Executive Committee Agenda
Date: Wednesday, May 3, 2017 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 3 - 3 3. ADOPTION OF MINUTES 3.1 April 5, 2017 4 - 8
4. FOLLOW UP ACTION LIST AND UPDATES 4.1 Follow Up Action List 9 - 12 4.2 Director/CAO Updates 4.3 Local Trust Committee Chair Updates
5. BYLAWS FOR APPROVAL CONSIDERATION 5.1 BIM Referral Grafton Lakes Early Referral - Briefing 13 - 24
6. TRUST COUNCIL MEETING PREPARATION 6.1 Trust Area Services 6.2 Local Planning Services 6.3 Administrative Services 6.4 Executive 6.4.1 Delegation Request 6.4.1.1 Barbara Mills of ADIMS re Integrated Geoduck Management 25 - 25 and Marine Ecosystem destruction 6.4.2 June Trust Council Draft Schedule 26 - 26 7. EXECUTIVE COMMITTEE PROJECTS 7.1 Trust Council Initiated 7.2 Executive Committee Initiated 7.2.1 Victoria Office Lease - Briefing 27 - 28
1 8. NEW BUSINESS 8.1 Trust Area Services 8.1.1 LTC Chairs Report on Local Advocacy Topics 8.1.2 Visual Style Guide - Briefing 29 - 53 8.2 Local Planning Services 8.2.1 EC - TC RFD Policy 4.1.ix - RFD 54 - 60 That Islands Executive Committee forward to Trust Council the Request for Decision re: Amendments to Trust Council Policy 4.1.ix Inter-Local Trust Committee Community Planning Bylaw Referral Policy. 8.2.2 Meeting Minutes Guidline - Denman LTC Referral 61 - 81 8.3 Administrative Services 8.3.1 Virtual Meetings - RFD 82 - 129 That the Executive Committee approve a budget adjustment of $40,000 related to the strategic plan project “Technology investment to support electronic meetings”. 8.4 Executive 8.4.1 Executive Committee/Senior Management Staff Retreat 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 Michael Lowry of WCMRC re Spill Response Strategies for the Salish Sea 130 - 130 11.2 Richard Linzey of FLNRO re Japanese Canadian Historic Places in British 131 - 134 Columbia 11.3 My Sea to Sky to Federal Cabinet re WLNG application 40 year license 135 - 141 11.4 Neil MacConnell re Non-Conforming Zoning and Building Regulations Situation 142 - 142 - Salt Spring
12. WORK PROGRAM 12.1 Review and amendment of current work program 143 - 144
13. NEXT MEETING
14. ADJOURNMENT
2 Executive Committee Agenda – Context Notes For meeting of May 3, 2017
Revised: Apr 27/17
Agenda From Context Notes No.
6.4.1.1 We have had a Delegation Request from Barbara Mills and Dorrance Woodward of the Association for Denman Island Marine Stewards to present at the June Trust Council on Lasqueti. Unfortunately, there are no ferry options on Tuesday or Wednesday, and the earliest ferry from French Creek would not arrive until after adjournment. 6.4.2 Clare/David Council sessions: Staff are organizing external speakers for a Species at Risk session for the June Trust Council meeting. . Executive Committee may need to adjust the Trust Council schedule to accommodate the availability of the speakers.
The cost for the speakers is estimated to be $1000-$1500 which would be paid though the Trust Council meeting budget 8.2.1 David/Carmen This item is on the agenda in response to some questions posed by EC members regarding LTC correspondence handling practices. The current practices will be reviewed verbally and staff will respond to questions. 8.4.1 Russ Staff will provide an overview of the EC/Senior Management Retreat session and receive direction for any preparatory material required of Executive Committee. 11 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 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.
3
Executive Committee Minutes of Regular Meeting
Date: April 5, 2017
Location: Nanoose Place Community Centre 2925 NW Bay Road, Nanoose Bay
Members Present: Peter Luckham, Chair Susan Morrison, Vice Chair George Grams, Vice Chair Laura Busheikin, Vice Chair
Staff Present: Russ Hotsenpiller, Chief Administrative Officer David Marlor, Director, Local Planning Services (via teleconference) Cindy Shelest, Director, Administrative Services (via teleconference) Clare Frater, Director, Trust Area Services (via teleconference) Emma Restall, Executive Coordinator (Recorder)
1. CALL TO ORDER The meeting was called to order at 10:52 a.m. Chair Luckham acknowledged that the meeting was being held in Coast Salish First Nations territory.
2. APPROVAL OF AGENDA 2.1 Introduction of New Items None
2.2 Approval of Agenda By General Consent, the agenda was approved as presented.
It was agreed that item 9 and 10 be considered ahead of item 3
9. CLOSED MEETING EC-2017-049 It was MOVED and SECONDED, 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. CARRIED 10. RISE AND REPORT DECISIONS FROM CLOSED MEETING No items to report.
The meeting recessed at 12:08pm and resumed at 12:16pm
3. ADOPTION OF MINUTES 3.1 March 14, 2017 Executive Committee Meeting By General Consent, the Minutes of the March 14, 2017 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 Executive Committee Minutes of Meeting – March 1, 2017 Page 1
4.2 Director/CAO Updates Directors provided updates on their follow up action list items and current activities.
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 Gabriola Island Local Trust Committee Bylaw No. 291 (LUB amendment) cited as “Gabriola Island Land Use Bylaw, 1999, Amendment No. 2, 2016”
EC-2017-050 It was MOVED and SECONDED, THAT the Islands Trust Executive Committee approve Gabriola Island Local Trust Committee Bylaw No. 291, cited as "Gabriola Island Land Use Bylaw, 1999, Amendment No. 2, 2016", in accordance with Section 27 of the Islands Trust Act. CARRIED
5.2 Gabriola Island Local Trust Committee Bylaw No. 294 (OCP amendment) cited as "Gabriola Island Official Community Plan (Gabriola), 1997, Amendment No. 2, 2017"
EC-2017-051 It was MOVED and SECONDED, THAT the Islands Trust Executive Committee approve Gabriola Island Local Trust Committee Bylaw No. 294, cited as "Gabriola Island Official Community Plan (Gabriola), 1997, Amendment No. 2, 2017", in accordance with Section 27 of the Islands Trust Act CARRIED
5.3 Denman Island Local Trust Committee Bylaw No. 224, cited as "Denman Island Local Trust Committee Advisory Planning Commission Bylaw, 2017"
EC-2017-052 It was MOVED and SECONDED, THAT the Islands Trust Executive Committee approve Denman Island Local Trust Committee Bylaw No. 224, cited as "Denman Island Local Trust Committee Advisory Planning Commission Bylaw, 2017", in accordance with Section 27 of the Islands Trust Act. CARRIED
5.4 Bowen Island – LUB Bylaw No. 438 – S. 15 Letters Patent Referral
EC-2017-053 It was MOVED and SECONDED, THAT the Executive Committee advise Bowen Island Municipality that Bylaw No. 438, cited as “Bowen Island Municipality Land Use Bylaw No.57, 2002, Amendment Bylaw No. 438, 2017” is not contrary to or at variance with the Islands Trust Policy Statement. CARRIED
6. TRUST COUNCIL MEETING PREPARATION 6.1 Post Trust Council 6.1.1 March Trust Council Minutes EC-2017-054 It was MOVED and SECONDED, THAT Executive Committee forward the March 2017 Trust Council minutes to the March 2017 Trust Council meeting as amended. CARRIED 5 Executive Committee Minutes of Meeting – March 1, 2017 Page 2
6.1.2 Roundtable Executive Committee members and staff provided feedback regarding the March 2017 Trust Council meeting, noting what went well and identifying areas for improvement.
6.1.3 Trustee Comments/Feedback Executive Committee discussed feedback received regarding the March 2017 Trust Council meeting.
6.1.4 Decision Highlights EC-2017-055 It was MOVED and SECONDED, That the Executive Committee approve and adopt the March 2017 Islands Trust Council Highlights as proposed with the addition of TC-2017-023. CARRIED
6.2 June Trust Council – Preliminary Schedule Executive Committee members reviewed the draft June 2017 Trust Council meeting schedule and made some amendments. Staff will provide the revised schedule to the next meeting.
6.3 Trust Council Follow Up Action List By General Consent, the Executive Committee approved the Trust Council Follow Up Action List as presented.
6.4 Continuous Learning Plan Executive Committee members reviewed the Continuous Learning Plan and made some amendments. Staff will provide the revised plan to the next meeting.
By General Consent, the Executive Committee approved the Continuous Learning Plan as amended.
7. EXECUTIVE COMMITTEE PROJECTS 7.1 Trust Council Initiated Nothing to report
7.2 Executive Committee Initiated Executive Committee members gave updates on current projects.
8. NEW BUSINESS 8.1 Trust Area Services 8.1.1 LTC Chairs Report on Local Advocacy Topics None
8.1.2 TFB 100 Protected Places presentation for LTC meetings
8.1.3 Letter to FLNRO re Provincial Private Moorage Policy
8.1.4 AVICC Resolutions and Package Received for information.
6 Executive Committee Minutes of Meeting – March 1, 2017 Page 3
8.1.5 Invitation to Roundtable Discussion Re Anchorages in the Gulf Islands EC-2017-056 It was MOVED and SECONDED, THAT the Executive Committee direct staff to support a trustee from South Pender and Gabriola to attend with expenses paid from the EC budget, and for staff to advise those trustees.
The meeting recessed at 1:58pm and resumed at 2:00pm
8.1.6 Visit with Malahat First Nation De-Brief EC-2017-057 It was MOVED and SECONDED, THAT the Executive Committee request staff to draft a letter for Chair’s signature to thank the Malahat First Nation for the meeting of March 29, 2017 and indicate a desire to meet with Chief and Council. CARRIED
8.2 Local Planning Services 8.2.1 LTC Project Underspending
8.3 Administrative Services
8.4 Executive/Trust Council 8.4.1 Bowen Island Meeting EC-2017-058 It was MOVED and SECONDED, THAT the Executive Committee direct staff to schedule a meeting between Bowen Island Council and the Executive Committee on June 12th. CARRIED 8.4.2 Request from Strathcona Regional District Received for information.
8.4.3 Executive Committee/Senior Staff Retreat
EC-2017-059 It was MOVED and SECONDED, THAT the Executive Committee request staff to arrange a retreat for senior staff and Executive Committee for the 8th of May 2017 location to be selected by staff mid- island. CARRIED
11. CORRESPONDENCE 11.1 Pamela Goldsmith-Jones re List of Abandoned and Derelict Vessels, Docks and Barges Received for information – LTC Chairs to circulate as needed.
11.2 Tracey Saxby re Boycott of Woodfibre LNG's Environmental Assessment Received for information.
11.3 Harrison Hot Springs Provincial Private Moorage Support Letter Received for information.
11.4 Government of Canada response re ARA Received for information.
7 Executive Committee Minutes of Meeting – March 1, 2017 Page 4
11.5 Jill Robinson of HAT re Request for Support Received for information.
11.6 Chief Joan Brown of Penelakut Tribe re Letter of Support for Eric McLay's access request
EC-2017-060 It was MOVED and SECONDED, THAT the Penelakut Tribe Letter regarding Support for Eric McLay's access request be referred to the Salt Spring Island LTC and that the Executive Committee request staff to send a letter to Chief Joan Brown advising receipt. CARRIED
11.7 Keri-Ann Austin enclosing Ministry response re Provincial Private Moorage Program Received for information.
12. WORK PROGRAM 12.1 Review and amendment of current work program By General Consent, the Executive Committee endorsed the Work Program dated March 30, 2017 as presented.
13. NEXT MEETING: May 3, 2017, at 9:00 am in Victoria
14. ADJOURNMENT EC-2017-61 It was MOVED and SECONDED, To adjourn the meeting. CARRIED The meeting adjourned at 2:52 p.m.
Peter Luckham, Chair
Certified Correct
Emma Restall, Recorder
8 Executive Committee Minutes of Meeting – March 1, 2017 Page 5 Print Date: April 27, 2017
Follow Up Action Report
Executive Committee
Chief Administrative Officer Activity Activity Responsibility Target Date Status 06-Dec-2016 Legislative Changes to the Islands Trust Act Russ Hotsenpiller 10-Mar-2017 On Going Investigate the principle of amending the Islands Trust Act and decide when it is appropriate to adding a priority to this.
15-Feb-2017 Create a session outline on Trustee Conduct and a review of the Russ Hotsenpiller 01-Mar-2017 Done material and presentation given at the beginning of their term for review at next EC.
15-Feb-2017 Undertake a review of applications across the islands trust for Russ Hotsenpiller 01-Mar-2017 On Going potential inclusion in a future annual report.
01-Mar-2017 Create a report for June Trust Council to Russ Hotsenpiller 02-Jun-2017 On Going communicate that an analysis was done on the various hosting-capabilities of each Island and that a decision was made to continue to meet in Victoria in December.
01-Mar-2017 Organize a meeting between EC and the Bowen Council Russ Hotsenpiller 17-Mar-2017 On Going
01-Mar-2017 Renew lease of Suites 200, 225, 222 and 223 at 1627 Fort Street, Russ Hotsenpiller 31-Mar-2017 On Going Victoria BC, AND THAT the lease be renewed with the provision of a Cindy Shelest one year opt out clause to allow for a comparative analysis of market lease options and to conduct a public purchasing process for administrative office space if required.
05-Apr-2017 Draft a letter for the Chairs signature to thank the Malahat First Russ Hotsenpiller 19-Apr-2017 On Going Nation for the meeting of March 29, 2017 and indicate a desire to meet with Chief and Council.
Page 1 of 4 9 Print Date: April 27, 2017
Follow Up Action Report
Director, Local Planning Services Activity Activity Responsibility Target Date Status 25-Nov-2015 9.2.4 Bring recommendations re Policy 4.1.ix (Bylaw referrals to David Marlor 08-Feb-2017 Done adjacent LTCs) to future EC meeting
14-Dec-2016 IT Bylaw checklist policy - deferred from December Trust Council. David Marlor 03-May-2017 Done Updated and bring to June Trust Council. Clare Frater
02-Mar-2017 Forwarded from SSI LTC: David Marlor 05-Apr-2017 On Going SS-2017-16It was MOVED and SECONDED,that the Salt Spring Cindy Shelest Island Local Trust Committee request the Executive Committee to explore and report regarding the under spending of the projects budget for Salt Spring Island and potentially for other Trust Areas.
Director, Trust Area Services Activity Activity Responsibility Target Date Status 09-Nov-2016 Letter from BC Hydro Proposed Woodpole Maintenance Schedule Clare Frater On Going Staff to advise BC Hydro that it is acceptable to proceed with the planned woodpole treatment plan in 2016/17 using boron/copper products only if BC Hydro advertises the program on the affected islands, and requests staff to work with BC Hydro and Bowen Island Municipality to prepare a briefing regarding potential cancellation of the Letter of Understanding Concerning the Use of Pesticides during the BC Hydro Woodpole Test and Treat Program.
23-Nov-2016 Trustee Crumblehulme re Mayne Island Oil Spill Response Clare Frater On Going Islands Trust staff member to attend the first general inter-agency meeting convened by the Mayne Island Conservancy for the express purpose of developing a local response plan.
Page 2 of 410 Print Date: April 27, 2017
Follow Up Action Report
18-Jan-2017 Section 42 Roads / Tucker Bay Road Clare Frater 15-Feb-2017 On Going Draft a letter for the Chairs signature appealing the Ministry of Transportation and Infrastructures decision regarding Tucker Bay Road on Lasqueti Island
15-Feb-2017 Invite the US and Canadian consulate representatives to attend Clare Frater 22-Feb-2017 Done Trust Council in March 2017 on Gabriola and continue to invite the Emma Restall San Juan County representative to council annually.
15-Feb-2017 Research the ability and appropriateness for Islands Trust to obtain Clare Frater 01-Mar-2017 On Going membership with AMAC.
