uh director freighter oh

[1:57:33] Voice 11: i had my hand up speaking more to the um

[1:57:36] Voice 11: notion around the iterative provision of information and just seeking feedback on

[1:57:40] Voice 11: You know, we are providing bits and pieces as a time as we're producing them. And I wasn't sure if your comment was whether you were looking for feedback on that approach to the project management as a whole, or whether it was to iterative discussions about the content. So I put my hand down because I think you are discussing iterative approaches to the content. Yeah.

[1:57:58] Voice 11: Yeah, I think

[1:58:00] Trustee Patrick: it's, you know, this is the conundrum, if I guess is the word, is as materials coming out, if you're not, if a trust council isn't providing kind of a how is this landing, but yet you're having conversations with First Nations, if there's already disagreement, then we may be moving into, you know, it just shows the complexity of the situation.

[1:58:26] Trustee Patrick: So I think in an iterative way, then it's sort of those check-ins with trust counsel to say, are we aligning?

[1:58:33] Trustee Patrick: Is the recommendations from staff, this far right column, comfortable with you?

[1:58:41] Trustee Patrick: And if they're not, this would be the time to flag it and to have a conversation at trust counsel to say where we think there's differences or not,

[1:58:50] Trustee Patrick: so that you have more confidence as you're meeting with other agencies and First Nations

[1:58:57] Trustee Patrick: that this is a potential likely outcome.

[1:59:03] Trustee Patrick: It's challenging when we're at the end of a term and we don't know what the next term is,

[1:59:06] Trustee Patrick: but still, a group of 26 people generally, the feedback, I think,

[1:59:11] Trustee Patrick: because especially a committee as a whole, we're not making final decisions.

[1:59:15] Trustee Patrick: We're just having a conversation.

[1:59:22] Trustee Patrick: So I guess we're back to, I guess the question would be to staff.

[1:59:25] Trustee Patrick: Tough. Here's a tough one for you, Director Freider. If we were to have the Committee of the Whole, and if we have quorum, or not, I guess, in this case, a decent group to have a conversation with, would the feedback be of benefit to you now?

[1:59:41] Trustee Patrick: out?

[1:59:43] Voice 11: Certainly, yes, the feedback is useful in terms of, you know, the way in which we're

[1:59:48] Voice 11: providing the recommendations. Are there sufficient alternatives provided in knowing that it's likely

[1:59:53] Voice 11: not this, you know, it's not this trust council that's going to be amending the document likely.

[1:59:57] Voice 11: So, I mean, for us, what we're really...

[2:00:00] Voice 11: was provided in the spirit of is this useful content is the presentation good is there you

[2:00:05] Voice 11: know is this style in which we've made the recommendations sufficiently understandable

[2:00:09] Voice 11: you know is there a desire for more alternatives to how we presented it that sort of guidance would

[2:00:14] Voice 11: be really useful on particular policy direction it may be that there's other ideas those are always

[2:00:18] Voice 11: welcome you know and anyone could call me at any time and say oh I read this and have you had this

[2:00:23] Voice 11: thought that you know at any point an individual trustee can reach out with that as well but

[2:00:28] Voice 11: But certainly more dialogue is welcome.

[2:00:30] Voice 11: But again, I offer the caution that I would recommend against advancing towards amending

[2:00:35] Voice 11: or any particular course of direction until you have full information.

[2:00:40] Trustee Patrick: Yeah, I think we've all got agreement there.

[2:00:42] Trustee Patrick: So that's not the risk.

[2:00:44] Trustee Patrick: And I think if the meeting were to proceed, I think that clarity just needs to be made

[2:00:48] Trustee Patrick: in the agenda package.

[2:00:50] Trustee Patrick: This is not about advancing changes.

[2:00:52] Trustee Patrick: This is about responding to this document and not making it as useful as possible.

[2:00:59] Trustee Patrick: Vice Chair Peterson.

[2:01:02] Voice 8: Yeah, I think the challenge we run up against there is that recommending doesn't preclude exactly that advancing in a committee of the whole meeting.

[2:01:19] Voice 8: So I guess, I mean, taken as a whole, yeah, I don't, I appreciate the director's comments and that's helpful, but I think we're setting ourselves up, if we advance this committee, the whole meeting, I think we're setting ourselves up to, in a couple of different ways.

[2:01:46] Voice 8: we can't we can't stop trustees from making those recommendations if they choose

[2:01:51] Voice 8: and I'm also again just back to the quorum thing I'm not sure we're going to get there I don't

[2:01:57] Voice 8: know if it's worth asking staff to put the time in to prepare for something that may not happen

[2:02:06] Voice 8: or the outcomes might be such that create additional work so that's kind of where I'm at

[2:02:14] Trustee Patrick: Thank you.

[2:02:15] Trustee Patrick: Well, I would say, I mean, from a chairing perspective, the recommendations that would only be entertained at this meeting would be changes to this report, in particular, the right-hand column, that we're not looking for changes to the trust policy statement.

[2:02:29] Trustee Patrick: It's this document that would be on the agenda, and it's the only recommendations that we'd be seeking.

[2:02:36] Trustee Patrick: Vice Chair Elliott.

[2:02:37] Trustee Patrick: My

[2:02:40] Trustee Elliott: question is, this table of agency referral responses, how else would the public be able to be informed by this if it's, you know, it's currently on our executive committee agenda?

[2:02:56] Trustee Elliott: And I can tell you that people who are asking me questions about, well, constitutional law and cooperation principles are not reading or listening to this meeting.

[2:03:05] Trustee Elliott: They want answers. A table like this would be helpful to specifically say, well, here's what, you know, our parents.

[2:03:24] Trustee Elliott: You're just

[2:03:26] Trustee Patrick: breaking up there a little bit.

[2:03:27] Trustee Patrick: ministry there is a

[2:03:28] Trustee Elliott: very specific oh sorry um so if we don't if we don't have committee of the

[2:03:37] Trustee Elliott: whole and we don't discuss this um can this table be added to the materials that the public can

[2:03:43] Trustee Elliott: reference on the project web page or do we have to have it as a piece of information for a body

[2:03:52] Trustee Elliott: to discuss before it is made public because I'm saying right now this would be helpful to answer

[2:04:02] Trustee Elliott: some questions that I'm getting from constituents and I'm like I don't have answers for that but

[2:04:05] Trustee Elliott: here's what the Ministry of Municipal Affairs says so go ahead sure

[2:04:13] Voice 11: um so all of the agency

[2:04:16] Voice 11: responses with the exception of one that's just arrived are on the 2050 web page already

[2:04:20] Voice 11: so um trustees can certainly refer to that section in the project library um I wouldn't recommend

[2:04:26] Voice 11: You'll note at the top here, it says these are preliminary recommendations. This was sort of provided as an illustration of what could be done. I wouldn't suggest it's fulsome or complete or thoroughly reviewed at this stage. So I wouldn't recommend posting it on the web page as sort of a more final product.

[2:04:44] Voice 11: Certainly, if you wish, we could advise trust if you choose not to advance to the committee of the whole meeting we could advise trustees that this reorder table was provided to executive committee and they would have it there for reference, but really it is intended as a briefing

[2:04:56] Voice 11: to a political body. It's not intended to serve a educational or public communications product. So I would not recommend, you know, posting it at this time as a standalone product.

