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Executive Committee Minutes of Regular Meeting

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Executive Committee Minutes of Regular Meeting ​Executive Committee Agenda Date: Wednesday, May 18, 2016 Time: 8:45 am Location: Islands Trust Victoria Boardroom 200-1627 Fort Street, Victoria, BC Pages 1. CALL TO ORDER 2. APPROVAL OF AGENDA 2.1 Introduction of New Items 2.2 Approval of Agenda 2.2.1 Agenda Context Notes 4 - 4 3. ADOPTION OF MINUTES 3.1 April 27, 2016 EC Meeting 5 - 10 4. FOLLOWUP ACTION LIST AND UPDATES 4.1 Follow Up Action List 11 - 14 4.2 Director/CAO Updates 4.2.1 Transition Plan Briefing 15 - 16 4.3 Local Trust Committee Chair Updates 5. BYLAWS FOR APPROVAL CONSIDERATION 5.1 Bowen Island Municipality Bylaw No. 399 17 - 30 THAT the Executive Committee advise Bowen Island Municipality that the Bylaw 399, cited as “Bowen Island Municipality Land Use Bylaw No.57, 2002, Amendment Bylaw No. 399, 2016” is not contrary or at variance to the Islands Trust Policy Statement. 5.2 Salt Spring Island Land Use Bylaw No. 484 31 - 50 THAT the Islands Trust Executive Committee approve Salt Spring Island Local Trust Committee Bylaw No. 484, cited as “Salt Spring Island Land Use Bylaw, 1999, Amendment No. 2, 2015,” under Section 24 of the Islands Trust Act. 5.3 Lasqueti Island Land Use Bylaw No. 90 51 - 74 THAT the Islands Trust Executive Committee approve the Lasqueti Island Local Trust Committee Bylaw No. 90, cited as "Lasqueti Island Land Use Bylaw 78, 2005, Amendment No. 2, 2014." 1 6. TRUST COUNCIL MEETING PREPARATION 6.1 Trust Area Services 6.1.1 Session Outline - Marine Shipping Safety 75 - 75 6.1.2 RFD: NAPTEP Application - Link Island 76 - 78 6.2 Local Planning Services 6.2.1 RFD: Grants and Donations Policy May 2016 79 - 101 6.3 Administrative Services 6.4 Executive/Trust Council 6.4.1 March 2016 Trust Council Draft Minutes for Review 102 - 117 6.4.2 Draft June 2016 Trust Council Schedule 118 - 121 6.4.3 RFD: Session Alternatives for June 2016 Trust Council 122 - 124 THAT Executive Committee schedule a ‘Visioning’ session for the June 2016 Trust Council meeting and request the CAO to contract a session facilitator. 6.4.4 Draft Amendments to “Islands Trust Council Meeting Procedures 125 - 134 Bylaw, 2004” re: Electronic Meetings 7. EXECUTIVE COMMITTEE PROJECTS 7.1 Trust Council Initiated 7.2 Executive Committee Initiated 8. NEW BUSINESS 8.1 Trust Area Services 8.1.1 LTC Chairs Report on Local Advocacy Topics 8.1.2 RFD: EC Sections of 2015-16 Annual Report 135 - 147 THAT the Executive Committee approves (as amended) the attached text for inclusion in the 2015-2016 Draft Annual Report for approval by the Trust Council and submission to the Minister of Community, Sport and Cultural Development, approves the amendments to the Table of Contents, and authorizes the Select Committee Chairs to approve their sections. 8.2 Local Planning Services 8.2.1 Salt Spring Island LTC Resolution re: Islands Trust Act 148 - 149 8.3 Administrative Services 8.3.1 RFD: Trustee Meeting Agenda Package Delivery 150 - 162 THAT the Executive Committee approves the recommended organizational change to how agenda packages are delivered to Trustees; "Option 3 - Website Download". 8.4 Executive/Trust Council 8.4.1 Legislative Services Update 163 - 164 2 9. CLOSED MEETING (if applicable) THAT the meeting be closed to the public subject to Sections 90(1)(c)(g) and (i) of the Community Charter in order to consider matters related to employee relations, litigation affecting the Islands Trust and receipt of advice that is subject to solicitor-client privilege and that staff attend the meeting. 10. RISE AND REPORT DECISIONS FROM CLOSED MEETING (if applicable) 11. CORRESPONDENCE (for information unless raised for action) 11.1 Gabriola Island Chamber of Commerce Position Paper on Anchorages 165 - 167 11.2 Stop the Nanaimo Port Expansion 168 - 169 11.3 Minister of Environment on Marine Shipping Risks 170 - 171 11.4 MP Goldsmith-Jones re Derelict Vessels 172 - 173 11.5 GAFA letter to Chair re June TC 174 - 174 11.6 FOSJ re Vessel Traffic Risk Assessment update 175 - 182 11.7 NPA Response to GAFA letter April 22 2016 183 - 191 11.8 PPA Update - proposed Gabriola anchorages 192 - 193 11.9 Minister Stone re BC Ferries Schedules 194 - 198 12. WORK PROGRAM 12.1 Review and amendment of current work program 199 - 206 13. NEXT MEETING: June 1, 2016 at 8:45 a.m. (Victoria office) 14. ADJOURNMENT 3 Executive Committee Agenda – Context Notes For meeting of May 18, 2016 Revised: May 12/16 Agenda From Context Notes No. 6.3 RH A visioning session is being proposed by staff for the June Trust Council meeting, both to address the need and requests for such a discussion at Trust Council and to replace the San Juan County dialogue session which is needing postponement. 