01-Mar-2017 Draft a letter for the Chairs signature to the Ministry of Forests and Clare Frater 10-Mar-2017 Done Natural Resources Operations (MFLNRO) regarding notice of amendments to the Private Moorage Program, to request that the MFLNRO: - not expand the private moorage General Permissions areas to Application-Only Areas until 2018 so that local governments have sufficient time to consider the recent amendments to the Private Moorage Program and possible future expansion of the General Permissions area in respect of local land use bylaws, and - Amend information about local government zoning and roles on its website, applications and publications.
01-Mar-2017 Share the Invitation to Regional CMAC with appropriate Island Clare Frater 03-Mar-2017 Done contacts.
05-Apr-2017 Refer the Penelakut Tribe Letter regarding Support for Eric McLays Clare Frater 12-Apr-2017 On Going access request to the Salt Spring Island LTC and send a letter to Chief Joan Brown advising receipt.
Executive Coordinator Activity Activity Responsibility Target Date Status
Page 3 of 411 Print Date: April 27, 2017
Follow Up Action Report
01-Mar-2017 Organize a meeting between EC and Malahat First Nation and add Emma Restall 10-Mar-2017 Done meeting information to the Executive Calendar.
01-Mar-2017 Amend EC Top Priority #1 to include the words "including seeking Emma Restall 03-Mar-2017 Done legislative change of Trust Fund name" and remove "seek legislative change regarding TFB name" from the projects list.
05-Apr-2017 Advise South Pender and Gabriola trustees of the opportunity/ability Emma Restall 12-Apr-2017 Done to attend the Anchorages Roundtable Discussion on Tuesday, April 18th from 2:00 - 4:00 in Vancouver
Legislative Services Manager Activity Activity Responsibility Target Date Status 15-Feb-2017 Amend Policy 2.2.ii and Policy 7.4.1 to require advance submission Carmen Thiel 03-May-2017 On Going of speaker/delegation material intended for presentations at a Trust Council or Council Committee meeting so that all policies are consistent.
Page 4 of 412
BRIEFING NOTE
To: Executive Committee For the Meeting of:: April 4, 2017
Date: May 3, 2017
SUBJECT: BOWEN ISLAND GRAFTON LAKE LANDS EARLY REFERRAL (RZ-05-2015) & (OCP-02-2015) – S.3.12 OF THE ISLANDS TRUST – BOWEN ISLAND MUNICIPALITY PROTOCOL AGREEMENT
This is a Section 3.12 referral between Bowen Island staff to Islands Trust staff in order to provide comments at the staff level. The comments below are for the Executive Committee’s information only.
1.0 BACKGROUND:
1.1 Bowen Island Bylaw Early Referral Islands Trust Staff have received a request for an early review for RZ-05-2015 & OCP-02-2015 (Grafton Lake Lands) in order to provide comment at the staff level. These referrals are sent under s.3.12 of the Islands Trust – Bowen Island Municipality Protocol Agreement. The purpose is for Islands Trust staff to review the proposal and provide comments back to Bowen Island planning staff on compliance with the Islands Trust Policy Statement.
The Executive Committee will have an opportunity to provide formal comments if the proposal receives first reading. In accordance with the Bowen Island Municipality’s Letters Patent, the Bowen Island Municipality must refer the proposed bylaws to the Islands Trust Executive Committee for formal comment prior to a public hearing.
1.2 Referral Process – Section 3.12 Protocol Agreement Section 3.12 of the protocol agreement between Islands Trust Council and Bowen Island Municipality states that:
3.12 To facilitate effective and efficient bylaw approval process, the parties will encourage their staff to engage in early communications and attempt to resolve concerns about any bylaw of the Municipality that may be considered inconsistent with or at variance to the Islands Trust Policy Statement.
The purpose of s.3.12 is to facilitate an effective and efficient bylaw approval process and to encourage the Bowen Island staff to engage in early communications and attempt to resolve concerns about any bylaws of the Municipality that may be considered inconsistent with or at variance to the Islands Trust Policy Statement.
2.0 REPORT/DOCUMENT:
2.1 Grafton Lake Land Referral – Summary
The Bowen Island Municipality received an application to amend the Land Use Bylaw and Official Community Plan in order to allow a large residential development around Grafton Lake
Islands Trust Request For Decision Page 1 13 in the centre of Bowen Island. As stated in the Bowen Island staff report dated October 14, 2016, the overall proposed development includes: the creation of 101 units of market housing; 38 units of affordable rental housing; a nature reserve; an area of guest house zoning; three areas zoned for retreat centre use; a fruit orchard and community garden; land zoned for daycare and neighbourhood office; land zone for light industrial; expansion of the trail network; and land provided to the municipality for the water treatment plant.
Total development is proposed to be constructed in phases, with initial development proposed on the north-east side of the site and then proceeding to the south side of Grafton Road.
To date, no bylaws have been drafted for the proposal. A detailed description of the proposal can be found in the Bowen Island staff report: Click for BIM staff report
Subject Properties: The proposal includes five large parcels totalling in 143 ha in area, and four smaller properties totalling in 6.5 ha in area. The five large parcels, owned by the developer Primex Investment, are mostly undeveloped but include one single family dwelling unit, a fruit orchard, and a community garden. These larger parcels surround Grafton Lake which serves as the reservoir for the Cove Bay Water System. The Municipality has a water license for Grafton Lake to service the Snug Cove community by a water line protected by a right of way. Single family dwelling units and a treatment centre are located on the smaller parcels.
Figure 1 – Subject Properties Map (from Bowen Island staff report dated Oct 14, 2016)
Existing OCP Designations: The five larger parcels are designated Rural, Rural Residential, and Agricultural Land Reserve in the Bowen Island Official Community Plan. The smaller parcels are designated Rural Residential, Agricultural Land Reserve, and Service Commercial. The Bowen Island staff report dated October 14, 2016 states that given the size of the proposed application, the OCP would see the creation of approximately 59 lots.
Islands Trust Request For Decision Page 2 14 Bowen Island’s Affordable Housing Policy and the Official Community Plan require all new development of three or more units requiring rezoning will provide 15% of the gross floor area of the development as non-market affordable housing. Bowen Island staff state that the applicant is aware of this policy and is proposing to provide the required 15% of gross floor area for affordable housing through a mix of housing forms (duplexes, triplexes, and mixed-use buildings).
Existing Zoning: The five larger parcels are zoned Rural Residential 1, Rural Residential 2, and Rural Residential 3. The smaller parcels are currently zoned CD 5 (Rural Recreation and Service), Settlement Residential 1(a), and Rural Residential 3.
Figure 2 – Zoning Map (from Bowen Island staff report dated Oct 14, 2016)
Agriculture Land Reserve: In order to facilitate the proposed expansion of the recovery centre, the applicant has applied to the Agricultural Land Commission to exclude 2.23 ha of land from the ALR (Agriculture Land Reserve) in exchange for 1.54 ha to be included in the ALR. A key concern is the imbalance between the included and excluded land. Bowen Island staff state that the applicant is prepared to amend the ALR application to include additional land in the ALR that is adjacent to current ALR land on the west side of Grafton Lake.
Environmental Studies: The applicant has provided two environmental studies as part of the rezoning application. The first report outlines the environmentally sensitive ecosystems and provides recommendations on how to protect these areas from development. The second report highlights a number of outstanding issues that require a further review following refinement of the proposed development. These include the character and configuration of land use within each development node, approaches to protecting hydrology and water quality, size and character of proposed trails, proposed riparian area protection, and character of proposed greenways. Bowen Island staff note that the applicant is aware of the need for more detailed studies on the proposed development, including detailed riparian area mapping and water quality. The applicant has proposed to complete further studies following first reading of the draft OCP and LUB amendment bylaws and after receiving initial comments from BIM Council & Committees and agencies. Islands Trust Request For Decision Page 3 15 2.2 Policy Statement Directives Only Checklist Attachment 2 is a copy of the “Policy Statement Directives Only Checklist” that is used to assess whether or not the proposal is contrary to or at variance with the Islands Trust Policy Statement (ITPS). Comments are provided only on policies where there is a potential conflict and more information on compliance with the policies is required.
Policies for Ecosystem Preservation and Protection. Directive policies under Part III of the ITPS deal with: o preservation and protection of ecosystems (policies 3.1.3, 3.1.4 and 3.1.5); o forest ecosystems (policy 3.2.2); o freshwater and wetland ecosystems and riparian zones (policy 3.3.2);and o coastal and marine ecosystems (policies 3.4.4 and 3.4.5).
Bowen Island staff should address how the proposal will be in compliance with Policy 3.1.3, 3.2.2, and 3.3.2. All other policies in this section of the ITPS are either not applicable or the proposal is in compliance with the policies.
Policies for Stewardship of Resources Directive policies under Part IV of the ITPS deal with: o agricultural land (policies 4.1.4 to 4.1.9 inclusive) o forests (policies 4.2.6, 4.2.7, and 4.2.8) o freshwater resources (policies 4.4.2 and 4.4.3) o coastal areas and marine shorelands (4.5.8 to 4.5.11 inclusive) o soils and other resources (policy 4.6.3)
Bowen Island staff should address how the proposal will be in compliance with Policy 4.1.4, 4.1.6, 4.1.7, 4.4.2, and 4.6.3. Particular attention should be made to Policy 4.4.2 to ensure that neither the density nor intensity of land use is increased in areas which are known to have a problem with quality or quantity of the supply of freshwater. All other policies in this section of the ITPS are either not applicable or the proposal is in compliance with the policies.
Policies for Sustainable Communities Directive policies under Part V of the ITPS deal with: o aesthetic qualities (policy 5.1.3) o growth and development (policies 5.2.3 to 5.2.6 inclusive) o transportation and utilities (policies 5.3.4 to 5.3.7 inclusive) o disposal of waste (policy 5.4.4) o recreation (policies 5.5.3 to 5.5.7) o culture and natural heritage (policies 5.6.2 and 5.6.3) o economic opportunities (policy 5.7.2) o health and well-being (policy 5.8.6)
Bowen Island staff should address how the proposal will be in compliance with the following policies: 5.1.3, 5.2.4, 5.2.5, 5.2.6, and 5.3.5. Islands Trust staff stress particular importance to Policy 5.2.4 and Policy 5.2.5 and request Bowen Island staff to comment on how the proposal meets those the growth rate and density limit policies. All other policies in this section of the ITPS are either not applicable or the proposal is in compliance with the policies.
The ITPS policies indicated above as being not complied with only pertain to the proposed amendments to the Bowen Island Land Use Bylaw and Official Community Plan.
2.3 Staff Comments This referral is received under s.3.12 of the protocol agreement and is to only provide comments to the Bowen Island staff on potential conflicts with the proposal. The purpose of s.3.12 is to
Islands Trust Request For Decision Page 4 16 facilitate an effective and efficient bylaw approval process and to encourage the Bowen Island staff to engage in early communications and attempt to resolve concerns about any bylaws of the Municipality that may be considered inconsistent with or at variance to the Islands Trust Policy Statement.
An initial review of the proposal does raise issues with respect to conflicts with the Islands Trust Policy Statement. Island Trust staff are requesting Bowen Island staff to address how the proposal specifically addresses the Islands Trust Policy Statement directive policies indicated above with particular importance to Policy 3.1.4, Policy 4.4.2, Policy 5.2.4 and Policy 5.2.5 in a future referral to the Islands Trust. These comments can be included in a staff report when the proposal is requesting first reading.
The Executive Committee will have an opportunity to provide formal comments if the proposal receives first reading. In accordance with the Bowen Island Municipality’s Letters Patent, the Bowen Island Municipality must refer the proposed bylaws to the Islands Trust Executive Committee for formal comment prior to a public hearing.
Consideration by the Bowen Island staff should be made for any future proposal amendments to be in compliance with the ITPS. Comments included in this briefing should not be taken as an indication of support or non-support for the applications by Islands Trust Staff or the Islands Trust Executive Committee, nor should they be construed as fettering any position or decision of the Executive Committee under the Letters Patent or the Islands Trust Act.
2.4 Public Comments to Executive Committee
As of the date of this referral, no public comments have been received at the Islands Trust Office.
ATTACHMENTS: 1. Bylaw Approval Process and Authority 2. Islands Trust Policy Statement - Directives Only Checklist
KEY ISSUE(S)/CONCEPT(S): Referral of the applications under s.3.12 of the protocol agreement Bylaws have not been drafted Island Trust staff have provided comments to Bowen Island staff outlining areas of concerns about the Grafton Lake Land proposal that may be considered inconsistent with or at variance to the Islands Trust Policy Statement.
RELEVANT POLICY: Islands Trust Policy Statement Directive Policies 1.3.i Policy Statement Implementation Policy Section 3.12 – Protocol Agreement
DESIRED OUTCOME: Provide comments to Bowen Island staff at the early stages of the proposal in order for the Bowen Island staff to resolve concerns about the proposal that may be considered inconsistent with or at variance to the Islands Trust Policy Statement.
Prepared By: Kim Stockdill, Island Planner
Reviewed By/Date: David Marlor, Director of Local Planning Services April 13, 2017
Islands Trust Request For Decision Page 5 17 Attachment 1 – Bylaw Approval Process and Authority
Note 1 - the term “Bowen Municipality” or “Bowen Island Municipality” is used in the Islands Trust Act, regulations and Policy, and the term “The Municipality” is used in the Bowen Island Municipality Letters Patent. All are deemed to mean the same. For the purpose of this report, the term “the Municipality” shall be used, except where quoting from legislation.
Note 2 – the Bowen Letters Patent refer to “Islands Trust”, while the authority for bylaw approval is the “Executive Committee”. Both are deemed to mean the same thing. For the purpose of this report, the term “Executive Committee” shall be used, except where quoting from legislation.
Islands Trust Policy 1.3.i [Policy Statement Implementation Policy] Islands Trust Policy 1.3.i is the Policy Statement Implementation Policy. Relevant sections of the Policy in regard to a referral between first reading and a public hearing are included below:
1. Policy D1.4 of Policy Statement Implementation Policy states that: The Islands Trust Policy Statement require local trust committees in the official community plan and regulatory bylaws, and island municipalities under Section 38 (1) of the Islands Trust Act to address certain matters from the Policy Statement, or explicit reasons and justifications for not doing so. A bylaw will not be contrary to or at variance with the Policy Statement if it fails to include a particular policy or regulation, so long as the bylaw contains sufficient reason or justification for not doing so.
2. Policy D1.5 of Policy Statement Implementation Policy states that: Where an updated bylaw does not include a particular policy or regulation required by the Policy Statement and the bylaw sets out reasons for that, the Executive Committee and Trust Council will assess the sufficiency of those reasons using such criteria as: a) whether the reasons are explicitly set out such that it is clear that the local trust committee directed its attention to the matter in question and made a considered decision not to include the policy or regulation. b) whether the reasons have to do with particular local circumstances that may not have been contemplated in the drafting of the Policy Statement. c) whether the reasons arise from the necessity of balancing two or more components of the Policy Statement that cannot be achieved simultaneously. d) whether existing planning studies or reports relied on by the local trust committee indicate that the Policy Statement is inapplicable in the circumstances.
Bowen Island Letters Patent
If the proposal is successful in receiving first reading, the following sections of the Bowen Island Letters Patent related to the Executive Committee’s responsibilities in consideration of municipal bylaws would apply: Section 14.3 states that “With respect to an updated official community plan bylaw, the Council must: a) Refer the updated bylaw to the Islands Trust before a public hearing is held; b) not hold a public hearing on the bylaw before the municipality is advised in writing of the comments of the Islands Trust, or before 45 days from the date of referral, whichever is earlier; c) In the event that the Islands Trust identifies that the provisions of the bylaw may be contrary to or at variance with the trust policy statement, meet with the Islands Trust to review the updated bylaw not later than 60 days after the date of the response to the referral, and a public hearing on the updated bylaw must not be held until after that meeting; and
Islands Trust Request For Decision Page 6 18 d) Introduce into the public hearing on the bylaw, the comments of the Islands Trust received in response to the referral”.