[2:05:07] Trustee Elliott: okay thanks all

[2:05:13] Trustee Patrick: right vice chairs are there any other questions or thoughts and

[2:05:21] Trustee Patrick: advancing to a July 22nd meeting at this point I predict there's a deadlock unless

[2:05:28] Trustee Patrick: either of the two that were against the meeting have changed their minds

[2:05:35] Voice 4: and

[2:05:37] Trustee Patrick: just so you know I did put in my weekly report a request for feedback

[2:05:41] Trustee Patrick: only one individual responded out of 26.

[2:05:46] Trustee Patrick: And that person was one in the voting group

[2:05:50] Trustee Patrick: of being against any work on the trust policy statement

[2:05:54] Trustee Patrick: and saw this as work as the trust policy statement.

[2:06:04] Trustee Patrick: So no feedback, no motions on the floor.

[2:06:11] Trustee Patrick: No, we would need a motion on the floor

[2:06:14] Trustee Patrick: to cancel the July 22nd meeting.

[2:06:17] Trustee Patrick: is that our body or do we need trust council to cancel that I guess I look to staff I believe

[2:06:26] Voice 5: chair it would need to be through a resolution without meeting which can be initiated um by a

[2:06:31] Voice 5: trustee but it wouldn't have to it doesn't have to have ec direction either way but

[2:06:37] Trustee Patrick: we could have

[2:06:39] Trustee Patrick: a recommendation could we not yes all right uh trustees how would you like to proceed vice chair

[2:06:48] Trustee Patrick: Peterson yeah

[2:06:51] Voice 8: thank you chair because uh that that that exact question that I had just got

[2:06:56] Voice 8: answered which is why I put my hand down um so I guess the motion would be that executive committee

[2:07:05] Voice 8: recommend to trust council that the July 22nd committee the whole meeting be cancelled

[2:07:21] Voice 13: Thank you, Chair. I just want to check with Director Marler. I had a templated motion that read more like that executive committee request staff to conduct a resolution without meaning to trust council to cancel.

[2:07:37] Voice 13: But either way, if Director Marler could just confirm which would be the most appropriate.

[2:07:45] Voice 2: Yeah, I think because it's a council meeting, you probably would want council to make the decision. So I would have a resolution, ask staff to prepare a resolution for that meeting to council the committee of the whole.

[2:08:04] Trustee Patrick: So, yeah, Alexander, if you could just read that one more time and see if Trustee Peterson is happy with that.

[2:08:14] Voice 8: Yeah, that looks good to me. I will read it as such if that's appropriate.

[2:08:20] Trustee Patrick: Go ahead, then.

[2:08:22] Voice 8: I move that Executive Committee request staff to conduct a resolution without meeting

[2:08:26] Voice 8: to Trust Council to cancel the July 22nd, 2026 Committee of the Whole meeting.

[2:08:33] Trustee Patrick: Is there a second? Seconded by Vice Chair Maud.

[2:08:38] Trustee Patrick: Alexandra, your hand. Oh, there you go. Any discussion? I know. Go ahead, Vice Chair Elliott.

[2:08:45] Trustee Patrick: what

[2:08:46] Trustee Elliott: happens if this fails we continue having the meeting right or not this sorry what if the rwm

[2:08:54] Trustee Elliott: fails yes

[2:08:57] Voice 5: the meeting would then proceed as scheduled yeah correct with with 921 as the

[2:09:01] Voice 5: agenda item for discussion yeah

[2:09:10] Trustee Patrick: um vice charlotte did you oh sorry yeah i'm um i can just say i'm

[2:09:20] Trustee Patrick: I'm frustrated. I think this trust council should do

[2:09:24] Trustee Patrick: a bit more work. Just saying

[2:09:28] Trustee Patrick: because my feeling of the votes that were of

[2:09:32] Trustee Patrick: controversy or concern in our last meeting was

[2:09:35] Trustee Patrick: more that it's because of DRIPA that everything has to hold up

[2:09:40] Trustee Patrick: or we have to wait for the province to figure out what it's doing with DRIPA.

[2:09:43] Trustee Patrick: I don't, that is not work that is, that is not an

[2:09:48] Trustee Patrick: an argument that's that is of concern for us and this project that we have underway and that for

[2:09:56] Trustee Patrick: me to be see this for two term end up this time of year with progress that we're not going to hand

[2:10:04] Trustee Patrick: over to a third term really makes the question of can we update this document or not um and i think

[2:10:13] Trustee Patrick: this Trust Council's opinions and thoughts on some of the feedback that's in this table

[2:10:19] Trustee Patrick: would be useful and to be on record and to, you know, respond. I think staff have done a good job

[2:10:28] Trustee Patrick: of laying out where they're headed in this. And I think this is a chance to check in and to leave,

[2:10:33] Trustee Patrick: how does this Trust Council feel about this work? And we're not changing or committing

[2:10:40] Trustee Patrick: the next Trust Council to anything.

[2:10:42] Trustee Patrick: So that's how I see it.

[2:10:43] Trustee Patrick: Vice Chair Peterson?

[2:10:46] Voice 8: Yeah, and I just want to be clear

[2:10:48] Voice 8: that I in no way want to set aside the work.

[2:10:54] Voice 8: I think I've made that clear in previous meetings,

[2:10:56] Voice 8: but I do think that a resolution

[2:11:00] Voice 8: without meeting on this topic

[2:11:02] Voice 8: would give us a pretty clear indication

[2:11:05] Voice 8: of whether we're likely to get a quorum or not.

[2:11:12] Voice 8: and that's really essentially the reason like i i mentioned other things but without a quorum um

[2:11:19] Voice 8: all the rest of them are moot so that's uh that's why i wanted to advance this thank you vice chair

[2:11:28] Trustee Elliott: elliott to me the issue is not just about quorum it is about the responsibility of this council

[2:11:35] Trustee Elliott: and how does it undertake this significant project?

[2:11:46] Trustee Elliott: There's so much spam coming in.

[2:11:51] Trustee Elliott: And I lost my train of thought.

[2:11:55] Trustee Elliott: It's not about quorum.

[2:11:57] Trustee Elliott: It is, it's about advancing the discussion

[2:12:01] Trustee Elliott: and the Committee of the Whole

[2:12:02] Trustee Elliott: is an appropriate place for that.

[2:12:03] Trustee Elliott: um i don't think we do a service to the like it's so frustrating we have members of council that are

[2:12:21] Trustee Elliott: just like we want to have meetings so that we can talk freely about these tricky issues

[2:12:26] Trustee Elliott: and now we're like let's not have a meeting so we cannot talk about the issues so i'm frustrated

[2:12:32] Trustee Elliott: it just like because it's there is work to be done this is going to be ongoing for a long time

[2:12:39] Trustee Elliott: And for this council to drop the ball and say, we're not even going to talk about this is, is I think problematic. And I think it sends a signal, um, that is, is, uh, is it's not a good one. So I just, I'm frustrated with the lack of will that I'm hearing.

[2:12:59] Trustee Elliott: Right.

[2:13:02] Trustee Patrick: Any other discussion? Uh, Vice Chair Peterson?