6.4 CF Staff has already invited speakers from the agencies noted on the marine shipping session outline and advised that the proposed topics are only suggestions. The session is timed to facilitate travel by float plane from Vancouver. 8.2.1 SSI LTC Salt Spring Island Local Trust Committee discussed possibilities around encouraging people to use rainwater catchment systems through the use of incentives. Staff advised that this would require a legislative change similar to the one that implemented NAPTEP. The resolution from the Salt Spring Island Local Trust Committee is much broader but is intended to achieve similar objectives. SS-2016-72 It was MOVED and SECONDED, “that the Salt Spring Island Local Trust Committee request the Executive Committee to investigate the possibility of amendments to the Islands Trust Act to broaden the Islands Trust’s ability to serve its communities and to strengthen its mandate to preserve and protect.” This issue is not addressed by the Strategic Plan. Staff advises that if EC would like to consider this in future, it should request that, for now, this item be added to the legislative monitoring chart under legislative change requests. Trust Area Services has no capacity to provide more than that until the State of the Islands and Policy Statement project is complete. Salt Spring Trustees could raise this as part of Trust Council’s vision session at June TC, could raise it as a proposed amendment to the strategic plan and / or direct staff could consider ways to address it as part of the Salt Spring incorporation transition study. 11 LG/CF In accordance with the EC’s policy (2.4.vi), correspondence items are for information only, unless raised for action by a member of the EC. In some instances, correspondence to others is included, if it relates to the Executive Committee’s business. 12.1 RH The EC work program is amended before each meeting with suggested priorities proposed by staff. By resolution, the EC can provide direction regarding new items or the order of priorities. 4 Executive Committee Minutes of Regular Meeting Date: April 27, 2016 Location: Islands Trust Office, Salt Spring Island Members Present: Peter Luckham, Chair Laura Busheikin, Vice Chair Susan Morrison, Vice Chair George Grams, Vice Chair Staff Present: Russ Hotsenpiller, Chief Administrative Officer Cindy Shelest, Director, Administrative Services (by phone) Lisa Gordon, Director, Trust Area Services (by phone) Robert Kojima, Acting Director, Local Planning Services (by phone) Clare Frater, Policy Analyst, Trust Area Services (by phone) Mandy Giesbrecht, Executive Coordinator (Recorder) 1. CALL TO ORDER The meeting was called to order at 9:30 a.m. Chair Luckham acknowledged that the meeting was being held in traditional territory of the Coast Salish First Nations. 2. APPROVAL OF AGENDA 2.1 Introduction of New Items 2.2 Approval of Agenda By General Consent, the agenda was approved as presented. 2.2.1 Agenda Context Notes Provided for information. 3. ADOPTION OF MINUTES 3.1 April 5, 2016 Trust Fund Board / Executive Committee Liaison Meeting By General Consent, the Minutes of the April 5, 2016 Trust Fund Board/Executive Committee Liaison Meeting were adopted as presented. 3.2 April 6, 2016 Executive Committee Meeting By General Consent, the Minutes of the April 6, 2016 Executive Committee Meeting were adopted as presented. 4. FOLLOW UP ACTION LIST AND UPDATES 4.1 Follow Up Action List Staff provided updates on outstanding items in the Follow Up Action List. 4.2 Director/CAO Updates Directors provided updates on their follow up action list items and current activities. 5 Executive Committee Minutes of Meeting – Draft April 27, 2016 Page 1 4.3 Local Trust Committee Chair Updates Executive Committee members provided verbal updates on recent activities in their roles as local trust committee chairs. 5. BYLAWS FOR APPROVAL CONSIDERATION 5.1 Bowen Island Municipality Bylaw No. 403 Staff provided a briefing to the Executive Committee. EC-2016-054 It was MOVED and SECONDED, That the Executive Committee advise Bowen Island Municipality that the Bylaw 403, cited as "Bowen Island Municipality Official Community Plan Bylaw No. 282, 2010, Amendment Bylaw No. 403, 2016" is not contrary or at variance to the Islands Trust Policy Statement. CARRIED 5.2 Bowen Island Municipality Bylaw No. 404 EC-2016-055 It was MOVED and SECONDED, That the Executive Committee advise Bowen Island Municipality that the Bylaw 40, cited as "Bowen Island Municipality Land Use Bylaw No. 57, 2002, Amendment Bylaw No. 404, 2016" is not contrary or at variance to the Islands Trust Policy Statement. CARRIED 6. TRUST COUNCIL MEETING PREPARATION 6.1 Draft June 2016 Council Schedule Content The Executive Committee approved the schedule with the addition of Marine Shipping as an agenda item. 6.2 Draft Trust Council Continuous Learning Plan The Executive Committee requested Marine Shipping to be moved from September to June.
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