Section 15 states that “where a municipality proposes to adopt a bylaw, other than an official community plan bylaw, which has any reference to a matter included in the Trust Policy Statement, the municipality shall refer the proposed bylaw to the Islands Trust prior to third reading of the proposed bylaw, and the Islands Trust must advise the Council if it has any objections to the proposed bylaw within 45 days after the date of the referral, subject to the provisions of, and procedures which may be established in an agreement between the municipality and the Islands Trust pursuant to section 17.0 of these Letters patent, after which time Council may proceed with the proposed bylaw subject to Section 15.1 of these Letters Patent”.
The Municipality’s Considerations Should the Island Trust staff advise the Municipality that it considers that provisions of the applications may be contrary to or at variance with the ITPS, then the Municipality should attempt to resolve concerns about the proposal that may be considered inconsistent with or at variance to the Islands Trust Policy Statement.
Islands Trust Request For Decision Page 7 19 POLICY STATEMENT DIRECTIVES ONLY CHECK LIST
File No: Grafton Lake Lands – (RZ-05-2015) & (OCP-02-2015) PURPOSE To provide staff with the Directives Only Checklist to highlight issues addressed in staff reports and as a means to ensure Local Trust Committee address certain matters in their official community plans and regulatory bylaws and Island Municipalities address certain matters in their official community plans and to reference any relevant sections of the Policy Statement.
POLICY STATEMENT The Policy Statement is comprised of several parts. Parts I and II outline the purpose, the Islands Trust object, and Council’s guiding principles. Parts III, IV and V contain the goals and policies relevant to ecosystem preservation and protection, stewardship of resources and sustainable communities.
There are three different kinds of policies within the Policy Statement as follows: Commitments of Trust Council which are statements about Council’s position or philosophy on various matters; Recommendations of Council to other government agencies, non-government organizations, property owners, residents and visitors; and Directive Policies which direct Local Trust Committees and Island Municipalities to address certain matters.
DIRECTIVES ONLY CHECK LIST The Policy Statement Directives Only Checklist is based on the directive policies from the Policy Statement (Consolidated April 2003) which require Local Trust Committees to address certain matters in their official community plans and regulatory bylaws and Island Municipalities to address certain a matters in their official community plans in a way that implements the policy of Trust Council.
Staff will use the Policy Statement Checklist (Directives Only) to review Local Trust Committee and Island Municipality bylaw amendment applications and proposals to ensure consistency with the Policy Statement. Staff will add the appropriate symbol to the table as follows: if the bylaw is consistent with the policy from the Policy Statement, or if the bylaw is inconsistent (contrary or at variance) with a policy from the Policy Statement, or N/A if the policy is not applicable.
Islands Trust Request For Decision Page 8 20 Part III Policies for Ecosystem Preservation and Protection
CONSISTENT NO. DIRECTIVE POLICY 3.1 Ecosystems Local Trust Committees and Island Municipalities shall, in their official community plans and regulatory bylaws, address the X 3.1.3 identification and protection of the environmentally sensitive areas and significant natural sites, features and landforms in their planning area. Local Trust Committees and Island Municipalities shall, in their official community plans and regulatory bylaws, address the planning, establishment, and maintenance of a network of protected areas that preserve the representative ecosystems of 3.1.4 their planning area and maintain their ecological integrity. Local Trust Committees and Island Municipalities shall, in their official community plans and regulatory bylaws, address the n/a 3.1.5 regulation of land use and development to restrict emissions to land, air and water to levels not harmful to humans or other species. 3.2 Forest Ecosystems Local Trust Committees and Island Municipalities shall, in their official community plans and regulatory bylaws, address the X 3.2.2 protection of unfragmented forest ecosystems within their local planning areas from potentially adverse impacts of growth, development, and land-use. 3.3 Freshwater and Wetland Ecosystems and Riparian Zones Local Trust Committees and Island Municipalities shall, in their official community plans and regulatory bylaws, address X 3.3.2 means to prevent further loss or degradation of freshwater bodies or watercourses, wetlands and riparian zones and to protect aquatic wildlife. 3.4 Coastal and Marine Ecosystems Local Trust Committees and Island Municipalities shall, in their official community plans and regulatory bylaws, address the 3.4.4 n/a protection of sensitive coastal areas. Local Trust Committees and Island Municipalities shall, in their official community plans and regulatory bylaws, address the 3.4.5 n/a planning for and regulation of development in coastal regions to protect natural coastal processes.
PART IV: Policies for the Stewardship of Resources
CONSISTENT NO. DIRECTIVE POLICY 4.1 Agricultural Land Local Trust Committees and Island Municipalities shall, in their official community plans and regulatory bylaws, address the 4.1.4 X identification and preservation of agricultural land for current and future use. Local Trust Committees and Island Municipalities shall, in their official community plans and regulatory bylaws, address the 4.1.5 preservation, protection, and encouragement of farming, the sustainability of farming, and the relationship of farming to other land uses.
Islands Trust Request For Decision Page 9 21 Local Trust Committees and Island Municipalities shall, in their official community plans and regulatory bylaws, address the 4.1.6 X use of adjacent properties to minimize any adverse affects on agricultural land. CONSISTENT NO. DIRECTIVE POLICY Local Trust Committees and Island Municipalities shall, in their official community plans and regulatory bylaws, address the X 4.1.7 design of road systems and servicing corridors to avoid agricultural lands unless the need for roads outweighs agricultural considerations, in which case appropriate mitigation measures shall be required to derive a net benefit to agriculture Local Trust Committees and Island Municipalities shall, in their official community plans and regulatory bylaws, address land uses and activities that support the economic viability of farms without compromising the agriculture capability of agricultural 4.1.8 land. Local Trust Committees and Island Municipalities shall, in their official community plans and regulatory bylaws, address the 4.1.9 n/a use of Crown lands for agricultural leases. 4.2 Forests Local Trust Committees and Island Municipalities shall, in their official community plans and regulatory bylaws, address the 4.2.6 n/a need to protect the ecological integrity on a scale of forest stands and landscapes. Local Trust Committees and Island Municipalities shall, in their official community plans and regulatory bylaws, address the n/a 4.2.7 retention of large land holdings and parcel sizes for sustainable forestry use, and the location and construction of roads, and utility and communication corridors to minimize the fragmentation of forests. Local Trust Committees and Island Municipalities shall, in their official community plans and regulatory bylaws, address the n/a 4.2.8 designation of forest ecosystem reserves where no extraction will take place to ensure the preservation of native biological diversity. 4.3 Wildlife and Vegetation 4.4 Freshwater Resources Local Trust Committees and Island Municipalities shall, in their official community plans and regulatory bylaws, address measures that ensure neither the density nor intensity of land use is increased in areas which are known to have a problem 4.4.2 X with the quality or quantity of the supply of freshwater, water quality is maintained, and existing, anticipated and seasonal demands for water are considered and allowed for. Local Trust Committees and Island Municipalities shall, in their official community plans and regulatory bylaws, address 4.4.3 n/a measures that ensure water use is not to the detriment of in-stream uses 4.5 Coastal Areas and Marine Shorelands Local Trust Committees and Island Municipalities shall, in their official community plans and regulatory bylaws, address the 4.5.8 n/a needs and locations for marine dependent land uses. Local Trust Committees and Island Municipalities shall, in their official community plans and regulatory bylaws, address the 4.5.9 n/a compatibility of the location, size and nature of marinas with the ecosystems and character of their local planning areas. Local Trust Committees and Island Municipalities shall, in their official community plans and regulatory bylaws, address the n/a 4.5.10 location of buildings and structures so as to protect public access to, from and along the marine shoreline and minimize impacts on sensitive coastal environments. Local Trust Committees and Island Municipalities shall, in their official community plans and regulatory bylaws, address 4.5.11 n/a opportunities for the sharing of facilities such as docks, wharves, floats, jetties, boat houses, board walks and causeways.
Islands Trust Request For Decision Page 10 22 4.6 Soils and Other Resources Local Trust Committees and Island Municipalities shall, in their official community plans and regulatory bylaws, address the 4.6.3 X protection of productive soils.
PART V: Policies for Sustainable Communities
CONSISTENT NO. DIRECTIVE POLICY 5.1 Aesthetic Qualities Local Trust Committees and Island Municipalities shall, in their official community plans and regulatory bylaws, address X 5.1 3 the protection of views, scenic areas and distinctive features contributing to the overall visual quality and scenic value of the Trust Area. 5.2 Growth and Development Local Trust Committees and Island Municipalities shall, in their official community plans and regulatory bylaws, address 5.2.3 X policies related to the aesthetic, environmental and social impacts of development. Local Trust Committees and Island Municipalities shall, in their official community plans and regulatory bylaws, address X 5.2.4 any potential growth rate and strategies for growth management that ensure that land use is compatible with preservation and protection of the environment, natural amenities, resources and community character. Local Trust Committees and Island Municipalities shall, in their official community plans and regulatory bylaws, address X 5.2.5 means for achieving efficient use of the land base without exceeding any density limits defined in their official community plans. Local Trust Committees and Island Municipalities shall, in their official community plans and regulatory bylaws, address X 5.2.6 the identification of areas hazardous to development, including areas subject to flooding, erosion or slope instability, and strategies to direct development away from such hazards. 5.3 Transportation and Utilities Local Trust Committees and Island Municipalities shall, in their official community plans and regulatory bylaws, address n/a 5.3.4 the development of a classification system of rural roadways, including scenic or heritage road designations, in recognition of the object of the Islands Trust. Local Trust Committees and Island Municipalities shall, in their official community plans and regulatory bylaws, address 5.3.5 X the impacts of road location, design, construction and systems. Local Trust Committees and Island Municipalities shall, in their official community plans and regulatory bylaws, address 5.3.6 n/a the designation of areas for the landing of emergency helicopters. Local Trust Committees and Island Municipalities shall, in their official community plans and regulatory bylaws, address 5.3.7 the development of land use patterns that encourage establishment of bicycle paths and other local and inter-community transportation systems that reduce dependency on private automobile use. 5.4 Disposal of Waste Local Trust Committees and Island Municipalities shall, in their official community plans and regulatory bylaws, address 5.4.4 n/a the identification of acceptable locations for the disposal of solid waste.
Islands Trust Request For Decision Page 11 23 CONSISTENT NO. DIRECTIVE POLICY 5.5 Recreation Local Trust Committees and Island Municipalities shall, in their official community plans and regulatory bylaws, address 5.5.3 n/a the prohibition of destination gaming facilities such as casinos and commercial bingo halls. Local Trust Committees and Island Municipalities shall, in their official community plans and regulatory bylaws, address n/a 5.5.4 the location and type of recreational facilities so as not to degrade environmentally sensitive areas, and the designation of locations for marinas, boat launches, docks and anchorages so as not to degrade sensitive marine or coastal areas. Local Trust Committees and Island Municipalities shall, in their official community plans and regulatory bylaws, address the identification of sites providing safe public access to beaches, the identification and designation of areas of 5.5.5 n/a recreational significance, and the designation of locations for community and public boat launches, docks and anchorages. Local Trust Committees and Island Municipalities shall, in their official community plans and regulatory bylaws, address 5.5.6 the identification and designation of areas for low impact recreational activities and discourage facilities and opportunities for high impact recreational activities. Local Trust Committees and Island Municipalities shall, in their official community plans and regulatory bylaws, address 5.5.7 the planning for bicycle, pedestrian and equestrian trail systems. 5.6 Cultural and Natural Heritage Local Trust Committees and Island Municipalities shall, in their official community plans and regulatory bylaws, address 5.6.2 n/a the identification, protection, preservation and enhancement of local heritage. Local Trust Committees and Island Municipalities shall, in their official community plans and regulatory bylaws, address 5.6.3 n/a the preservation and protection of the heritage value and character of historic coastal settlement patterns and remains. 5.7 Economic Opportunities Local Trust Committees and Island Municipalities shall, in their official community plans and regulatory bylaws, address 5.7.2 economic opportunities that are compatible with conservation of resources and protection of community character. 5.8 Health and Well-being Local Trust Committees and Island Municipalities shall, in their official community plans and regulatory bylaws, address 5.8.6 their community’s current and projected housing requirements and the long-term needs for educational, institutional, community and health-related facilities and services, as well as the cultural and recreational facilities and services. POLICY STATEMENT COMPLIANCE COMPLIANCE WITH TRUST POLICY NOT IN COMPLIANCE WITH TRUST POLICY for the following reasons: The proposal is not in compliance with the above noted Trust policies as further information X is required.
Islands Trust Request For Decision Page 12 24 Emma Restall
From: Barbara Mills
Follow Up Flag: Follow up Flag Status: Flagged
Good Morning Trust Council Executive,
ADIMS would like to give a formal presentation to Trust Council during your meeting on Lasqueti Island on June 21, 2017.We would cover two topics: 1) The new Integrated Geoduck Management Framework 2017 that poses significant threats to the Strait of Georgia: and 2) ADIMS advocacy with the Federal government, supported by the the science community, our MP, MLA and World Wildlife Fund related to Marine Ecosystem destruction issues.
As you may have heard by now, DFO has announced its new 2017 Integrated Geoduck Management Framework with significant and very concerning additions. This Framework has been delivered to aquaculture tenure holders and hopefuls, with an invitation to both convert their current tenures, or apply for new tenures, especially those in the sub tidal zones.
What is relevant to the Trust Council and all Trust Islands is that the entire Strait of Georgia is being seen as viable for this ecosystem-destructive industrial aquaculture, minus a few areas in red and yellow zones. The Framework boldly states that DFO is limiting implementation only to the Strait of Georgia "to minimze potential risks associated with geoduck aquaculture pending further science work, as well as the development of addtional management and regulatory measures."
In other words, DFO is using the entire Srait of Georgia as an experimental area, without a process of consultation with independent scientists; without ecosystem based impact assessment and planning; and without regulatory measures in place. These are just the beginning of Trust wide concerns. We hope to get the Trust's agreement to send a letter of concern, as was sent by Sheila Malcolmson back when this was just a draft Framewok in 2014. We have support from our MP, and the vice chair of the Parliamentary Standing committee for DFO, World Wildlife Fund and Westcoast Envrionmental Law, and we hope to gain support from our Islands Trust.
We would ask for at least 10 minutes for this presentation. We have delved deeply into these issues, have advocated with all levels of government, and have researched the extensive impact that this aquaculture has caused elsewhere. We would make a relatively brief presentation, and then leave time for questions from the Trustees.
Thank you for your consideration.
Barbara Mills (250-335-0775) and Dorrance Woodward (250-335-3288)
1 25 Trust Council Quarterly Meeting Schedule DRAFT June 20-22, 2017 Lasqueti Island Community Hall – Main Road, Lasqueti Island
Tuesday, June 20 Wednesday, June 21 Thursday, June 22
7:30 Breakfast 7:30 Breakfast
Ferry to Lasqueti Island: 8:30 New Business Items* 8:30 Closed meeting
11:00am (chartered ferry from French Creek Harbour) 10:00 Adjournment (approx.) 9:30 Regional Districts Session
10:15 Break Ferries from Lasqueti Island: 11:00am 12:00 Executive Committee Meeting 10:30 Administrative Services 4:00pm Director's Report 1:00 Lunch * FPC Work Program Report
1:30 Call to Order and Approval of Agenda 11:00 Trust Area Services RWMs Director's Report * Adoption of Minutes * TPC Work Program FUAL Trust Fund Board Report Trustee Round Table 12:00 Correspondence 2:45 Break 12:30 Lunch 3:00 Executive CAO's Report 1:30 Community Presentations * EC Work Program Continuous Learning Plan 2:00 Delegations & Town Hall Strategic Plan Update Islands Trust Transition Plan 3:00 Break
3:45 Species at Risk Session 3:15 TFB Regional Conservation Plan Session
4:45 Local Planning Services 4:00 Summary/Updates Director’s Report Trustee Updates * LPC Work Program Priorities Chart Bylaw Enforcement Briefing Proposed September TC Draft Agenda Program
5:00 Adjourn for the day 5:00 Adjourn for the day
6:00 Dinner with Former Trustees 6:00 Dinner
* Denotes resolution/decision items
Members of the public are invited to attend all sessions except any closed meetings and meals.