[2:13:07] Trustee Patrick: just

[2:13:09] Voice 8: a procedural question for staff um should this motion fail then uh then it fails for

[2:13:18] Voice 8: executive committee however i believe that i heard earlier that any trustee could propose an rwm

[2:13:26] Voice 8: uh to cancel is that correct yeah that is

[2:13:30] Voice 8: if even if this does fail is that correct

[2:13:34] Voice 2: Yeah, this is a resolution of the executive committee. So you couldn't introduce another one at the executive committee because I'd be essentially begging the question. You've dealt with the issue.

[2:13:45] Voice 8: No, no, I understand that. But I mean, trust counsel. If someone who's not in this committee, for example, or what have you.

[2:13:57] Voice 8: Yeah,

[2:13:57] Voice 2: I think the wording is any two trustees. So a couple of trustees get together and

[2:14:02] Voice 8: request that. Yeah, that's true.

[2:14:05] Voice 8: Okay, I just wanted some clarity on this. So this, however this vote goes, it doesn't bind trust counsel on cancellation or proceeding?

[2:14:15] Voice 2: No, this is the executive committee essentially deciding whether it wants to initiate that process.

[2:14:25] Voice 8: Okay, fair and clear. Thank you.

[2:14:30] Voice 5: Thank you, Chair. I think just to add one more wrinkle to the conversation, given the concerns

[2:14:35] Voice 5: around whether or not you have sufficient attendance on the 22nd. Another option, too,

[2:14:40] Voice 5: is that if that meeting didn't go ahead, there would always be the option at the September

[2:14:45] Voice 5: Trust Council of resolving it to Committee of the Whole to consider that we could bring this

[2:14:49] Voice 5: forward at that time as well. So I think we're likely to have a fairly full agenda at that

[2:14:55] Voice 5: meeting as well but that would be another option if the july meeting didn't proceed and you still

[2:15:00] Voice 5: wanted to be able to to bring forward this material for consideration by council all right

[2:15:07] Trustee Patrick: any further discussion i will call the vote then all those in favor uh sorry my account sorry up

[2:15:24] Voice 2: i see two hands when

[2:15:26] Trustee Patrick: you see two hands like i cannot see two uh

[2:15:28] Voice 2: david and sorry trustee

[2:15:31] Voice 2: your descendant trustee mod all

[2:15:33] Trustee Patrick: right lower your hands all those opposed so that uh that's a tie

[2:15:40] Trustee Patrick: so that fails all right so is there any further discussion than on this item uh director freighter

[2:15:56] Voice 11: and so i'm just looking for your your role here in reviewing this briefing is is it sufficiently

[2:16:01] Voice 11: clear as the cover briefing and the table and ready to travel so i'd just like to get confirmation of

[2:16:07] Voice 11: that and also invite if there's trustees that have feedback certainly i'd be i'd welcome that and we

[2:16:12] Voice 11: can make any tweaks if the amendments were done in a fairly rushed way so um any any little comments

[2:16:17] Voice 11: are welcome and we'll fix it up as as needed any

[2:16:22] Trustee Patrick: uh feedback uh to the director i i i think it's

[2:16:27] Trustee Patrick: generally good i mean for me i highlighted i mean i read through it was clear you said you know you

[2:16:32] Trustee Patrick: were asked, staff appreciate the Committee of the Whole's feedback on the approach taken. So I think

[2:16:39] Trustee Patrick: you've got it in the report. A presentation would make that clear. What are we looking for feedback

[2:16:45] Trustee Patrick: today for this table? What's on the table? What's not? That's all. All right. Any other feedback?

[2:16:56] Trustee Patrick: I think you've heard the director. If you have something nitpicky you'd like to talk about,

[2:17:01] Trustee Patrick: out, please reach out to her. So we'll keep moving forward then. We move forward quite a ways here.

[2:17:15] Trustee Patrick: Now we're going to item, I believe, 11.3, which is the Hornby Island Local Trust Committee request

[2:17:21] Trustee Patrick: to Executive Committee for endorsement of a major project, temporary use permit,

[2:17:26] Trustee Patrick: processing approach related to upcoming budget request for staffing support. Request for decision

[2:17:31] Trustee Patrick: Decision on page 107.

[2:17:34] Trustee Patrick: Who's going to give this report?

[2:17:37] Trustee Patrick: Is this Director Cermak?

[2:17:40] Trustee Patrick: It

[2:17:40] Voice 10: is I, Chair.

[2:17:41] Trustee Patrick: Yes, go ahead.

[2:17:43] Voice 10: Thank you, Chair.

[2:17:45] Voice 10: So you have before you a Hornby LTC request seeking EC support to continue advancing the proposed bylaws 176 and 177,

[2:17:56] Voice 10: which the purpose is to establish temporary use permits for short-term rentals.

[2:18:02] Voice 10: The reason you're getting this now, as opposed to post-public hearing for your approval, is because of the recognized impact it'll have on administrative and fiscal impacts.

[2:18:12] Voice 10: impacts. And so, a little bit more, as the EC is aware, as you approved earlier a bylaw,

[2:18:18] Voice 10: that when you receive bylaws post public hearing, you're not only considering the policy statement,

[2:18:27] Voice 10: but you may also request more information or refuse a bylaw that is unreasonable from

[2:18:38] Voice 10: an administrative or enforcement expense perspective or if it's enacted without legal

[2:18:43] Voice 10: authority so recognizing the impact of the resources here the horn b ltc is just doesn't

[2:18:50] Voice 10: want to give you any surprises it doesn't want to receive any surprises and wants to continue

[2:18:54] Voice 10: on its way the the capacity impact is as discussed earlier the bylaw can't put a cap on the number of

[2:19:04] Voice 10: TUPs but it is anticipating at least you know 80 to 90 well it says in the report 87 temporary use

[2:19:09] Voice 10: permits which far exceeds the northern office or actually all of Ireland's trust bonding services to

[2:19:15] Voice 10: take on that sudden new influx of applications. We figured we could get through 20 to 30 before we

[2:19:23] Voice 10: start seeking extra resources and so some of the hour breakdown and cost breakdown is included in

[2:19:29] Voice 10: there of course the intake of new applications you know having 85 new applications coming in

[2:19:37] Voice 10: means a substantive amount of resources coming in and so you know the assessment is that those

[2:19:45] Voice 10: could be they could offset one another but there's a lot of unknown questions about timing and

[2:19:50] Voice 10: idealized that the whole community does it and what have you but nonetheless the math is there

[2:19:55] Voice 10: that the if the resources coming in will offset the need the the cost of hiring a new staff person

[2:20:03] Voice 10: so as i said the sort of the sequence and timing is asked to you before public hearings so that

[2:20:08] Voice 10: the horn bltc feels comfortable proceeding as well as they want to go with option two which is to

[2:20:14] Voice 10: in the staff report which is to hire a temporary staff person and that would require them to

[2:20:20] Voice 10: to submit a business case and again having EC at least knowledge of it not necessarily support

[2:20:25] Voice 10: but knowledge of it helps them feel comfortable proceeding as it goes to trust counsel seeking

[2:20:31] Voice 10: their support yeah and so that really makes sure that there's a bit of there's a coordinated

[2:20:36] Voice 10: approach and it reduces any sort of future surprises or delays in bylaw adoption and it's

[2:20:43] Voice 10: again in the report you'll see that the the timing is is sequenced in such a way that the

[2:20:51] Voice 10: The approval process would see in about a year and a half to two years, everything implemented, assuming that we get staff on time.