26
BRIEFING
To: Executive Committee For the Meeting of: May 3, 2017
From: Russ Hotsenpiller Chief Administrative Officer Date prepared: April 26, 2017
SUBJECT: Victoria office lease
DESCRIPTION OF ISSUE: The Islands Trust option to renew its leases for its three main administrative offices expired on March 31, 2017. This report is to inform Executive Committee that a comparative analysis of lease options within the Victoria area was conducted and as a result, on Friday April 21, 2017, the Islands Trust signed a new lease with Colliers International for the current offices at 1627 Fort Street.
BACKGROUND: The Victoria office lease covers three offices located at 1627 Fort Street, Victoria, BC. o Suite 200 (main office) o Suite 225 (Mapping) o Suite 222 & 233 (Islands Trust Fund and Bylaw Enforcement) Executive Committee has previously provided direction on the matter, as follows: Renew lease of Suites 200, 225, 222 and 223 at 1627 Fort Street, Victoria BC, AND THAT the lease be renewed with the provision of a one year opt out clause to allow for a comparative analysis of market lease options and to conduct a public purchasing process for administrative office space if required. Staff initiated a review of available options for lease space following the delivery of the Select Committee’s recommendation to March Trust Council. We hired a consultant to assist in the process who identified a list of 11 potential locations across the greater Victoria region. Criteria included favourable lease rates, from 4500 to 8000 sq ft in floor space, appropriate design configuration, and ease of access, amongst others. The process was narrowed to two locations, and negotiations commenced. It became apparent that the current space at 1627 Fort offered preferred financial terms, flexibility on reducing office space if needed and significant funds for lease hold improvements. Key Terms: Seven year lease; Very competitive long term lease rates; The right to terminate Offices #222 and #233 with 3 months’ notice; Replacement of all exterior windows; and Provision of a substantial leasehold improvement allowance.
Islands Trust Briefing Page 1 27 Obtaining certainty regarding our main administrative office space has been a priority for the organization and the extended timeline and preferable lease rates will provide some long term stability. Staff did undertake some preliminary assessment of the option of developing and owning an office on behalf of the Islands Trust. While the conditions and timelines did not favour that approach for the present, the Islands Trust could initiate a long term capital acquisition program and engage in a development of a proactive business case for an ownership approach over the course of the current lease.
FOLLOW-UP: The next phase of development of the office space is to engage in a design process to identify a priority for leasehold improvements and timing for any required construction or layout changes. Initial priorities are the development of an appropriate Boardroom, replacement of carpeting and creating a more open work space environment. Full costing and a business case will be developed for review by Executive Committee. Depending upon the changes desired there may be a request made of Trust Council for funding to assist in upgrading the office. Over the last 10 years the Islands Trust has made modest improvements to the office space and some investment may be desired.
Prepared By: Russ Hotsenpiller, Chief Administrative Officer Apr 26, 2017
Islands Trust Briefing Page 2 28
BRIEFING
To: Executive Committee For the Meeting of: May 3, 2017
From: Trust Area Services Date prepared: May 26, 2017
File No.: [File Number]
SUBJECT: ISLANDS TRUST VISUAL STYLE GUIDE
DESCRIPTION OF ISSUE: Following a staff-led process to develop a new visual identity for Islands Trust, Trust Council endorsed the visual identity elements at its March 15, 2017 meeting on Gabriola Island.
The Islands Trust Visual Style Guide provides a framework for consistent use of colours, fonts and photography for all Islands Trust publications to present a cohesive, recognizable and professional look that reflects the Islands Trust’s strong environmental, community and cultural values.
A strong visual identity will assist the Islands Trust in raising its public and community profile a consistent area of endeavour for the organization
BACKGROUND:
Communications Policy 6.10.2 and EC Terms of Reference 2.4.i (6.2) hold the Executive Committee responsible for effective public relations through targeted communications efforts. The visual identity program supports the Executive Committee in this role.
On March 1, 2017, the Executive Committee approved new Islands Trust visual identity elements - colour palette and typography (font and style), photography recommendations.
Following a presentation, Trust Council endorsed the visual identity at its March 15, 2017 meeting. The Style guide is consistent with the visual identity elements approved by Trust Council.
The first Islands Trust Visual Style Guide provides staff and design contractors a framework consistent use of colours, fonts and photography for all Islands Trust publication.
ATTACHMENT(S): Islands Trust Visual Style Guide
Islands Trust Briefing Page 1 29 FOLLOW-UP: A staff procedure will be developed for producing public facing visual communications products.
The Style guide will become part of contracts for vendors undertaking graphic design on behalf of the Islands Trust.
The Style guide will be in the Islands Trust operations manual with a supporting procedure.
As appropriate, the Style guide will be explained to new employees as part of their orientation.
Prepared By: Pamela Hafey, Communications Specialist, April 26, 2017
Reviewed By/Date: Clare Frater, Director, Trust Area Services, April 27, 2017
Islands Trust Briefing Page 2 30 Islands Trust Visual Style Guide
31 islands trust visual style guide • april 2017
Contents
Introduction 3 Guiding principles 4 Colour 5 Typography 11 Photography 15 Logo 18
32 2 islands trust visual style guide • april 2017 introduction
Questions? Purpose Need a font license? Contact your communications This guide establishes a framework for consistent use of colours, specialist. typography and photographic style for all Islands Trust publications to present a cohesive, recognizable and professional look that reflects the Islands Trust’s strong environmental, community and cultural values.
Users The guide is mainly for designers producing publication materials on behalf of the Islands Trust and uses some technical terms. If staff design publication materials in-house, they should have a basic understanding of design principles and experience designing materials using InDesign, Publisher or other graphic design software.
Caveats The guide cannot cover all possibilities for use of the styles outlined and there may be circumstances where it may not be possible to adhere closely to the guide. When in doubt, please contact your communications specialist.
33 3 islands trust visual style guide • april 2017 guiding principles
The following characteristics Professional Environmental of how Islands Trust wants to be perceived should be Credible Responsible considered when designing communications pieces. Accessible Collaborative Avoid styles that appear too corporate, bureaucratic Approachable Innovative or stuffy. Friendly Relatable If in doubt, contact your communications specialist. Modern Transparent Effective Relevant Islanders Evolving
34 4 colour
35 islands trust visual style guide • april 2017 primary palette
ocean lake spring warm black dark green midnight
secondary palette
turquoise sky moss summer arbutus grass
neutrals
white cream sand sandstone driftwood fauna
36 colour 6 islands trust visual style guide • april 2017 primary palette
ocean lake spring warm black dark green midnight
CMYK CMYK CMYK CMYK CMYK CMYK 92 60 32 12 86 39 20 0 80 6 84 0 92 60 32 12 92 60 32 12 92 60 32 12
PANTONE PANTONE PANTONE PANTONE PANTONE PANTONE 7700C 7704C 7481C Neutral Black C 5605C 296C @ 87% @ 91% RGB RGB RGB RGB RGB 27 92 126 0 130 171 26 169 97 RGB 28 51 35 38 53 74 50 51 50 HEX HEX HEX HEX HEX #1b5c7e #0082ab #1aa961 HEX #1c3323 #26354a #333232
PANTONE percentages refer to colour tint (for accuracy)
used mainly for text/symbols on light backgrounds
Colours for the whole palette are drawn from nature — ocean, mountains, beaches, forests, fauna — and culture — farms, buildings, stonework, woodwork.
Tints of the above colours may be used as needed. 37 colour 7 islands trust visual style guide • april 2017 secondary palette
turquoise sky moss summer arbutus grass
CMYK CMYK CMYK CMYK CMYK 60 7 28 0 40 2 18 0 56 9 86 4 7 18 78 0 6 80 99 1
PANTONE PANTONE PANTONE PANTONE PANTONE 7472 C 325 C @ 77% 7737 C @ 88% 7406 C 166 C
RGB RGB RGB RGB RGB 97 185 186 150 209 210 120 173 84 239 202 86 225 88 38
HEX HEX HEX HEX HEX #61b9ba #96d1d2 #78ad54 #efca56 #e15826
PANTONE percentages refer to colour tint (for accuracy)
A wide range of secondary colour options allow individual islands to tailor communication materials to this specific audience and projects, and are designed to work well together. These secondary colours should always be used in tandem with one or more of the primary colours (ocean, lake or spring) to maintain Islands Trust recognition. Tints of the above colours may be used as needed. 38 colour 8 islands trust visual style guide • april 2017 neutrals
white cream sand sandstone driftwood fauna
CMYK CMYK CMYK CMYK CMYK 86 39 20 0 80 6 84 0 92 60 32 12 92 60 32 12 92 60 32 12
PANTONE PANTONE PANTONE PANTONE PANTONE Warm Grey 3 C @ 4535C @ 51% 414C @ 90% Black 7C @ 53% 7533C @ 81% 15% and lighter
RGB RGB RGB RGB RGB 247 245 242 233 204 205 176 175 170 148 144 141 106 88 78
HEX HEX HEX HEX HEX #f7f5f2 #e9e0cd #b0afaa #94908d #6a584e
PANTONE percentages refer to colour tint (for accuracy)
39 colour 9 islands trust visual style guide • april 2017 what to avoid
When pairing colours, make sure that there is adequate contrast for text. Below are three examples where contrast is insufficient, as well as a warning to avoid using Arbutus on or next to Lake.
This text is too This text is too This text is too Arbutus on Lake low-contrast. low-contrast. low-contrast. creates a visual vibration.
Turquoise on Sky Moss on Spring Fauna on Warm Black Arbutus on or with lake
When in doubt, use this tool: webaim.org/resources/contrastchecker Keep in mind this is a tool for contrast on-screen so may not be 100% accurate for printed material.
40 colour 10 typography
41 islands trust visual style guide • april 2017 typography
There are two font options that can be used together or Brix Sans solo depending on the context. Carrara is ideal for paragraphs The jukebox music puzzled a gentle visitor from a quaint in pieces like reports, articles valley town. and communications to other government agencies where a Extra Light Regular Bold more formal tone is desired. Extra Light Italic Regular Italic Bold Italic Light Medium Black Brix Sans is friendly, approachable, Light Italic Medium Italic Black Italic legible, professional, elegant. When Brix is not available, use PT Sans, which has the closest geometric similarity among free Carrara fonts. Available via Google Fonts. The jukebox music puzzled a gentle visitor from a quaint Carrara is sophisticated, valley town. professional and accessible. Extra Light Italic Extra Bold When Carrara is not available, Extra Light Italic Medium Extra Bold Italic use Rasa Bold for headlines and Lusitana for body (paragraph) Light Medium Italic Black text, both free via Google Fonts. Light Italic Bold Black Italic Note: Lusitana does not have italic. Regular Bold Italic
42 typography 12 islands trust visual style guide • april 2017 usage example headline guidelines Brix: Various weights and Headline in Brix Bold style depending on context Carrara: Always use Intro text in Carrara Regular semper lacus vel ipsum maxi- Carrara Black (or Black mus volutpat. Suspendisse et mauris ipsum. Fusce auctor orci Italic for italicized text) lectus. Aenean dapibus finibus nunc a cursus. Praesent mollis maximus libero, ullamcorper viverra risus convallis eget. Body text in Carrara Regular. Ut aliquam nunc sit amet nisi lacinia, quis condimentum ex egestas. Quisque tristique tincidunt tincidunt. Cras con- body guidelines dimentum, libero eget faucibus mollis, lorem mauris sodales augue, ac sem- Minimum paragraph font per leo augue sodales felis. Vivamus vel sapien sed lorem rhoncus sagittis. size for print: 11 pt Lorem ipsum dolor sit amet, consectetur adipiscing elit. Minimum caption font size for print: 9 pt Subheadline sample in Brix Regular Use proportional oldstyle Body text in Carrara Regular. Duis sit amet pretium magna. Sed commodo for numerals commodo interdum. Donec id iaculis enim. Orci varius natoque penatibus Line height: et magnis dis parturient montes, nascetur ridiculus mus. Donec blandit Carrara ~1.4x dolor a libero faucibus sagittis ut id est. Integer ut pellentesque libero, eu Brix ~1.35x vulputate libero.
43 typography 13 islands trust visual style guide • april 2017 usage example
Headline in Carrara Black Intro text in Brix Regular semper lacus vel ipsum maximus vo- lutpat. Suspendisse et mauris ipsum. Fusce auctor orci lectus. Aenean dapibus finibus nunc a cursus. Praesent mollis maximus libero, ullamcorper viverra risus convallis eget. Body text in Brix Regular. Ut aliquam nunc sit amet nisi lacinia, quis condi- mentum ex egestas. Quisque tristique tincidunt tincidunt. Cras condimentum, libero eget faucibus mollis, lorem mauris sodales augue, ac semper leo augue sodales felis. Vivamus vel sapien sed lorem rhoncus sagittis. Lorem ipsum do- lor sit amet, consectetur adipiscing elit.
Subheadline sample in Brix Regular Body text in Brix Regular. Duis sit amet pretium magna. Sed commodo com- modo interdum. Donec id iaculis enim. Orci varius natoque penatibus et mag- nis dis parturient montes, nascetur ridiculus mus. Donec blandit dolor a libero faucibus sagittis ut id est. Integer ut pellentesque libero, eu vulputate libero.
44 typography 14 photography
45 islands trust visual style guide • april 2017 photography dos
• Maintain good composition when photographing and cropping/placing images • Use interesting images • Include natural-looking photos of people, being as authentically diverse and inclusive as possible in terms of age, gender, ethnicity, etc. • Use high-quality, properly edited images • Photo resolution: 300 dpi for printing, 72 dpi for web • Make sure you have permission and give credit where required
46 photography 16 islands trust visual style guide • april 2017 photography don’ts
• Don’t use blurry, poorly focused or pixelated images (images 1–5) • Don’t use under- or 3 over-exposed images (6) • Avoid busy images that detract from the subject (1) or lack a clear focus (5) • Don’t use tokenistic or contrived images of diversity • Don’t use an image from 1 2 4 the web for printing without first checking if it’s high resolution or large enough to be resampled
5 6
47 photography 17 logo
48 islands trust visual style guide • april 2017 Islands Trust Logo Guidelines 1 logo guidelines
CorrectAUTHORIZED use USE TheThe visual visual identity identity is made is up made of up of two elements: 1 two elements: 1. the1. Islandsthe Islands Trust logo Trust (1) icon (1) 2. the2. wordmarkthe wordmark identifying identifying Islands Trust (2) Islands Trust (2) 2 TheseThese elements elements are NEVER are NEVER used separately used separately Font FONT TheThe font font used used is ITC is F loraITC Medium Flora Medium
ColourCOLOUR Spot colour: pms 562 (green) Spotand black colour: PMS 562 (green) and black ProcessProcess colour colour:: C76 C76 M0 Y47 M0 K30 Y47 K30
GREYSCALE When the logo appears in its greyscale version, it must appear in the same screened percentages as provided note Logo redesign was not part of this visual style development. The logo guide that follows is current as of April 2017 and may be modified in the future. BLACK ONLY 49 Use this version when a very small logo 19 logo is needed islands trust visual style guide • april 2017 logo guidelines
Greyscale When the logo appears in its greyscale version, it must appear in the same screened percentages as provided.
Black only Use this version when a very small logo is needed.
Reverse out When using the logo on a dark background, use this format (“ITlogo-colour-knockout” in available files).
50 logo 20 islands trust visual style guide • april 2017 2 Islandslogo Trust guidelines Logo Guidelines
Incorrect use UNAUTHORIZED USE • When using the full logo and wordmark together, in both the When using the full logo and wordmarkcolour andtogether the, in greyscale both the versions, do not change the relationship colourbetween and the the greyscale elements, or the position of the elements versions, do not change • theDo relationship not scale between the logo the in an unconstrained fashion elements, or the position of the • elementsDo not replace the wordmark font with any other font • Do not change the colours • Do not use the low resolution logo from the website for printwork. DoIt notwill scale not the appear logo in an crisp and clear unconstrained fashion
Do not replace the wordmark font with any other font Islands Trust Do not change the colours
Do not use the low resolution logo from the website for printwork. It will not appear crisp and clear 51 logo 21 islands trust visual style guide • april 2017 Islands Trust Slogan Guidelines 3 Slogan guidelines
Islands Trust Slogan Guidelines 3 Preserving Island communities, culture and environment
The IslandsThe T rustIslands slogan Trust is provided slogan is provided as a separate graphic element, Preserving Island communities,as a separate cultur graphice and element, envir and onment can be usedand separatelycan be used from the separately logo from the logo
FTONThe Islands Trust slogan is provided Tashe a separatefontFont used graphic is ITC F element,lora Medium and andcan beITC used Flora separately Bold for the from word the “logoIsland” The font used is ITC Flora Medium and ITC Flora Bold for the word CFONTOLOUR“Island” SpotThe font colour used: pmsis ITC 562 Flora (green) Medium and blackITC Flora Bold for the word “Island” ProcessColour colour: C76 M0 Y47 K30 COLOUR Spot colourSpot: pmscolour: 562 (green) PMS 562 (green) and black and blackProcess colour: C76 M0 Y47 K30 Preserving Island communities,Process cultur colour:e C76 and M0 Y47 envir K30 onment
A black only version is also supplied Preserving Island communities, culture and environment
A black only version is also supplied A black only version is also supplied
52 logo 22 islands trust visual style guide • april 2017 file format usage
If any other file format is EPS is a vector format and can be enlarged or required, please contact your communications specialist. reduced to any size without loss of quality. This is the recommended file format for logo usage for print.
TIFF is a “raster” format and should be enlarged to no more than 125%, or it will not print clearly. It can be reduced without quality loss, however.
JPG is also a “raster” format, but is more compressed to make the file size smaller. Do not use the JPG logo for printing. It is better to regenerate a JPG from the EPS file (for logos, illustrations) or original photograph if another size is needed than to resize JPGs, as the latter may result in quality loss.
PNG is similar to JPG but can be outputted transparent, making it ideal for use on the web and in PowerPoint presentations where a compatible colour is applied. See usage guidelines.
PDFs should be exported at 300 dpi (dots per inch) for printing. Images similarly should be 300 dpi for the best quality when printed.
53 logo 23
REQUEST FOR DECISION
To: Executive Committee For the Meeting of:: May 3 2017
From: David Marlor, Director of Local Planning Date: April 13, 2017 Services
SUBJECT: REQUEST FOR DECISION TO TRUST COUNCIL - AMENDMENTS TO TRUST COUNCIL POLICY 4.1.IX Inter-Local Trust Committee Community Planning Bylaw Referral Policy.
RECOMMENDATION: That Islands Executive Committee forward to Trust Council the Request for Decision re: Amendments to Trust Council Policy 4.1.ix Inter-Local Trust Committee Community Planning Bylaw Referral Policy.
CHIEF ADMINISTRATIVE OFFICER COMMENTS: The revised policy requires that local trust committees consider which of their planning projects may have an impact on an adjacent local trust committee or island municipalities, and provides a process for allowing consultation. The revised policy is updated to remove the requirement that all official community plan and land use bylaw amendments be referred to adjacent local trust committees, and is updated to include potential referrals to island municipalities. Amendments to the Policy require approval of Trust Council.
IMPLICATIONS OF RECOMMENDATION
ORGANIZATIONAL: No organizational implications. Staff will forward to Trust Council as part of the regular agenda package.
FINANCIAL: No financial impacts identified.
POLICY: No policy impacts identified.
IMPLEMENTATION/COMMUNICATIONS: On approval, staff will forward the attached Request for Decision and draft amended policy to Trust Council for consideration.
OTHER: No other issues identified.
BACKGROUND
The Executive Committee asked staff to report back on Trust Council Policy 4.1.ix Inter-Local Trust Committee Community Planning Bylaw Referral Policy. Trust Council adopted this policy on September 18, 1998. The policy delineates how local trust committees will implement a referral process for community planning bylaws affecting another local trust committee.
Islands Trust Request For Decision Page 1 54
The attached Request for Decision to Trust Council contains further background information.
REPORT/DOCUMENT: Request for Decision to Trust Council on Policy 4.1.ix Draft amended Policy 4.1.ix
KEY ISSUE(S)/CONCEPT(S): Request Trust Council to consider amendment to Policy 4.1.ix
RELEVANT POLICY: Islands Trust Council Policy 4.1.ix
DESIRED OUTCOME: Consideration by Trust Council on amendments to Policy 4.1.ix
RESPONSE OPTIONS
Recommended: That Islands Executive Committee forward the Request for Decision re: Amendments to Trust Council Policy 4.1.ix Inter-Local Trust Committee Community Planning Bylaw Referral Policy]. .
Alternative: 1. Recommend to Trust Council that it rescind Policy 4.1.ix Inter-Local Trust Committee Community Planning Bylaw Referral. Rescinding would revert to each local trust committee considering land use bylaw referrals without a guiding policy. Official community plan amendment referrals are already covered by Section 475 of the Local Government Act; there is no legislative referral requirement for land use bylaws that are consistent with official community plans. 2. Recommend to Trust Council that it expand the policy to include other referrals, or to require specific types of bylaws to be referred to adjacent local trust committees and island municipalities. This option would require further work to identify the types of bylaws and the circumstances under which they should be referred to adjacent local trust committees and island municipalities. 3. Not forward the Request for Decision to Trust Council. Staff will continue to operate under the current policy.
Prepared By: David Marlor Director of Local Planning Services
Reviewed By/Date:
______Russ Hotsenpiller, Chief Administrative Officer
Islands Trust Request For Decision Page 2 55
REQUEST FOR DECISION
To: Trust Council For the Meeting of:: June 2017
From: David Marlor, Director of Local Planning Date: April 13, 2017 Services
SUBJECT: AMENDMENTS TO TRUST COUNCIL POLICY 4.1.IX [Inter-Local Trust Committee Community Planning Bylaw Referral Policy].
RECOMMENDATION: That Islands Trust Council adopt amended Policy 4.1.ix Inter-Local Trust Committee Community Planning Bylaw Referral Policy.
CHIEF ADMINISTRATIVE OFFICER COMMENTS: The revised policy requires that local trust committees consider which of their planning projects may have an impact on an adjacent local trust committee or island municipalities, and provides a process for allowing consultation. The revised policy is updated to remove the requirement that all official community plan and land use bylaw amendments be referred to adjacent local trust committees, and is updated to include potential referrals to island municipalities.
IMPLICATIONS OF RECOMMENDATION
ORGANIZATIONAL: The revised policy should reduce workload as local trust committees may now refer only those bylaws they deem have a potential impact on an adjacent local trust committee or island municipality.
FINANCIAL: No financial impacts identified.
POLICY: No policy impacts identified.
IMPLEMENTATION/COMMUNICATIONS: On adoption, the new policy will be placed on the Islands Trust website, and local trust committees and planning staff will be briefed.
OTHER: No other issues identified.
BACKGROUND
Trust Council adopted Policy 4.1.ix Inter-Local Trust Committee Community Planning Bylaw Referral on September 18, 1998. The policy delineates how local trust committees must implement a referral process for community planning bylaws that affect another local trust committee.
Islands Trust Request For Decision Page 1 56 The current policy requires that a local trust committee refer all community planning bylaws to any local trust committee that has contiguous boundaries. This referral process includes: providing notice of intent indicating aims and general time frames for the bylaw process, as well as liaison options; providing a copy of the draft bylaw at least 30 days prior to First Reading; providing opportunity for either party to require consultation; and providing a copy of the final bylaw as soon as practical after adoption.
The policy was adopted prior to the incorporation of Bowen Island Municipality; therefore, the current policy does not apply to Bowen Island Municipality.
The current policy requires the local trust committee in the left column of the table below to provide notice of and a copy of all draft community planning bylaws to the local trust committee noted to the right.
Local Trust Committee Policy 4.1.ix requires all community planning bylaws to be referred to the following local trust committees: Bellenas-Winchelsea Denman, Gabriola, Hornby and Lasqueti Denman Bellenas-Winchelsea, Hornby Gabriola Bellenas-Winchelsea, Gambier, Thetis Galiano Gambier, Mayne, Salt Spring Hornby Bellenas-Winchelsea, Denman, Lasqueti Lasqueti Bellenas-Winchelsea, Gambier, Hornby Mayne Galiano, North Pender, Saturna, Salt Spring North Pender Mayne, Saturna, South Pender, Salt Spring Saturna Mayne, North Pender, South Pender South Pender North Pender, Saturna Salt Spring Mayne, North Pender, Thetis Thetis Gabriola, Galiano, Gambier, Salt Spring
Many of the policy and regulatory changes have no impact on adjacent local trust committees; therefore, the requirement to send all community planning bylaws to adjacent local trust committees may be unnecessary.
To address this, staff recommends that the policy be amended to allow each local trust committee to determine which local trust committee or island municipality could be impacted by a proposed policy or regulatory change, and determine if there is a need to undertake consultation with that local trust committee or island municipality. The proposed approach is modelled on the current legislative process requirement for local governments to consider early and on-going consultation for official community plan amendments under s.475 of the Local Government Act. The revised policy includes islands municipalities as a body to which local trust committee should consider referral of community planning bylaws. The policy does not require island municipalities to refer their bylaws to adjacent local trust committees.
REPORT/DOCUMENT: Draft amended Policy 4.1.ix.
KEY ISSUE(S)/CONCEPT(S): Ensure referrals to adjacent local trust committee and island municipalities are appropriate.
RELEVANT POLICY: Islands Trust Council Policy 4.1.ix.
Islands Trust Request For Decision Page 2 57
DESIRED OUTCOME: Amended policy that ensures efficient use of resources and appropriate referrals.
RESPONSE OPTIONS
Recommended: That Islands Trust Council adopt amended Policy 4.1.ix Inter-Local Trust Committee Community Planning Bylaw Referral Policy.
Alternative: 1. Rescind Policy 4.1.ix Inter-Local Trust Committee Community Planning Bylaw Referral. Rescinding would revert to each local trust committee considering land use bylaw referrals without a guiding policy. Official community plan amendment referrals are already covered by Section 475 of the Local Government Act; there is no legislative referral requirement for land use bylaws that are consistent with official community plans. 2. Retain the current policy. The current policy, which does not recognize island municipalities, requires local trust committees to forward all official community plan and land use bylaw amendments to adjacent local trust committees. 3. Expand the policy to include other referrals, or to require specific types of bylaws to be referred to adjacent local trust committees and island municipalities. This option would require further work to identify the types of bylaws and the circumstances under which they should be referred to adjacent local trust committees and island municipalities.
Prepared By: David Marlor, MCIP, RPP Director of Local Planning Services
Reviewed By/Date: Executive Committee/May 3,2017
______Russ Hotsenpiller, Chief Administrative Officer
Islands Trust Request For Decision Page 3 58 Chapter 4.Section 1.Subsection ix. DRAFT Page 1
4.1.ix. Policy
INTER-LOCAL TRUST COMMITTEE COMMUNITY PLANNING BYLAW REFERRAL
Trust Council: September 18, 1998; updated March 27, 2017
A: PURPOSE:
To delineate how a local trust committee will implement a local trust committee referral process for community planning bylaws affecting another local trust committee or island municipality.
B: PRINCIPLES:
The inter-local trust committee referral process is premised on the following principles:
recognition of each local trust committee’s jurisdiction for making community planning decisions within their local trust area;
acknowledgement of the potential impact of a local trust committee’s land planning activities on the land use planning authority within another local trust area;
an understanding that obligations for inter-local trust committee community planning bylaw referrals are in addition to any statutory obligations that local trust committees may have respecting the referral of community planning bylaws.
an understanding that inter-local trust committee bylaw referrals process will be based on best effort and the deficiencies in such efforts shall not be cause to invalidate the community planning decision of a local trust committee.
ISLANDS TRUST POLICY MANUAL C:\Program Files\eScribe\TEMP\835859131\835859131,,,41ix Inter-LTC Community Planning Bylaw Referral.doc 59 Chapter 4.Section 1.Subsection ix. DRAFT Page 2
C: POLICY:
1.1. During development of an official community plan or land use bylaw, a local trust committee must provide one or more opportunities it considers appropriate for consultation with contiguous local trust committees and island municipalities to promote the effective coordination of planning functions of the respective local trust committees and island municipalities.
1.2. For the purposes of subsection 1.1, local trust committees coordinating a community planning process should consider the potential impacts of the proposed official community plan amendment or land use bylaw amendment on the adjacent local trust committee area or island municipality, including but not limited to visual, noise, traffic, economic, environmental or other potential impacts.
1.3. If a local trust committee coordinating a community planning bylaw initiative deems that consultation is necessary, the local trust committee must:
a) prior to first reading of a proposed OCP or LUB, deliver to the other relevant local trust committee(s) and/or island municipality a “Notice of Intent” indicating the aims and general time frames for the process including local trust committee liaison; and
b) deliver a draft copy of the community planning bylaw document to the local trust committee(s) and/or island municipality having contiguous boundaries forty-five (45) days prior to first reading for comment.
1.1. Either local trust committee or island municipality may give written notice requesting a consultation meeting be conducted by the local trust committee coordinating the community planning process within forty-five (45) days of receipt of the draft community planning bylaw document.
ISLANDS TRUST POLICY MANUAL C:\Program Files\eScribe\TEMP\835859131\835859131,,,41ix Inter-LTC Community Planning Bylaw Referral.doc 60 MEMORANDUM File No.: 3030-02 (Denman LTC General) DATE OF MEETING: May 3, 2017 TO: Executive Committee FROM: Ann Kjerulf, Regional Planning Manager Northern Team COPY: David Marlor, Director of Local Planning Services SUBJECT: Islands Trust Minutes Guidelines
PURPOSE The purpose of this memorandum is to forward a request of the Denman Island Local Trust Committee (LTC) to the Executive Committee following a resolution made by the LTC on March 7, 2017:
DE-2017-014 It was MOVED and SECONDED, That the Denman Island Local Trust Committee request Executive Committee to provide a report to Trust Council about minute taking guidelines and best practices. CARRIED The resolution arose from discussion of previous LTC meeting minutes where members of the public and trustee questioned the removal of individual names from minutes. For instance, when referring to public comments, the minutes would state, “a member of the public commented that ….”, or, when referring to trustee comments, the minutes would state, “a trustee expressed concern that …”.
Staff are of the opinion that Trustee Busheikin, as a member of the Denman Island LTC and the Executive Committee, will be able to further elaborate on this concern.
Reference Islands Trust Council Policy 6.13 - Islands Trust Minutes Guidelines:
http://www.islandstrust.bc.ca/media/249309/613islandstrustminutesguidelines.pdf
Submitted By: Ann Kjerulf, MCIP, RPP April 27, 2017 Regional Planning Manager
Concurrence: [Managing Staff Name, Credentials Select Date. Title]
C:\Program Files\eScribe\TEMP\14193482537\14193482537,,,EC Memo re Minute Taking.docx Islands Trust Memorandum 1 61 Chapter 6. Section 13. Page 1 6.13 Minutes Guidelines
ISLANDS TRUST MINUTES GUIDELINES Trust Council: June 13, 2012
A: PURPOSE:
1. To provide guidelines for the preparation of meeting minutes for all Islands Trust bodies.
2. To provide for a high standard of organizational minute taking, which includes consistency of format and general content of minutes across all Islands Trust bodies.
3. To ensure that properly called and constituted meeting minutes are recorded, prepared, distributed and filed in a consistent manner and available for public viewing in keeping with statutory requirements.
B: APPLICATION: These guidelines apply to the minutes of all Islands Trust bodies including: Trust Council, Executive Committee, Financial Planning Committee, Local Planning Committee, Trust Programs Committee, Trust Fund Board, Local Trust Committees, and all standing, select, or other committees, including advisory committees and commissions appointed by these bodies, and Boards of Variance.