[2:20:59] Voice 10: Next fall, we get processing the applications and then they're ready for the 2028 summer season.

[2:21:08] Voice 10: I think I'm going to leave it there. You know about temporary use permits.

[2:21:11] Voice 10: You have the specific numbers and you have the resolution before you just recommending or advising that you have no concerns at this stage.

[2:21:20] Voice 10: So I'll leave it at that very high level and happy to answer any questions to the best of my abilities.

[2:21:27] Trustee Patrick: Thank you. Before I open the floor, I've been giving this, I had a lot of conversations with CEO Brony and others on this issue.

[2:21:39] Trustee Patrick: Because Salt Spring management of short-term vacation rentals, it's an interesting thing.

[2:21:45] Trustee Patrick: this is an economic development activity and and there is a great deal of economic development in

[2:21:52] Trustee Patrick: this activity and i'm i understand and respect that the local industry groups have been very

[2:22:01] Trustee Patrick: active in working and providing a lot of information to the local trust committee

[2:22:06] Trustee Patrick: but it's not independent it is very much information that comes from the industry itself

[2:22:11] Trustee Patrick: self. I'm seeing here on Salt Spring, when we talk about regulating and the industry undervalues

[2:22:22] Trustee Patrick: what the annual income is, it's always very small. I only make this little bit amount of money.

[2:22:28] Trustee Patrick: But when it looks at when like the province is enforcing on the principal resident, suddenly

[2:22:34] Trustee Patrick: it's like, oh, I make over $80,000 a year on this item, not the little dollar value. So it's

[2:22:40] Trustee Patrick: when they're about to lose it suddenly the dollar values go way up um i'm concerned if hornby has

[2:22:48] Trustee Patrick: information they need and on salt spring um while independence was not 100 there because it was done

[2:22:54] Trustee Patrick: by the southern gulf island tourism partnership for the local community commission the type of

[2:22:59] Trustee Patrick: report that was done is something that i think the hornby island should consider getting is an

[2:23:06] Trustee Patrick: an impact assessment that's done independently. And it's either done, and I know Hornby has been

[2:23:13] Trustee Patrick: working with the Comox Valley Regional District. But I think this is a topic that requires

[2:23:20] Trustee Patrick: collaboration, that they need to work more in collaboration with Comox Valley, and to really

[2:23:26] Trustee Patrick: independently look at what the options are and the best ways going forward.

[2:23:32] Trustee Patrick: There's a lot of money being made on Hornby Island in short-term rentals, and that this issue should be revenue neutral for its management.

[2:23:45] Trustee Patrick: Should taxpayers be paying for the management of short-term rentals on Hornby Island or not?

[2:23:52] Trustee Patrick: But I think more information.

[2:23:53] Trustee Patrick: I'm not opposed to moving forward with a business case, but I would also like to look at recommending that they try to pursue and do a bit of a study that's either similar to the one that was done on Salt Spring and that perhaps external revenue or grant funds could be found to do that quickly so that it could inform or allow them to consider options before this budget request were to be finalized.

[2:24:23] Trustee Patrick: in march of 27th but i'm going to turn to the chair of hornby island there uh vice chair peterson

[2:24:30] Voice 8: yeah thank you chair and you you bring up some good points i just wanted to touch on um briefly

[2:24:35] Voice 8: uh i think everyone in in this committee knows that i've always been in favor of uh taxpayers

[2:24:43] Voice 8: not being uh not footing the bill for development so uh i appreciate your comments around the the

[2:24:50] Voice 8: the revenue-neutral aspect of it.

[2:24:53] Voice 8: In terms of the Comox Regional District,

[2:25:00] Voice 8: there have been requests for them to look at business licensing,

[2:25:08] Voice 8: which not only from the perspective of our processes,

[2:25:15] Voice 8: but there's strong support on the Hornby community for that.

[2:25:22] Voice 8: The APC made recommendations around that.

[2:25:26] Voice 8: What's really clear from our discussions with the regional district

[2:25:31] Voice 8: is that they need Hornby to have some approach in their bylaws

[2:25:40] Voice 8: for them to advance that notion.

[2:25:43] Voice 8: and currently hornby is is the wild west um and and i think everybody recognizes that's

[2:25:52] Voice 8: that's not working um so i'm just sort of you know in the in in in this sort of mid to longer term

[2:26:01] Voice 8: um this the way things are rolling out now in terms of this temporary use permit um

[2:26:09] Voice 8: um uh plan is not necessarily how it's going to roll if if if the regional district is satisfied

[2:26:17] Voice 8: with um uh with moving ahead on on business licensing um then how that interacts is going

[2:26:29] Voice 8: to change um i think the resourcing and a number of other things it's i mentioned earlier in the

[2:26:38] Voice 8: In the LTC report, the level of frustration on Hornby, I think, is high.

[2:26:51] Voice 8: The issue is really important.

[2:26:54] Voice 8: There's folks who are very concerned about the environmental impacts of the number of vacation rentals.

[2:27:03] Voice 8: There's other people, Chair Patrick, quite clearly, there's a lot of money at stake

[2:27:08] Voice 8: uh for the operators um and and the sort of tertiary uh um employees and stuff so it's

[2:27:19] Voice 8: it's big stuff on hornby um and uh really unfortunately the province did did us no favors

[2:27:28] Voice 8: uh removing the grandfathering uh clause uh which was the initial the initial plan was like oh we'll

[2:27:36] Voice 8: we'll just let attrition take care.

[2:27:40] Voice 8: And so the LTC has been groping essentially

[2:27:46] Voice 8: to find some mechanism

[2:27:49] Voice 8: to limit the short-term vacation rentals.

[2:27:53] Voice 8: And I think that's an important goal.

[2:28:00] Voice 8: So I guess I'll just leave it there.

[2:28:03] Voice 8: But I think that however this plays out, you know, it's not going to be the end of the story in any which way.

[2:28:13] Voice 8: There's going to be a lot.

[2:28:15] Voice 8: It's going to be an ongoing issue on the horror movie.

[2:28:21] Trustee Patrick: No, that's fine.

[2:28:22] Trustee Patrick: My recommendation is that we would deal with this report and then I can show my motions that I, because it's complimentary, not meant to replace.

[2:28:30] Trustee Patrick: That is what I'm looking at is a suggestion to carry on with trying to get better information in a report like they had on Salisbury.

[2:28:39] Trustee Patrick: All right. Any other comments on this? Otherwise, if the chair wants to proceed with the motions, go ahead.

[2:28:47] Trustee Patrick: I

[2:28:48] Voice 8: did have one comment, which was around the wording Director Cermak used, which was concerns, I believe, and the motion reads as comments.

[2:29:06] Voice 8: And I think that the use of the word concerns there would actually send a slightly different message to the Hornby Local Trust Committee and the members of the public there.

[2:29:19] Voice 8: And I kind of like that. So I just want to check in before I alter the motion by replacing comments with concerns there and see if from staff perspective, is that reasonable?

[2:29:37] Voice 8: does it affect the intent in any important way thank

[2:29:40] Voice 10: you to the chair so you're suggesting if

[2:29:43] Voice 10: i understand that replacing the word comments with concerns i think as long as it's clear to the ec

[2:29:51] Voice 10: and to the hornaby ltc that it's pretty tightly related the administrative capacity financial

[2:30:00] Voice 10: and regulatory requirements as per the resolution.

[2:30:02] Voice 10: So if you've satisfied your mind

[2:30:04] Voice 10: that that's the same intent,

[2:30:07] Voice 10: just kind of focused on the EC's comments and concerns,

[2:30:12] Voice 10: then I have no personal concerns.

[2:30:14] Voice 10: I think the intent is more or less the same

[2:30:16] Voice 10: as long as it remains focused

[2:30:18] Voice 10: to the sort of oversight that EC does provide.

[2:30:24] Voice 8: Yeah, and I think it's...

[2:30:26] Voice 10: Perhaps maybe Director Marr

[2:30:28] Voice 10: might have a little more discreet assessment.

[2:30:31] Voice 10: He is our legal mind, so to speak,

[2:30:35] Voice 10: on the legislative processes.

[2:30:36] Voice 10: Maybe I can ask his assessment.

[2:30:40] Voice 10: Sorry, Stephan, can you repeat what you're asking me?

[2:30:43] Voice 10: Thank you.

[2:30:44] Voice 10: Through the chair, what trustee or vice chair Peterson

[2:30:47] Voice 10: is asking is on the recommended resolution number one,

[2:30:51] Voice 10: or perhaps for both,

[2:30:53] Voice 10: is that changing the word from comments to concerns.

[2:30:57] Voice 10: In other words, instead of saying,

[2:31:00] Voice 10: The EC has no comments at this time.

[2:31:02] Voice 10: The EC has no concerns at this time.

[2:31:04] Voice 10: The replacement of the word comments with concerns,

[2:31:08] Voice 10: if it changes the intent.

[2:31:10] Voice 10: And Vice Chair Peterson prefers that word.

[2:31:12] Voice 10: And as I said, I don't have any concerns with that change.

[2:31:18] Voice 2: Yeah, and through the Chair,

[2:31:19] Voice 2: as long as the resolution is not fettering your future authority,

[2:31:24] Voice 2: so that's fine because it says at this time.

[2:31:27] Voice 2: So based on what you've read so far,

[2:31:29] Voice 2: I don't see any concerns with it.

[2:31:31] Voice 2: I think that's totally fine.

[2:31:35] Voice 8: Yeah, thank you for that, because I think, you know,

[2:31:40] Voice 8: at this time, this is a qualifier.

[2:31:43] Voice 8: We recognize that the approach at this point is still quite preliminary,

[2:31:52] Voice 8: and concerns may arise in the future.

[2:31:55] Voice 8: But I think that this sends a – the change of this word here

[2:32:00] Voice 8: since a slightly more supportive message to the local trust committee and and the hornby public

[2:32:09] Voice 8: so i will then um sorry i will move that the executive committee advise the hornby island

[2:32:16] Voice 8: local trust committee that it has considered administrative capacity financial resourcing

[2:32:22] Voice 8: and regulatory requirements and implementation processes associated with proposed bylaws 176 and

[2:32:29] Voice 8: and 177, and that it has no concerns at this time.

[2:32:35] Trustee Patrick: Is there a second?

[2:32:37] Trustee Patrick: Seconded by Vice-Chair Monn.

[2:32:38] Trustee Patrick: Any discussion?

[2:32:41] Trustee Patrick: Actually, I'll raise my, I won't call them concerns,

[2:32:44] Trustee Patrick: but as I mentioned before in some motions,

[2:32:46] Trustee Patrick: I look at that I think some additional

[2:32:49] Trustee Patrick: independent information would be very useful

[2:32:51] Trustee Patrick: to both the Hornby Local Trust Committee

[2:32:55] Trustee Patrick: and the regional district to have a bit stronger review

[2:32:59] Trustee Patrick: view of the regulatory options and management systems, I guess you could say, that are available

[2:33:06] Trustee Patrick: to them today. Any further discussion? I'll call it out then. All those in favor? And that carries.

[2:33:22] Voice 8: All right, then. I

[2:33:23] Voice 8: move that the Executive Committee advise Hornby Island Local Trust

[2:33:27] Voice 8: Committee that it has no concerns on submitting a business case based on the option two for budget

[2:33:34] Voice 8: consideration.

[2:33:35] Trustee Patrick: Is there a second? I'll call the vote then. All those in favor please raise your

[2:33:44] Trustee Patrick: hands and that carries. Alexander when you had a moment if you could put up the motions I sent

[2:33:53] Trustee Patrick: your resolutions I sent you and I can just introduce them and and I don't know if staff

[2:33:58] Trustee Patrick: had I know they were looking at them there could be further comments from staff and so what what

[2:34:10] Trustee Patrick: What I'm recommending is there is a, these, the reports they're done by,

[2:34:13] Trustee Patrick: there are many municipalities as well as, you know,

[2:34:16] Trustee Patrick: Salt Spring has done this as well. We, we were copying, I think,

[2:34:19] Trustee Patrick: Parksville was who, who motivated Salt Spring to request that this work be

[2:34:26] Trustee Patrick: done. But it's a benefit, benefits and impacts of short-term rentals.

[2:34:32] Trustee Patrick: And, and I think the key thing is that the third part of that first motion,

[2:34:38] Trustee Patrick: there's i know that's one motion that has lots of that's in it but that's because you have to

[2:34:42] Trustee Patrick: have one sentence um is the full range of regulatory management tools that are available

[2:34:49] Trustee Patrick: to both the comox valley regional district and hornby island um and and i think it would be

[2:34:59] Trustee Patrick: just of immense i know in the presentation were you at that meeting uh vice chair peterson that

[2:35:06] Trustee Patrick: When the report was provided to the LCC, it was incredibly impressive to hear from people that work in this evaluation and reporting part.

[2:35:22] Trustee Patrick: And I know that report will play a significant role going forward with Salt Spring as we look at evaluating how to update our regulations.

[2:35:33] Trustee Patrick: They had a full analysis of our regulations and where there were opportunities to make it stronger and so forth. And these were a low dollar report. I think it was like 15,000 max that was done.