C: REFERENCES:
1. Community Charter Sections 90, 91, 92, 95, 97, 100 2. Freedom of Information and Protection of Privacy Act 3. Applicable Islands Trust procedures bylaws: Bylaw 101 – Trust Council & Council Committees; Bylaw 1 – Trust Fund Board; and Local Trust Committee procedures bylaws: Bylaw 163 – Denman Island; Bylaw 225 – Gabriola Island; Bylaw 162 – Galiano Island; Bylaw 87 – Gambier Island; Bylaw 118 – Hornby Island; Bylaw 74 – Lasqueti Island; Bylaw 126 – Mayne Island; Bylaw 156 - North Pender Island; Bylaw 391 – Salt Spring Island; Bylaw 83 – Saturna Island; Bylaw 93 – South Pender Island; and Bylaw 78 – Thetis Island 4. Local Government Act Sections 236, 237 5. Robert’s Rules of Order, Newly Revised – 11th Edition. 6. Mina, Eli, “Mina’s Guide to Minute Taking – Principles, Standards & Practical Tools”, Eli Mina Consulting, Vancouver, BC, [email protected], www.elimina.com 7. Cryderman, Paula, “Minutes to Success”, Canadian Secretary, May 1985
ISLANDS TRUST POLICY MANUAL K:\Manuals\IT Policy Manual\Chapter06\613 Islands Trust Minutes Guidelines - Policy.docx 62 Chapter 6. Section 13. Page 2
D: GUIDELINES:
1. PURPOSE OF MINUTES: Minutes are a formal public record of all proceedings passed at meetings of Trust bodies. The minutes shall record every resolution of the body including every resolution closing a meeting to the public, the reading and adoption of every bylaw, and every declaration made in relation to a conflict of interest.
2. MINUTES STANDARD: The recommended standard for Islands Trust minutes will be anecdotal minutes which include the decisions/actions and objective summaries of discussion or debate leading to decisions, as deemed necessary. Ideally, such minutes contain point-form summaries of debate and discussion and do not attribute comments to individual members. This style of minutes falls in between decision-only and verbatim minutes and is the recommended standard for minutes in most cases.
3. DRAFT MINUTES FORMAT
3.1 Draft minutes must be prepared in accordance with Policy 6.13 Islands Trust Minutes Guidelines, in the standard format lay-out as set out in: Appendix 1 to Policy 6.13 (sample open meeting minutes); and Appendix 2 to Policy 6.13 (sample closed meeting – in camera – minutes) which include wording for standard motions and decisions and as prescribed in the templates designed for the electronic meeting management system used by Islands Trust.
The Legislative Services Manager is authorized to create, maintain and amend the Appendices, as required from time to time, for approval by Executive Committee.
3.2 Draft minutes shall be prepared by Islands Trust staff within 7 days of the meeting.
3.3 Draft minutes shall be prepared by contract minute takers within the time period set out in the contract, which in any event must not exceed 7 days from the day of the meeting.
3.4 Minimum Content
The following are the minimum content requirements for meeting minutes: i. at the beginning, list the type of meeting (e.g. regular, special, in- camera, community information, town hall, etc.); ii. name of the body, date and location of the meeting; iii. list the Council/Committee members as Present, Absent or Regrets, as appropriate;
ISLANDS TRUST POLICY MANUAL K:\Manuals\IT Policy Manual\Chapter06\613 Islands Trust Minutes Guidelines - Policy.docx 63 Chapter 6. Section 13. Page 3 iv. members participating in a meeting by audio or audio/visual electronic means are deemed to be present at a meeting; indicate the method of the electronic communication in brackets after the member’s name, e.g. Trustee Smith (by telephone); or, where numerous members are attending by electronic means, indicate their presence in a grouping, e.g. Present by telephone: Trustees Jones, Smith ….; v. separately list staff and other guests present; vi. include full names for members, staff and guests and their respective positions or titles; vii. indicate the approximate number of members of the public present; viii. no abbreviations other than recognized planning abbreviations or standard contractions shall be used; ix. the time the meeting was called to order; x. Chair’s welcoming remarks to be included in summary or point form; if acknowledged by the Chair, include a statement that the meeting is being held in First Nations territory; xi. list items as they appear on the agenda; the order of the agenda may be changed by the meeting participants; xii. document the decisions made by motion for each item listed on the agenda or added under New Business, or a specific direction not made by a motion; viii.if a member makes a declaration of conflict of interest under Section 100(2) of the Community Charter, or having made such a declaration and subsequently obtained legal advice makes a further declaration under Section 100(4), the Recorder shall record the declaration, the reasons given for it and the time of the member’s departure from the meeting and, if applicable, the time of the member’s return to the meeting; ix. any member who so requests may have their comment(s) recorded “for the record” in the draft minutes; x. record when a member enters the meeting after it has commenced and when a member leaves or returns to the meeting; xi. when recording comments of a member or a chair, the member will be addressed by the title “Trustee” followed by the member’s surname and the chair will be addressed by the title “Chair” followed by the chair’s surname; xii. note time of adjournment of the meeting; xiii. put in signature block at the end of the minutes including a line for the Chair to sign as well as a line for the Recorder to certify minutes.
3.5 Discussion and Debate by Meeting Members If discussion or debate is included it shall: be minimal be very concise be in summary or point form pertain only to the item being considered
ISLANDS TRUST POLICY MANUAL K:\Manuals\IT Policy Manual\Chapter06\613 Islands Trust Minutes Guidelines - Policy.docx 64 Chapter 6. Section 13. Page 4 not attribute comments or actions to a Trust body as a whole unless the specific decision or direction is made in the form of a motion when summarizing member statements or positions of support or concern, qualify the reference by using the following terms: “some Trustees” or “some ______Committee members” or “Trustees”.
As directed by Roberts Rules of Order, minutes are a record of what happened at a meeting, not what was said, so leave out:
i. direct speech or quotes except as formal motions; ii. names of people making suggestions or comments unless reference is to a motion, decision, agreement to follow-up, or delegation of a specific task to a named person. The exception to this is if a member expressly requests that his or her comment(s) be recorded “for the record”; iii. off-topic comments or discussion; iv. details of a lengthy discussion that reaches no conclusion.
3.6 Common Principles for Recording Effective Minutes – Note that a quorum must be present for the meeting to begin. If a quorum is not present, the meeting may continue but no motions or decisions can be made.
To assist the Chair when required, Recorders must keep track of the status of all motions on the floor as well as the order of meeting proceedings in relation to the approved agenda. Prior arrangements may be made with the Chair on the most appropriate way to alert the Chair to a problem or issue which arises during the meeting. Such arrangements may include passing a note, speaking up or showing a cue card (e.g. repeat the motion, take the vote, etc.).
When recording and preparing minutes, the following general principles will apply:
i. completeness and accuracy in recording all motions made and actions taken; ii. if unsure of the wording of a motion, ask permission to read it out loud for confirmation; iii. professionalism (thoroughly reviewed, no typos or grammatical errors); iv. consistent in form and content and laid out in accordance with Islands Trust format standards so that they are clear, appealing and easy to read; v. written in plain, easily understood language; vi. written in the third person using past tense; vii. minutes do not carry or imply the opinions of the recorder;
ISLANDS TRUST POLICY MANUAL K:\Manuals\IT Policy Manual\Chapter06\613 Islands Trust Minutes Guidelines - Policy.docx 65 Chapter 6. Section 13. Page 5 viii. written in sufficient detail to allow a person who was not at the meeting to understand what business was transacted and the reasoning behind decisions; ix. where a staff member presents a staff report or other agenda material at a meeting, provide a concise executive style summary of the key issues or concepts covered; and leave out exhaustive information or minutia which is available by reading the report itself; x. focus on decisions, key points, ideas, arguments and facts presented and not on the individuals present (record points, not people); xi. with the exception of agenda items such as Trustee Reports or Chair’s Report, maintain a collective focus on the body as a whole and not what each individual said or did; summaries of debate or discussion shall be done in concise point-form and not in essay style; xii. identify details of any documents or material related to agenda items, e.g. type, author, date, subject.
3.7 Delegations Presentations made by a delegation or speaker shall be very briefly summarized in one or two sentences, i.e. the delegation was in favour/opposed to an item on the agenda, or an indication of what the delegation wants the Islands Trust to do. Reference shall be made in the minutes to any written documentation received from the delegation that is being kept for the record including the type, author, date of material and subject.
3.8 Local Trust Committee Community Information Meetings and Town Hall Meetings Whether as a stand-alone meeting, or as a portion of a Local Trust Committee meeting, these minutes shall contain a synopsis of the issue(s) being discussed and a point form summary of the comments made by the public attending the meeting. If several members of the public raise the same views or comments, it is not necessary to restate those comments repeatedly. Public commentary may include the speaker’s name, however personal information such as the speaker’s street address or email address shall not be included in the minutes.
3.9 Motions i. A motion is on the floor when it has been moved and seconded. ii. With the exception of Trust Council minutes, it is not necessary to record the name of the member who moved or seconded a motion. For example: a. Trust Council: MOVED by Trustee Jones, SECONDED by Trustee Smith, that … b. All other Trust bodies:
ISLANDS TRUST POLICY MANUAL K:\Manuals\IT Policy Manual\Chapter06\613 Islands Trust Minutes Guidelines - Policy.docx 66 Chapter 6. Section 13. Page 6 It was MOVED and SECONDED that…. iii. Record the result of the motion i.e. CARRIED, DEFEATED or WITHDRAWN; iv. Anyone wishing to be recorded as having an opposite vote will be noted as follows: CARRIED Trustees Jones, Cook and Smith Opposed v. Amendments to motions shall be recorded. Only two amendments may be made to the original motion and are voted on in reverse order. vi. Where there is agreement by the body to change a motion without a formal amending process, the resulting motion is to be recorded. vii. Routine and non-controversial decisions such as: approval of the agenda adoption of minutes handling reports and correspondence, i.e. receipt or endorsement of material, or direction to staff and members approval of meeting rules (e.g. speaking protocol, speaking limits, etc.) adjournment may be made by consensus, if there is no objection from members, and shall be recorded in the event a motion is not put. Consensus-based decisions, as stated by the Chair, shall be formatted to stand out in the minutes in the same way as motions so that they are easily identified. viii. Numbering of Motions: Each motion shall be identified in the minutes by: a code identifying the Trust body, a sequential number, and the year. A separate number shall be assigned for each motion to amend, withdraw or table a motion already on the floor. It is not necessary to assign a new number where a motion has been made, then amended once or twice, and restated in the minutes with the inclusion of the amendments, for the final vote on the main motion, as amended. ix. Where there is considerable discussion or debate on a motion, which results in either a member or the Chair calling for the question on motion to be put, the following phrase may be used: “The question on the motion was then called, CARRIED”
3.10 In Camera or Closed Meeting Minutes i. A motion must be made in an open meeting to close a meeting in accordance with the Community Charter and go in camera. ii. In camera minutes are to include only motions made, and no summary of discussion or debate. iii. Minutes of in camera meetings are to be a separate document and kept separately. iv. Motions to close a meeting and Rise and Report shall be in accordance with the samples provided in Appendix 2.
ISLANDS TRUST POLICY MANUAL K:\Manuals\IT Policy Manual\Chapter06\613 Islands Trust Minutes Guidelines - Policy.docx 67 Chapter 6. Section 13. Page 7 4. DISTRIBUTION OF DRAFT MINUTES
4.1 Once draft minutes have been prepared by the Recorder, they must be vetted as follows: a) proof-read and spell checked by the Secretary or designate; b) reviewed for content by a second designated staff person who attended the meeting; c) finally, reviewed by the Chair of the Trust body for informal feedback before circulation to members and posting on the Islands Trust website. The Chair may make suggestions to enhance the clarity and accuracy of the minutes, but may not alter the draft minutes to modify decisions with which she or he disagrees. Any substantive changes must be brought to the next meeting for formal amendment by the body; and d) returned to the Secretary or designate for distribution.
4.2 Prior to distribution the word "DRAFT" shall be: prominently placed at the top of the front page, within the footer of each page, and as a diagonal watermark across each page.
4.3 Draft minutes are distributed to Trustees prior to the Trust body meeting where the draft minutes are to be considered for adoption.
4.4 The Secretary or designate is responsible for: a) making copies or otherwise distributing draft minutes in accordance with the agreed upon distribution list; and b) publishing the “open meeting” draft minutes to the Islands Trust website, once they have been vetted in accordance with section 4.1, have had the word “DRAFT” applied in accordance with section 4.2, and provided that they are accompanied by a standard Islands Trust disclaimer to the effect that Minutes are not official until adopted at the next meeting or a subsequent meeting.
5. ADOPTING MINUTES Minutes are not official until adopted at the next meeting.
5.1 Draft minutes of the previous meeting must be brought forward to a subsequent meeting of the Trust body for adoption. The draft minutes shall be adopted by consensus or by a motion of the Trust body.
5.2 Draft “open meeting” minutes may be adopted through a Resolution Without Meeting instead of being adopted at the subsequent meeting, if required.
5.3 As an exception, draft “in camera” minutes shall be adopted at a subsequent In Camera meeting and cannot be adopted by Resolution Without Meeting. Note that staff may act on a matter decided by
ISLANDS TRUST POLICY MANUAL K:\Manuals\IT Policy Manual\Chapter06\613 Islands Trust Minutes Guidelines - Policy.docx 68 Chapter 6. Section 13. Page 8 resolution at an in camera meeting, without waiting for the minutes to be adopted.
5.4 Once the draft minutes have been adopted, the word "DRAFT" will be: removed from the top of the first page, replaced by the word "ADOPTED" in the footer of each page of the adopted minutes, and the watermark removed.
5.5 As soon as possible following adoption of the minutes the Secretary or designate will publish the adopted “open meeting” minutes to the Islands Trust website, replacing the draft minutes of the same meeting.
5.6 The Secretary or designate will ensure that both the Recorder and the Chair sign the original copy of the adopted minutes on the signature lines, which appear on the last page of all minutes, and will file the minutes as required under Section 7.1 of these guidelines.
6. AVAILABILITY OF MINUTES TO THE PUBLIC
6.1 Adopted minutes, other than minutes of a closed meeting, shall be open for inspection by any person and any person may have copies and extracts of the minutes made at all reasonable times upon request and on payment of the fee of 25 cents per page (Community Charter Sections 95, 97).
6.2 The Secretary or designate is responsible for ensuring that adopted minutes are published to the Islands Trust website.
7. FILING
7.1 Original signed minutes must be filed directly into minute files and stored in fire proof cabinets located in each Islands Trust office after appropriate copies have been distributed. An electronic copy of the adopted minutes will be filed in the electronic meeting management program minutes library.
7.2 Minutes are an historical record of decisions, directions and policies of the Islands Trust and are to be retained as a permanent record.