[2:35:47] Trustee Patrick: done. And anyway, I thought it was a very useful thing. And it would just, I don't know if suggest

[2:35:55] Trustee Patrick: would be better. This isn't saying go do it. This would be saying they should consider doing

[2:35:59] Trustee Patrick: or requesting report of this nature. And I would sure hope that there would be financial

[2:36:05] Trustee Patrick: or other resources available out there. Ours was funded through the Southern Gulf Island Tourism

[2:36:10] Trustee Patrick: Partnership. It could still be funded by an agency such as that, as long as it was done in an

[2:36:16] Trustee Patrick: independent nature uh vice chair peterson yeah

[2:36:21] Voice 8: thank you chair i just want to say i really

[2:36:22] Voice 8: appreciate um the uh intentions here i and i think that there is one piece that i'd like you to

[2:36:30] Voice 8: consider inserting in the towards the end of the second uh that there um you list a fair capacity

[2:36:40] Voice 8: solid waste management an emergency response but i really think based on the discussions on hornby

[2:36:46] Voice 8: be um fresh water should be identified in that yep big

[2:36:51] Voice 8: question yeah i know the such as but i

[2:36:56] Voice 8: think identifying fresh water there would would be useful

[2:36:59] Trustee Patrick: that's uh we don't know that'd be great

[2:37:02] Trustee Patrick: thank you for for that i don't know are there other questions or thoughts i should have probably

[2:37:06] Trustee Patrick: shared with you what the report looks like um um that was here on salt spring but any other questions

[2:37:27] Trustee Patrick: so I guess I can go ahead and from staff I guess I should have looked at I know I was talking to

[2:37:34] Trustee Patrick: CEO Roney I know he was still reaching out director Cermak were there any concerns or

[2:37:38] Trustee Patrick: director Marler yeah

[2:37:42] Voice 2: um I guess the question is the intent of um Hoynbee referring this to you

[2:37:52] Voice 2: is to see if there's anything that they had to do to get approval of the executive so if there's

[2:37:57] Voice 2: something that you felt was missing and you passed a resolution saying that you feel generally okay

[2:38:01] Voice 2: with it. So I guess my question would be for you to think about what is the intent of this. So

[2:38:07] Voice 2: if they don't do this, is that going to mean that the executive is then going to say, well,

[2:38:12] Voice 2: you haven't dealt with an issue that we felt was important in respect to the policy statement or

[2:38:19] Voice 2: something like that. So I guess where it's coming from, because without that basis, it feels to me

[2:38:26] Voice 2: that this is beyond the jurisdiction of the executive committee, essentially telling a

[2:38:31] Voice 2: trust committee how to run its projects. So if you can tie it back to the policy statement

[2:38:38] Voice 2: or a resourcing issue or something like that, I think that would then

[2:38:43] Voice 2: provide Hornby with a little bit more understanding as to why they're being asked to do this.

[2:38:47] Voice 2: Thanks.

[2:38:48] Trustee Patrick: Yeah, it's definitely a resourcing issue is my motivation of really making sure that

[2:38:57] Trustee Patrick: issues have been flushed out and that they're working. I know they have been working

[2:39:02] Trustee Patrick: collaboratively with Comox Valley, but to keep hanging them on and keeping them involved in the

[2:39:07] Trustee Patrick: conversation, because there could be benefits. And so I was seeing this as a resource question,

[2:39:13] Trustee Patrick: If they were to do this study and if it could be done, if there was external funding available that it could be done soon, this isn't a long-term study, this is done very quickly, put together, that it might help them revise their business case throughout the process by March of next year.

[2:39:34] Trustee Patrick: They may have a better solution that's less money.

[2:39:39] Trustee Patrick: So that's the motivation I was coming from, not to hold up what they're doing, but maybe rattle to see if there's more interest in pursuing another approach or not that would be cost-saving.

[2:39:55] Trustee Patrick: So it could say this differently, recommend developing their budget business case to consider other options that may reduce the necessary resources.

[2:40:22] Trustee Patrick: Would that help?

[2:40:30] Voice 2: I'm not sure if you're asking me or just either.

[2:40:32] Voice 2: well

[2:40:33] Trustee Patrick: yeah i'm just yeah if that makes it clear it could so as part of developing its 2027 28 budget

[2:40:40] Trustee Patrick: business case um to evaluate or to evaluate other options or that could reduce yeah

[2:41:00] Voice 2: if i may try to

[2:41:01] Voice 2: reduce yes yeah

[2:41:03] Trustee Patrick: to reduce yeah

[2:41:04] Voice 2: financial or resource requirements or something like that

[2:41:07] Trustee Patrick: Yeah,

[2:41:07] Voice 2: I think that's fine, because that then pulls it back into your jurisdiction.

[2:41:12] Voice 2: Yeah.

[2:41:13] Voice 2: Okay.

[2:41:14] Voice 2: Director Cermak?

[2:41:17] Voice 10: I just, thank you, Chair.

[2:41:18] Voice 10: I just wanted to have a point of clarity that the business case will be for a staff position.

[2:41:23] Voice 10: It wasn't meant to be to expand the project.

[2:41:25] Voice 10: If I understand the project timeline correctly, they were intending to get past public hearing

[2:41:31] Voice 10: this term and get the third reading referred to in this term, therefore not really requiring

[2:41:36] Voice 10: requiring any business case to continue the project into next fiscal might have that slightly

[2:41:41] Voice 10: wrong, but I believe that was the intent. So the business case is only that they're proposing is

[2:41:46] Voice 10: only for the staff person in order to implement the action versus to do more work.

[2:41:53] Trustee Patrick: Yeah. I, you

[2:42:08] Trustee Patrick: know, I don't want to overstep our boundaries, but I just think this opportunity, I don't know,

[2:42:13] Trustee Patrick: you know, this is something that's been missed. And I think this is something other,

[2:42:17] Trustee Patrick: we've learned a lot on salt spring and I've seen the benefits of this type of

[2:42:23] Trustee Patrick: thing. So I don't know. I'm just looking to staff.

[2:42:32] Trustee Patrick: I don't want to cause issues. I mean,

[2:42:33] Trustee Patrick: we could make it a suggestion if that makes it easier.

[2:42:38] Trustee Patrick: I certainly don't want to hang up, you know, cause any grief on them.

[2:42:43] Trustee Patrick: If

[2:42:46] Voice 10: I may chair,

[2:42:47] Voice 10: I think simply making it the recommendation as you have is the Hornby LTC may

[2:42:52] Voice 10: may consider it and do with it as they wish okay you

[2:42:55] Voice 10: know i'm tying it back to your jurisdiction

[2:42:57] Voice 10: i do think the clarity though you've ec has passed the resolution having no concerns to proceed

[2:43:04] Voice 10: and this and i think the chair uh vice chair peterson when he's chairing horn bltc can

[2:43:09] Voice 10: communicate uh the intention of this versus the the approval that you just gave so okay i think

[2:43:16] Voice 10: vice chair peterson is able to fully communicate that at the meeting then certainly staff

[2:43:20] Voice 10: staff see this as a recommendation for Hornby to consider with as they wish.

[2:43:26] Yep.

[2:43:28] Trustee Patrick: All right, then I'll go ahead and make the first motion. I move that the executive committee

[2:43:34] Trustee Patrick: recommend to the Hornby Island Local Trust Committee as part of developing its 2027-28

[2:43:39] Trustee Patrick: budget and business case to evaluate other options that could reduce financial and resource

[2:43:44] Trustee Patrick: requirements that the LTC work collaboratively with Comax Valley Regional District to commission

[2:43:51] Trustee Patrick: an independent study examining the benefits and impacts of short-term rentals on Hornby,

[2:43:56] Trustee Patrick: and that the study provide an objective evidence-based assessment of the effects of

[2:44:01] Trustee Patrick: short-term rentals on, including but not limited to, housing availability and affordability,

[2:44:06] Trustee Patrick: the local economy, tourism, neighborhood character, infrastructure, community well-being,

[2:44:12] Trustee Patrick: and other issues specifically related to Hornby Island, such as ferry capacity, solid waste

[2:44:17] Trustee Patrick: management, fresh water, and emergency response, and that the study identify and evaluate the full

[2:44:22] Trustee Patrick: range of regulatory and management tools available to both the Comox Valley Regional District and the

[2:44:28] Trustee Patrick: Hornby Island Local Trust Committee, including business licenses, land use regulations,

[2:44:33] Trustee Patrick: enforcement mechanisms, and other policy options to support informed decision-making by both

[2:44:37] Trustee Patrick: authorities. Is there a second? Seconded by Vice Chair Peterson. Any discussion?

[2:44:46] Trustee Patrick: question uh my vice chair leah i

[2:44:52] Trustee Elliott: just wanted to thank you for doing um some deep thinking on this

[2:44:57] Trustee Elliott: it's uh it's a very particular naughty problem for hornby island but i think it could

[2:45:06] Trustee Elliott: signal the kind of work with regional districts that does need to take place

[2:45:13] Trustee Elliott: um yeah and i'll just leave it there but i think it's a good it's a good recommendation i'm i am

[2:45:22] Trustee Elliott: a little hesitant whether we're the right body to do that um but uh yeah no i support the motion

[2:45:31] Trustee Elliott: thank you well

[2:45:33] Trustee Patrick: thank you uh any further discussion i'll call the vote then all those in favor please

[2:45:39] Trustee Patrick: please raise your hands and that carries.

[2:45:44] Trustee Patrick: And then the second motion was about seeking funding.

[2:45:50] Trustee Patrick: And I guess I'd look to staff.

[2:45:51] Trustee Patrick: I don't want to, I guess it would be if this option

[2:45:56] Trustee Patrick: is perceived to see that I don't want to make sure

[2:46:00] Trustee Patrick: the motion here is worded.

[2:46:02] Trustee Patrick: Okay, was that director Cermak

[2:46:03] Trustee Patrick: where were you raising your hand?

[2:46:08] Voice 9: No chair.

[2:46:12] Trustee Patrick: So is the wording okay if they don't proceed

[2:46:16] Trustee Patrick: with wanting to do this,

[2:46:17] Trustee Patrick: then there's no need to go look for funding so is it is that

[2:46:20] Trustee Patrick: implied or sorry to to seek for it but

[2:46:31] Trustee Patrick: through

[2:46:32] Voice 10: the chair if i may i i i recommend tightening up the resolution to connect it

[2:46:38] Voice 10: to the one above because it does independently appear to be correct to do work

[2:46:43] Trustee Patrick: um uh go ahead

[2:46:49] Trustee Patrick: director marler yeah

[2:46:51] Voice 2: maybe just to follow on with what um director semak said there maybe you could

[2:46:56] Voice 2: just say that the executive committee requests staff uh no sorry um just thinking the best way

[2:47:04] Voice 2: to wear this maybe just say that should the home yeah local trust committee undertake um wish to

[2:47:20] Voice 2: undertake a study that the executive committee requests staff to explore this is something like

[2:47:27] Voice 2: that so it ties back a little bit yeah

[2:47:29] Trustee Patrick: no thank you yeah i think you just put that right and just

[2:47:38] Trustee Patrick: in in front uh that oh i don't think it's i don't think you need the executive it's just that should

[2:47:50] Trustee Patrick: the hornby island local trust committee undertake that study the executive committee request staff

[2:47:58] Trustee Patrick: there you go that'll work all right i'll try that one i move that the that uh that should

[2:48:10] Trustee Patrick: Should the Hornby Island Local Trust Committee undertake a study that the Executive Committee

[2:48:17] Trustee Patrick: request staff to explore opportunities for grant funding and other external financial

[2:48:22] Trustee Patrick: support that may be available to the Hornby Island Local Trust Committee and or the Comox

[2:48:27] Trustee Patrick: Valley Regional District to help expedite an independent study with the objective of

[2:48:33] Trustee Patrick: completing the work in time to inform the 2027-28 budget and any resources required to implement the

[2:48:40] Trustee Patrick: preferred management approach. Is there a second? Seconded by Vice Chair Elliott. Any discussion?

[2:48:53] Trustee Patrick: I'll call the vote. All those in favor, please raise your hands. And that carries. And I'll make

[2:49:00] Trustee Patrick: sure that study is, I forward that on to you, Vice Chairs, so you can see the Salt Spring report.

[2:49:09] Trustee Patrick: court. Okay. Then I'm going to keep on moving. We are at correspondence. We have four pieces

[2:49:16] Trustee Patrick: of correspondence. The first item is item 12.1 on page 128. It is from Jennifer Marguson,

[2:49:25] Trustee Patrick: letter of concern for the public input to Galliano. I know we discussed that one earlier,

[2:49:29] Trustee Patrick: but go ahead, Vice Chair Peterson.

[2:49:37] Voice 8: Oh, I apologize. I had forgotten to lower my hand.

[2:49:40] Trustee Patrick: Okay. I think we just received this one for information since we discussed it earlier.

[2:49:47] Trustee Patrick: The second one is item 12.2, page 135 from H. Miller, a letter of concern on Bowen Island

[2:49:55] Trustee Patrick: cidery rezoning and executive committee motion.

[2:50:04] Trustee Patrick: This was quite a lengthy piece of correspondence.

[2:50:10] Trustee Patrick: Vice Chair Elliott?

[2:50:13] Trustee Elliott: I guess a question to maybe Director Marler.

[2:50:16] Trustee Elliott: um what is the responsibility of us the current executive committee to sort of address a missed

[2:50:26] Trustee Elliott: um response from 2021 uh in as a resolution that was not completed um i'm not really sure what is

[2:50:40] Trustee Elliott: is being asked of us but well there's a lot of asks but that's the first thing is is that uh

[2:50:47] Trustee Elliott: I guess the um committee didn't respond to the letter well yeah well yeah

[2:50:59] Voice 2: yeah so this is uh

[2:51:04] Voice 2: if it's a a missed response by the executive committee from back in those days it's too late

[2:51:10] Voice 2: obviously to do with that issue I think all you can do is just make sure that we tighten up our

[2:51:16] Voice 2: processes so we don't miss things in the future that would be the only suggestion you could offer

[2:51:22] Voice 2: if it's to do with Boeing you just have to refer it to Boeing and let them deal with with the

[2:51:28] Voice 2: concern so I'm not really sure what what this is asking of you all

[2:51:37] Trustee Patrick: right vice chairs how do you

[2:51:39] Trustee Patrick: wish to proceed with that piece you can either just receive for information you could forward it

[2:51:45] Trustee Patrick: to Bowen no opinions yeah

[2:51:54] Trustee Elliott: I'm sure Bowen has already received it um the letter writer said

[2:51:58] Trustee Elliott: they made a presentation to council um I'm sure they have included all this information so I don't

[2:52:03] Trustee Elliott: think it's necessary and there's really if there's no action for us to take about the um the missed

[2:52:10] Trustee Elliott: response in 2021 that i don't i think we just received this for information all

[2:52:16] Trustee Patrick: right is there

[2:52:17] Trustee Patrick: there's no alternative we'll just receive this for information then okay the next item is in

[2:52:25] Trustee Patrick: the addendum item 12.3 this is from r laplante a request for consideration from a ceo's final

[2:52:34] Trustee Patrick: report ceo brownie thank

[2:52:37] Voice 5: you jaron yeah just just i think there's a bit of confusion around this one

[2:52:41] Voice 5: that staff will need to follow up with Mr. LaPlante

[2:52:43] Voice 5: because he references the CAO's final report

[2:52:45] Voice 5: when I've not provided a report on this matter.