Appendices (attached) 1. Appendix 1 to Policy 6.13 Islands Trust Minutes Guidelines: Sample Open Meeting Minutes
2. Appendix 2 to Policy 6.13 Islands Trust Minutes Guidelines: Sample Closed Meeting – In Camera - Minutes –
3. Appendix 3 to Policy 6.13 Islands Trust Minutes Guidelines: Suggested verbs to use in discussion summaries
ISLANDS TRUST POLICY MANUAL K:\Manuals\IT Policy Manual\Chapter06\613 Islands Trust Minutes Guidelines - Policy.docx 69 APPENDIX 1 to Policy 6.13 Islands Trust Minutes Guidelines: SAMPLE OPEN MEETING MINUTES
Index of Sample Wording to be Used
Item # in Sample Minutes Topic a. Item 2 Approval of agenda – either by motion or consensus, including adding or deleting items and changing the order b. Item 3 Adoption of minutes – by motion or consensus c. Item 4.1.3 Bylaw readings d. Item 4.2.2 Amending a motion and assigning Resolution Numbers e. Item 4.3.1 Example of point form or summarized discussion f. Item 6.1 Motion to Close Meeting – done in open meeting; cite the basis for going in camera directly from the Community Charter
g. Item 7 Rise and Report – done in open meeting – list only those items included in Rise and Report motion(s) from the in camera meeting h. Item 9 Adjournment - either by motion or consensus
70 APPENDIX 1 to Policy 6.13 Islands Trust Minutes Guidelines: SAMPLE OPEN MEETING MINUTES (including wording for standard motions and decisions)
Executive Island Local Trust Committee Minutes of a Regular* Meeting [* OR Special, Community Information, Town Hall]
Date of Meeting: Wednesday, May 30, 2012 Location: Islands Trust Office Boardroom, 200-1627 Fort Street, Victoria, BC
Members Present: Susan White, Chair Brian Gray, Local Trustee Adam Black, Local Trustee
Regrets: Michael Green, Local Trustee
Staff Present: Ken Kona, Island Planner Mary Smith, Recorder
Staff Absent: Brenda Leader, Regional Planning Manager
Media and Others Five members of the public Present:
1. CALL TO ORDER
The meeting was called to order at 10:04 am. Chair Susan White acknowledged that the meeting was being held in traditional territory of the Coast Salish First Nations. Trustees and staff were introduced.
2. APPROVAL OF AGENDA
The following additions to the agenda [or deletions or reordering of items] were presented for consideration: 4.3.2 Correspondence from Charles Jones dated May 28, 2012 re: Oil Tanker Traffic 4.4.1 EC-RZ-2011.2 (Paul John) Staff Report dated May 1, 2012
By general consent the agenda was approved, as amended. OR By general consent the agenda and addendum were approved. Executive Island Local Trust Committee Minutes May 30, 2012 DRAFT Page 2 71 APPENDIX 1 to Policy 6.13 Islands Trust Minutes Guidelines: SAMPLE OPEN MEETING MINUTES (including wording for standard motions and decisions)
OR EC 99/12 It was MOVED and SECONDED, that the agenda and addendum be approved. CARRIED
3. MINUTES AND FOLLOW-UP ACTION
3.1. Minutes of Meetings/Resolutions Without Meeting
3.1.1. Executive Island Local Trust Committee Minutes of March 5, 2012
EC 100/12 It was MOVED and SECONDED, that the Executive Island Local Trust Committee Minutes of March 5, 2012 be adopted. CARRIED OR EC 100/12 It was MOVED and SECONDED, that the Executive Island Local Trust Committee Minutes of March 5, 2012 be amended by deleting the phrase “except as indicated” in item 4.1.1, and that the minutes be adopted as amended.
CARRIED OR
By general consent the Executive Island Local Trust Committee Minutes of March 5, 2012 were adopted [,as amended].
3.2. Follow-up Action List
The follow-up action list was reviewed.
4. BUSINESS ITEMS
4.1 Trustees Report
Trustee Gray reported that he attended a briefing session in Nanaimo, BC on May 14, 2012 regarding proposed ferry fare increases within the Islands Trust area.
Executive Island Local Trust Committee Minutes May 30, 2012 DRAFT Page 3 72 APPENDIX 1 to Policy 6.13 Islands Trust Minutes Guidelines: SAMPLE OPEN MEETING MINUTES (including wording for standard motions and decisions)
Trustee Black advised that he participated in a meeting in Courtenay, BC on May 17, 2012 with Comox Valley Regional District elected and staff representatives on various matters of common interest.
4.2 Bylaws
4.2.1. Executive Island Local Trust Committee Bylaw No. 263
Staff indicated that Executive Island Bylaw No. 263 was a bylaw which set out notification procedures for bylaw enforcement.
EC 101/12 It was MOVED and SECONDED, that Executive Island Local Trust Committee Bylaw No. 263, cited as “Executive Island Local Trust Committee Bylaw Enforcement Notification Bylaw, No. 263, 2011”, be read a first time. CARRIED
EC 102/12 It was MOVED and SECONDED, that Executive Island Local Trust Committee Bylaw No. 263, cited as “Executive Island Local Trust Committee Bylaw Enforcement Notification Bylaw, No. 263, 2011”, be read a second time. CARRIED
EC 103/12 It was MOVED and SECONDED, that Executive Island Local Trust Committee Bylaw No. 263, cited as “Executive Island Local Trust Committee Bylaw Enforcement Notification Bylaw, No. 263, 2011”, be read a third time. CARRIED
EC 104/12 It was MOVED and SECONDED, that Executive Island Local Trust Committee Bylaw No. 263, cited as “Executive Island Local Trust Committee Bylaw Enforcement Notification Bylaw, No. 263, 2011”, be adopted. CARRIED
Executive Island Local Trust Committee Minutes May 30, 2012 DRAFT Page 4 73 APPENDIX 1 to Policy 6.13 Islands Trust Minutes Guidelines: SAMPLE OPEN MEETING MINUTES (including wording for standard motions and decisions)
4.3 Correspondence
4.3.1. Letter from Residents & Owners Association of Executive Island dated May 2, 2012 re: Authority for Beach Accesses
Committee members reviewed and discussed the above noted letter which requested the Trust Committee to consider alternatives to the current authority and approval process for providing beach accesses on the island.
By general consent Committee directed staff to prepare a response for the Chair’s signature.
4.3.2 Correspondence from Charles Jones dated May 28, 2012 re: Oil Tanker Traffic
EC 105/12 It was MOVED and SECONDED, that the letter from Charles Jones dated May 28, 2012 be forwarded to the Federal Minister of the Environment.
EC 106/12 It was MOVED and SECONDED, that the motion be amended by adding the words “with the other letters received to date on this topic” to the end of the motion. CARRIED The question on the motion, as amended, was then called, CARRIED OR
The question on the following motion, as amended, was then called:
That the letter from Charles Jones dated May 28, 2012 be forwarded to the Federal Minister of the Environment with the other letters received to date on this topic. CARRIED
4.4 Applications and Permits
4.4.1 EC-RZ-2011.2 (Paul John) Staff Report dated May 1, 2012
Planner Kona presented the staff report and recommended an updated definition of affordable housing which was distributed to Committee with the addendum agenda. She indicated that the rezoning proposal had been referred to the
Executive Island Local Trust Committee Minutes May 30, 2012 DRAFT Page 5 74 APPENDIX 1 to Policy 6.13 Islands Trust Minutes Guidelines: SAMPLE OPEN MEETING MINUTES (including wording for standard motions and decisions)
Advisory Planning Commission in April and that the Commission recommended in favour of moving forward with the rezoning.
There was discussion on the proposal and the following points were raised: annual review and regulation of the number of occupants is required; a definition of affordable housing in the Land Use Bylaw is needed; consider specific versus generic terminology in the definition.
EC 106/12 It was MOVED and SECONDED, that staff be requested to amend the draft definition of “affordable housing” to remove specific low income requirements.
During debate the reasons for drafting the new affordable housing definition and changing the income cutoff for eligibility were considered.
CARRIED
5. NEW BUSINESS – None.
6. CLOSED MEETING
6.1 Motion to Close the Meeting
EC 107/12 It was MOVED and SECONDED, that the meeting be closed to the public in accordance with the Community Charter, Part 4, Division 3, s. 90(1)(a) personal information about an identifiable individual who is being considered for a position appointed by the Committee and that the recorder and staff attend the meeting. CARRIED
Committee closed the meeting at 11:05 am
By general consent Committee reconvened in open meeting at 11:11 am to rise and report [OR without report].
7. RISE AND REPORT
Chair White reported on the following:
Executive Island Local Trust Committee Minutes May 30, 2012 DRAFT Page 6 75 APPENDIX 1 to Policy 6.13 Islands Trust Minutes Guidelines: SAMPLE OPEN MEETING MINUTES (including wording for standard motions and decisions)
Appointments to Executive Island Advisory Planning Commission Jim Brown and Bob Black were appointed for a term to begin June 1, 2012 and to expire May 31, 2013; and Don Green was appointed for a term to begin June 1, 2012 and to expire May 31, 2014.
8. NEXT MEETING
The next meeting will take place on June 8, 2012.
9. ADJOURNMENT
By general consent the meeting adjourned at 11:13 am.
OR EC 108/12 It was MOVED and SECONDED, that the meeting be adjourned at 11:13 am. CARRIED
______Susan White, Chair
CERTIFIED CORRECT:
______Mary Smith, Deputy Secretary and Recorder
Executive Island Local Trust Committee Minutes May 30, 2012 DRAFT Page 7 76 APPENDIX 2 to Policy 6.13 Islands Trust Minutes Guidelines SAMPLE CLOSED MEETING – IN CAMERA – MINUTES
Index of Sample Wording to be Used
Item # in Sample Minutes Topic a. Item 2 Approval of agenda – either by motion or consensus b. Item 3 Adoption of minutes – either by motion or consensus c. Item 4.1 Appointment of Commission members plus motion to Rise and Report
Note: Preferably, a recommendation to rise and report should form part of the staff recommendation(s) in the report to the Trust body, wherever applicable. If the report does not include a rise and report recommendation, then it can be added at the end of the motion when the recommendation is being MOVED. d. Item 5 Or, a rise and report motion can be made under the standing agenda item RISE AND REPORT at the end of the meeting and may cover all instances where the body reports out to the public. e. Item 6 Adjournment – either by motion or consensus
77 APPENDIX 2 to Policy 6.13 Islands Trust Minutes Guidelines: SAMPLE CLOSED MEETING – IN CAMERA - MINUTES (including wording for standard motions/decisions) Note: In Camera minutes will include only motions/decisions made and actions taken. No summary of discussion or debate is included.
Executive Island Local Trust Committee Minutes of the In Camera Portion of a Regular [or Special] Meeting
Date of Meeting: Wednesday, May 30, 2012 Location: Islands Trust Office Boardroom, 200-1627 Fort Street, Victoria, BC
Members Present: Susan White, Chair Adam Black, Local Trustee Brian Gray, Local Trustee
Regrets: Michael Green, Local Trustee
Staff Present: Ken Kona, Island Planner Mary Smith, Recorder
Staff Absent: Brenda Leader, Regional Planning Manager
Media and Others None Present:
1. CALL TO ORDER
The meeting was called to order at 11:05 am.
2. APPROVAL OF AGENDA
By general consent the agenda was approved, as amended. OR By general consent the agenda and addendum were approved. OR EC 109/12 It was MOVED and SECONDED, that the agenda [and addendum] be approved. CARRIED
Executive Island Local Trust Committee In Camera Minutes - CONFIDENTIAL May 30, 2012 DRAFT Page 2 78 APPENDIX 2 to Policy 6.13 Islands Trust Minutes Guidelines: SAMPLE CLOSED MEETING – IN CAMERA - MINUTES (including wording for standard motions/decisions) Note: In Camera minutes will include only motions/decisions made and actions taken. No summary of discussion or debate is included.
3. MINUTES
3.1. Executive Island Local Trust Committee In Camera Minutes of March 5, 2012
EC 110/12 It was MOVED and SECONDED, that the Executive Island Local Trust Committee In Camera Minutes of March 5, 2012 be adopted. CARRIED OR EC 110/12 It was MOVED and SECONDED, that the Executive Island Local Trust Committee In Camera Minutes of March 5, 2012 be amended by deleting the name of Linda Jones from the list of Staff Present, and that the minutes be adopted as amended. CARRIED
OR
By general consent the Executive Island Local Trust Committee In Camera Minutes of March 5, 2012 be adopted [as amended].
4. BUSINESS ITEMS
4.1 Appointments to Executive Island Advisory Planning Commission
EC 111/12 It was MOVED and SECONDED, 1) that the following persons be appointed to the Executive Island Advisory Planning Commission:
For a term to begin June 1, 2012 and to expire May 31, 2013 Jim Brown 1234 Seaway Road, Executive Island, BC V0N 1Z0 Bob Black 272 Starfish Lane, Executive Island, BC V0N 1Z0
For a term to begin June 1, 2012 and to expire May 31, 2014 Don Green 12 Straits Road, Executive Island, BC V0N 1Z0 (replacing Ann Jons) 2) and that Committee rise and report on the appointments. CARRIED
Executive Island Local Trust Committee In Camera Minutes - CONFIDENTIAL May 30, 2012 DRAFT Page 3 79 APPENDIX 2 to Policy 6.13 Islands Trust Minutes Guidelines: SAMPLE CLOSED MEETING – IN CAMERA - MINUTES (including wording for standard motions/decisions) Note: In Camera minutes will include only motions/decisions made and actions taken. No summary of discussion or debate is included.
5. RISE AND REPORT [Alternative if rise and report motion not included in motion appointing APC members – as in 4.1 above]
EC 112/12 It was MOVED and SECONDED, that the Executive Committee rise and report on the appointment of members to the Executive Island Advisory Planning Commission. CARRIED
6. ADJOURNMENT
By general consent the meeting adjourned at 11:11 am.
OR EC 113/12 It was MOVED and SECONDED, that the meeting be adjourned at 11:11 am. CARRIED
______Susan White, Chair
CERTIFIED CORRECT:
______Mary Smith, Recorder
Executive Island Local Trust Committee In Camera Minutes - CONFIDENTIAL May 30, 2012 DRAFT Page 4 80 Appendix 3 to Policy 6.13 Islands Trust Minutes Guidelines: Suggested verbs to use in discussion summaries
Common verbs for use by minute takers in place of the word “said” which may imply a direct quote, e.g. “John Doe or Trustee Smith said that….”
advised addressed announced acknowledged answered
cautioned claimed commented confirmed
estimated expressed (concern/opposition/support) explained indicated mentioned noted observed proposed recommended remarked reported spoke to or spoke on stated suggested summarized supported
Islands Trust January 10, 2014
81
REQUEST FOR DECISION
To: Executive Committee For the Meeting of:: May 5, 2017
From: Cindy Shelest, Director Administrative Date: April 25, 2017 Services
SUBJECT: VIRTUAL MEETINGS
RECOMMENDATION: That the Executive Committee approve a budget adjustment of $40,000 related to the strategic plan project “Technology investment to support electronic meetings”.
CHIEF ADMINISTRATIVE OFFICER COMMENTS: Executive Committee and Finance Planning Committee have received previous reporting regarding efforts to upgrade the standard of electronic meetings for Islands Trust Council and Committees, including preliminary costs that were adopted as part of the 2017/2018 budget. Staff have now prepared a detailed analysis that includes engagement with staff and Trustees and a technical assessment that indicates additional funds are required to provide a modern and effective meeting experience for participants. Given the Trustee concern expressed with meeting delivery and the potential cost savings associated with effective remote meetings, this request for funding is supportable. If the funding request is not supported, staff will respond to a reduced scope of the work and provide an associated costing.
IMPLICATIONS OF RECOMMENDATION ORGANIZATIONAL: The proposed budget increase will allow Information Services to complete work related to (1) improving the experience of Trustees attending council committee meetings virtually and (2) allow Trust Council members to attend Trust Council virtually. FINANCIAL: To complete the recommended work identified in the Business Solution Options documents attached to this RFD, an additional $40,000 (over the original $30,000 project estimate provided for in the annual budget) is required in the 2017-18 budget. It is recommended that the increase be funded by a transfer from the General Revenue Surplus Fund. A transfer of $40,000 would reduce the projected fund balance as of March 31, 2018 to $1,995,610 or 107% of the recommended balance. POLICY: Islands Trust Council Policy 6.5.ii Budget Control and Adjustment Authority, Section D.3 states that: When an actual or anticipated overexpenditure (whichever comes first) exceeds $20,000 for a project or general ledger budget line within an Operational Unit, management must inform the Executive Committee at the next scheduled Executive Committee meeting, and continue to provide reports on the status of the project or budget line to the Executive Committee on a monthly basis, or as frequently as requested by the Executive Committee. Upon being informed of an overexpenditure, the Executive Committee will decide what initial corrective action will be taken, if any. Copies of all Executive Committee notifications and reports on overexpenditures will be copied to members of the Financial Planning Committee.