[2:52:50] Voice 5: I think he has submitted a complaint

[2:52:53] Voice 5: that is being addressed

[2:52:53] Voice 5: under our administrative fairness process

[2:52:55] Voice 5: and Director Marler has committed

[2:52:58] Voice 5: to provide a response to that complaint,

[2:53:01] Voice 5: I believe, by the end of this week.

[2:53:02] Voice 5: But I think there was some correspondence

[2:53:04] Voice 5: from Manager of By-law Compliance and Enforcement

[2:53:08] Voice 5: regarding closing the file

[2:53:10] Voice 5: and that may have been interpreted

[2:53:11] Voice 5: it as a as a report from me and so i think what we can do is follow up with mr of the plant and

[2:53:17] Voice 5: clarify any confusion around that and then advise them that we'll take this most recent correspondence

[2:53:23] Voice 5: into consideration as part of the existing administrative fairness process and

[2:53:28] Voice 5: and director margaret per that process will will consider that as part of that review that may

[2:53:32] Voice 5: result in need a bit more time to provide him with a formal response but i think that's the

[2:53:37] Voice 5: the most appropriate path on

[2:53:39] Voice 5: this. Can I invite Director Morrow

[2:53:41] Voice 5: to add any additional comments as well?

[2:53:44] Voice 2: No, no additional. I can just

[2:53:46] Voice 2: follow up as the CAO suggested.

[2:53:48] Voice 2: If there's

[2:53:51] Trustee Patrick: no questions,

[2:53:53] Trustee Patrick: then we would just receive this

[2:53:56] Trustee Patrick: for information and the

[2:53:57] Trustee Patrick: response will come in due course.

[2:54:02] Trustee Patrick: Okay.

[2:54:03] Trustee Patrick: So that brings us to the fourth

[2:54:05] Trustee Patrick: piece of correspondence

[2:54:07] Trustee Patrick: from Marina

[2:54:09] Trustee Patrick: Meinhardt from

[2:54:11] Trustee Patrick: galliano and i think that was regarding the earlier piece which we had discussed

[2:54:16] Trustee Patrick: earlier so we'll receive that for information as well excellent all right trustees we're going to

[2:54:23] Trustee Patrick: move on then we are at item 13.1 review and amendment of the current work program

[2:54:29] Trustee Patrick: are there any on page 166 yes right any questions here or just all remain the same there's no work

[2:54:53] Trustee Patrick: We'll just receive the information and then that's it.

[2:55:03] Trustee Patrick: That brings us to the next meeting.

[2:55:05] Trustee Patrick: That's correct.

[2:55:06] Trustee Patrick: Vice Chair Elliott?

[2:55:09] Trustee Elliott: Oh, sorry.

[2:55:10] Trustee Elliott: I was wanting to speak to the Future Projects report.

[2:55:15] Trustee Elliott: Ah, yep.

[2:55:19] Trustee Elliott: Just, you know, as term wraps up,

[2:55:22] Trustee Elliott: I'm wondering if all the Islands Trust bodies and LTCs

[2:55:26] Trustee Elliott: want to take a look at their future projects reports in with a view of well it's really not

[2:55:38] Trustee Elliott: specific to I guess executive committee I guess it's maybe more for the LTCs

[2:55:42] Trustee Elliott: where there can be some housekeeping some conversation with the local trustees

[2:55:49] Trustee Elliott: and the planners about why certain items are there if there needs to be additional information

[2:55:57] Trustee Elliott: information if they need to be combined or sort of rescinded because it's no longer useful.

[2:56:06] Trustee Elliott: Because, you know, this is the only, in the absence of a strategic plan for local trust

[2:56:11] Trustee Elliott: committees, that's the only place where, you know, you put unfinished projects that need to

[2:56:18] Trustee Elliott: be looked at. So I guess executive committee can't do that because these are all directed

[2:56:26] Trustee Elliott: by trust counsel I would guess or work that or through the strategic plan but I just wanted to

[2:56:36] Trustee Elliott: bring that up and maybe we could think about a better way of maintaining a laundry list of

[2:56:45] Trustee Elliott: unfinished items from the term so it wasn't really

[2:56:50] Trustee Patrick: oh trustee Elliot have I given this thought

[2:56:52] Trustee Patrick: lot i

[2:56:53] Trustee Elliott: know you have yeah

[2:56:56] Trustee Patrick: um on salt spring we've been encouraging our regional planning manager for

[2:57:01] Trustee Patrick: quite a long time to be um innovative uh to break out of the mold and not follow the rest of the

[2:57:09] Trustee Patrick: herd and um uh and really look at how we could update this list to make it useful because it is

[2:57:16] Trustee Patrick: it's sort of a political point in time conversation on for the local trust me so i think this isn't

[2:57:21] Trustee Patrick: the place to talk about it. I have, we're going to be talking about it tomorrow on Salt Spring a

[2:57:28] Trustee Patrick: little bit. But I think there is a new way of having a far more beneficial tool, like a planning

[2:57:36] Trustee Patrick: issues registry that works better and captures all the items, not just the political moments

[2:57:47] Trustee Patrick: moments of time that we run through. So, more to come. I think I'm driving staff crazy.

[2:58:01] Trustee Patrick: All right. If you can wait and we can see if we can figure out a way to do that,

[2:58:08] Trustee Patrick: we'll deal with that issue through the local trust committees or the regional planning committee.

[2:58:13] Trustee Patrick: So, that brings us to the next meeting. Our next meeting is going to be, well,

[2:58:18] Trustee Patrick: well, our joint meeting with the Executive Committee in the Islands Trust Conservancy

[2:58:22] Trustee Patrick: is on the 28th of July, and the very next day on July 22nd, 9.15 in the morning,

[2:58:28] Trustee Patrick: will be our meeting.

[2:58:30] Trustee Patrick: So with that, I'll be entertaining a motion to go into closed.

[2:58:39] Trustee Patrick: Go ahead, Trustee Elliott.

[2:58:41] Trustee Patrick: Vice Chair Elliott.

[2:58:43] Trustee Elliott: I move that the meeting be closed to the public.

[2:58:44] Trustee Elliott: I'm subject to Sections 91I of the Community Charter in order to consider matters

[2:58:50] Trustee Elliott: matters related to the receipt of advice that is subject to solicitor client privilege,

[2:58:54] Trustee Elliott: including communications necessary for that purpose, and that staff attend the meeting.

[2:58:59] Trustee Patrick: Is there a second? Seconded by Vice-Chair Maub. Any discussion? I'll call the vote.

[2:59:06] Trustee Patrick: All those in favor, raise your hands. And that carries. Give staff a moment.

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