Islands Trust Request For Decision Page 1 82 IMPLEMENTATION/COMMUNICATIONS: If approved, the Treasurer will provide a briefing to the Financial Planning Committee’s May 31, 2017 meeting. Information Services will be directed to proceed with implementation of the recommended business solutions. OTHER: None. BACKGROUND At its December 2016 meeting, Trust Council received staff’s response to the KPMG Information Systems Assessment report. One of the recommendations that was made by KPMG and supported by staff was that Islands Trust undertake a review of technology options for supporting on-line meetings in remote locations that could contribute to an improved experience for meeting administrators and participants. In addition, Trust Council included in its 2014-18 Strategic Plan Item T.7.1.1 - Amend Trust Council Meeting Procedure Bylaw to enable electronic attendance at TC meetings. It was identified as a top priority for Information Systems staff to explore ways to streamline our on-line meeting environment and improve the overall user experience. To support this request a $30,000 preliminary estimate for this project was included in the 2017-18 annual budget. A briefing was provided to Executive Committee at its February 15, 2017 meeting which provided an update on the project, identifying the steps that had been taken to date. A draft procedure to support virtual meetings was provided to the Executive Committee for initial review and forwarded to the Financial Planning Committee. The acceptance of the procedure provided the necessary framework for Information Services to move to the next step in the review process (following our project management framework) which was to build and define a business case and identify user requirements. It was determined that the needs for enabling electronic meeting attendance at Trust Council are different than the needs for improving the on-line meeting experience for Council Committee meetings (EC, FPC, LPC, TPC). Information Services proceeded to develop two Business Solutions Documents (BSD) which identify the technical needs for each phase of the project (one for Council Committees and one for Trust Council). The following activities have informed the recommendations in the BSDs: - A workshop was held with meeting administrators to gather their input on where our current meetings are experiencing problems. - A procedural document was drafted and reviewed by the Management Team, Executive Committee and Financial Planning Committee (FPC) members - One-on-one interviews were held with FPC members Having completed their detailed review and analysis, it became clear that the $30,000 estimated budget would not be sufficient to fund the solution to support the objectives of this project. It was identified that the budget required to complete these two projects is: VM Management – Council Committees Smart Board & TV Based Hardware $50,000* VM Management – Trust Council Hardware $15,000 Satellite Phone 5,000 20,000* Total project costs $70,000 Less previously approved budget request (30,000) Budget adjustment $40,000 (*Note: details supporting these amounts are provided in the BSD’s attached to this RFD)
Islands Trust Request For Decision Page 2 83 If the recommendations are to proceed, a budget adjustment is required. REPORT/DOCUMENT: Policy 6.5.ii Budget Control & Adjustment Authority Virtual Meeting Management (Council Committees) Business Solution Options Document Virtual Meeting Management (Trust Council) Business Solution Options Document KEY ISSUE(S)/CONCEPT(S): Virtual Meeting business solutions and budget adjustment. RELEVANT POLICY: Policy 6.5.ii Budget Control & Adjustment Authority. DESIRED OUTCOME: Provide an improved experience for Trustees attending council committee meetings virtually and allow Trust Council members to attend Trust Council virtually. RESPONSE OPTIONS Recommended: That the Executive Committee approve a budget adjustment of $40,000 related to the strategic plan project “Technology investment to support electronic meetings”.
Alternatives: Recommend no changes to the 2017-18 annual budget at this time. Request staff return with further advice regarding virtual meetings.
Prepared By: C. Shelest, Director of Administrative Services
Reviewed By/Date: April 27, 2017
______Russ Hotsenpiller, Chief Administrative Officer
Islands Trust Request For Decision Page 3 84 Chapter 6. Section 5. Subsection ii. Page 1
6.5.ii. Policy
BUDGET CONTROL AND ADJUSTMENT AUTHORITY Trust Council: March 10, 1993 Amended: June 10, 2004; March 13, 2008; September 16, 2010; September 11, 2013
A: PURPOSE:
1. This policy provides the authority by which periodic adjustments can be made to the approved annual operating budget and the timing when Trust Council and the minister have to be notified of either changes to the budget or anticipated operating deficits.
B: DEFINITIONS:
1. General Ledger Account - General Ledger (GL) accounts summarize the budgeted expenses for a certain activity for the entire organization. For example, GL Account 69000 (Office – rent & services) summarizes the office rent/services budget for all office locations in Islands Trust.
2. Location Code – location codes are used in the general ledger, in combination with the General Ledger Account to specify the finest level of detail in the budget. Location codes are used for physical locations and/or organizational units (see Appendix A).
3. Operational Unit - Operational units are the four broad categories in the organization (Trust Council, Trust Fund Board, Local Planning Services and Administration) that perform specific activities for the Islands Trust. This organizational arrangement also supports the development and presentation of the budget as required in the Islands Trust Act, section 14.3 (c). In the general ledger, the Operational Units are defined by groupings of location codes, as illustrated in Appendix A.
4. Political Entity - The Islands Trust Act grants corporate status to Islands Trust Council, Local Trust Committees and the Trust Fund Board.
5. Provided for in the Annual Budget - The Islands Trust Act uses the phrase “provided for in the annual budget” when defining a lawful expense. For the purposes of this policy an expenditure is provided for in the annual budget if the detailed budget documents approved by Trust Council have: o Identified a type of expenditure by general ledger account (eg. Rent, Salaries); and, o Approved a budget amount for the general ledger account.
Also, a general ledger account may be provided with a budget to fund non-specified activities (eg. Special Projects – Local Planning) where the non-specified activities fall within the normal range of activities for one of the Operational Units.
ISLANDS TRUST POLICY MANUAL C:\Program Files\eScribe\TEMP\10385428537\10385428537,,,65ii Budget Control and Adjustment Authority Sept 2013.doc 85 Chapter 6. Section 5. Subsection ii. Page 2
C: BACKGROUND:
1. The goal of this policy is to provide the authority matrix and procedures for budget adjustments. The policy also specifies when the minister responsible for the Islands Trust Act needs to be notified of changes to the budget.
2. The Islands Trust expenditure budget is presented to Trust Council in Schedule A of the annual Financial Plan Bylaw, and subsequently to the minister responsible for the Islands Trust Act, in three categories: Trust Council, Local Planning Services (which includes LTC expenses) and Trust Fund Board. The expenditures for the Administration Operational Unit are allocated to the three other Operational Units based on the proportion of their budgeted expenditures before considering Administration. This presentation format is defined in the Islands Trust Act.
Islands Trust prepares an expenditure budget with much more detail than is provided in Schedule A of the Financial Plan Bylaw, with budgeted amounts assigned to GL Account/Location Code combinations.
3. As operations unfold during a fiscal year, situations often arise that are not precisely aligned with the way the detailed budget was developed and approved. For example, a vacancy in a salaried staff position may require a temporary contract with a consultant to continue the workflow until the staff position can be filled.
An organization can address a changed approach to financial expenditures in one of two ways, while still maintaining the same total expenditure budget: 1) Overspend in one expense area (eg. contracted services), while underspending in another area (eg. salaries and benefits). In financial reporting at the detail level, this approach retains the original financial plan but requires some variance analysis to explain why the actual expenditures did not follow the original plan. 2) Adjust the budget so the area requiring greater expenditures (eg. contracted services) receives a transfer of budget funds from the area requiring lesser expenditures (eg. salaries and benefits). In financial reporting at the detail level, this approach loses the intent of the original financial plan, but does not require any variance analysis.
In most cases Islands Trust will use approach 3.1 so that the original approved budget can be compared against actual results.
D: POLICY:
1. The authority to administer the Islands Trust Operating Budget is provided to the Treasurer and Chief Administrative Officer (Deputy Treasurer).
2. In general, budget adjustments will not be required within an Operational Unit for expenditures that are at variance with the budget.
ISLANDS TRUST POLICY MANUAL C:\Program Files\eScribe\TEMP\10385428537\10385428537,,,65ii Budget Control and Adjustment Authority Sept 2013.doc 86 Chapter 6. Section 5. Subsection ii. Page 3
3. When an actual or anticipated overexpenditure (whichever comes first) exceeds $20,000 for a project or general ledger budget line within an Operational Unit, management must inform the Executive Committee at the next scheduled Executive Committee meeting, and continue to provide reports on the status of the project or budget line to the Executive Committee on a monthly basis, or as frequently as requested by the Executive Committee. Upon being informed of an overexpenditure, the Executive Committee will decide what initial corrective action will be taken, if any.
Copies of all Executive Committee notifications and reports on overexpenditures will be copied to members of the Financial Planning Committee.
4. In cases where there is a desire to revise the budget within an Operational Unit, the change will be initiated at the request of the manager for that Operational Unit, or by the Chief Administrative Officer (CAO). A request for adjustments to the budget must be forwarded to the Treasurer for implementation, and must include both program and financial implications. The Financial Planning Committee must be informed of budget changes within an Operational Unit at the next scheduled meeting of the Committee. Any funds generated by a special tax requisition within a Local Trust Area must be used in accordance with Section C.6 of Trust Council Policy 6.3.ii – Special Property Tax Requisition.
5. In cases where there is a recommendation by management to transfer current year budget funds that are associated with a particular Local Trust Committee (LTC), from that Local Trust Area to another Local Trust Area, the LTC must pass a resolution approving the transfer, specifying the dollar amount and the budget affected before the budget transfer will be processed. Examples of budget funds associated with a particular LTC are budgets for OCPs, LUBs or current year program items. Any funds generated through a special tax requisition within a Local Trust Area may not be transferred for use within another Local Trust Area.
6. In cases where there is a desire to transfer budget money from one Operational Unit to another, a Request for Decision must be forwarded to the Financial Planning Committee and subsequently to Trust Council for approval.
In cases where a proposed budget adjustment between Operational Units is approved by Trust Council, a new financial plan bylaw is required along with ministerial approval.
7. Unbudgeted revenue may be received during a fiscal year and expended on goods or services that are provided for in the annual budget without a budget adjustment or notification to the minister.
Expenditures on unbudgeted goods or services that are not provided for in the annual budget must be approved with a new financial plan bylaw and ministerial approval before the expenditures are made.
8. During a fiscal year, special circumstances may require expenditures in excess of the total budgeted expenditures for an Operational Unit. In these circumstances, and when the actual or anticipated overexpenditure (whichever comes first) exceeds $50,000,
ISLANDS TRUST POLICY MANUAL C:\Program Files\eScribe\TEMP\10385428537\10385428537,,,65ii Budget Control and Adjustment Authority Sept 2013.doc 87 Chapter 6. Section 5. Subsection ii. Page 4
management must inform the Executive Committee at the next scheduled Executive Committee meeting and provide a proposal to mitigate the impact of the overexpenditure.
Copies of all Executive Committee notifications and reports on overexpenditures will be copied to members of the Financial Planning Committee. The Financial Planning Committee will decide on what notification is required for Trust Council.
The minister must be informed if overexpenditures are expected to produce a deficit from operations for Islands Trust as a whole that exceeds $100,000.
ISLANDS TRUST POLICY MANUAL C:\Program Files\eScribe\TEMP\10385428537\10385428537,,,65ii Budget Control and Adjustment Authority Sept 2013.doc 88 Chapter 6. Section 5. Subsection ii. Page 5
Appendix A
Islands Trust Location Codes (as of August 2010)
Operational Unit Sub-Unit Descriptions Location Code
Trust Council Council 100 Executive 110 Trust Area Services 150
Trust Fund Board Islands Trust Fund 210 ITF - recovery (eg Naptep) 220
Local Planning Services Victoria planning office 510 Ganges planning office 520 Gabriola planning office 530 Mapping Services 540 Bylaw Enforcement 580 Director of LPS 590
LTCs (included in LPS Executive Islands 610 for budgeting purposes) Denman 615 Gabriola 620 Galiano 625 Gambier 630 Hornby 635 Lasqueti 640 Mayne 645 N. Pender 650 Salt Spring 655 Saturna 660 S. Pender 665 Thetis 670 Exec on LTCs 675
Administration Victoria Admin office 810 Chief Admin Officer 820 Finance/HR/Info Systems 830 Trust-wide general 999
ISLANDS TRUST POLICY MANUAL C:\Program Files\eScribe\TEMP\10385428537\10385428537,,,65ii Budget Control and Adjustment Authority Sept 2013.doc 89 Business Solution Options Document
Virtual Meeting Management (Council Committees)
Business Solution Options Document
Author: Mark van Bakel Creation Date: March 28, 2017 Last Updated: April 11, 2017 Version: V 1.0
Approvals: Business Sponsor Signature Date
Cindy Shelest Director Administrative Services
UPDATED: 2017-04-11 Page 1 of 25 10385532951,,,VMS Business Soluton Options Council Committee v1.0 90 Business Solution Options Document
Table of Contents 1.0 Executive Summary ...... 3 1.2 Options Considered ...... 3 1.3 Recommended Decision ...... 3 2.0 Introduction ...... 4 2.1 Background ...... 4 2.2 Business Problem and Opportunity ...... 4 2.3 BSO Approach ...... 4 3.0 Current Situation ...... 4 3.1 Overview ...... 4 3.2 Description of Council Committee Meeting Configurations ...... 5 3.2.1 Web Conferencing Hardware ...... 5 3.2.2 Web Conferencing Software (WCS) ...... 5 3.2.3 Meeting Administration...... 6 3.2.4 Local Participants ...... 6 3.2.5 Remote Meeting Participants ...... 6 3.3 Current Business Issues...... 6 3.3.1 Staff Engagement ...... 7 3.3.2 Trustee Engagement ...... 8 3.4 Peer Consultation...... 9 4.0 Discussion of Options ...... 9 4.1 Software Options ...... 10 4.1.1 Software Review ...... 10 4.2 Hardware Options ...... 11 4.2.1 Option 1 - Projector Based Hardware...... 11 4.2.2 Option 2 - Dual TV Based Hardware ...... 12 4.2.3 Option 3 - Smart Board and TV Based Hardware ...... 13 4.3 iPad Options ...... 14 4.4 Option SWOT Analysis ...... 15 4.5 Option Constraints Analysis ...... 16 5.0 Recommendation ...... 17 5.1 Rationale: ...... 17 5.2 Action Plan ...... 17 6.0 APPENDIX A – STAFF CHAIR AND ADMINISTRATOR WORKSHOP ...... 18 7.0 APPENDIX B – STAFF CHAIR AND ADMINISTRATOR INTERVIEWS ...... 18 8.0 APPENDIX C – TRUSTEE CHAIR INTERVIEWS ...... 19 9.0 APPENDIX D – WEB CONFERENCING SOLUTIONS FEATURE COMPARISON ...... 20 10.0 APPENDIX E – Virtual Meeting Participation Administration ...... 21
UPDATED: 2017-04-11 Page 2 of 25 10385532951,,,VMS Business Soluton Options Council Committee v1.0 91 Business Solution Options Document
1.0 Executive Summary 1.1.1.1 Business Problem and Opportunity Trustees and Staff currently utilize GotoMeeting (software) and a combination of projector, screen, camera, conference bridge, and iPads (hardware), to facilitate remote participation in Council Committee meetings. A number of technical and procedural issues are disrupting the flow and intent of these meetings. As part of the virtual meetings review a number of alternative hardware and software configurations have been explored, and are provided within this document as alternatives to the current approach.
1.2 Options Considered
Option 1: WEBEX & Projector Based Hardware Replace GotoMeeting with WebEx web conferencing software. Replace the existing Victoria boardroom hardware with a dual display projector and screen, and install ceiling mounted single screen projectors in the Salt Spring and Gabriola boardrooms. For all three boardrooms upgrade cameras to wide angle fixed position ceiling mounted, replace desktop computers with wall or table mounted micro-computers and replace wireless conference phone speakers with wired versions. Replace iPads with 15” laptop computers at the end the current 4 year Trustee term. Option 2: WEBEX & TV Based Hardware Replace GotoMeeting with WebEx web conferencing software. Replace the existing boardroom hardware in all 3 offices with a dual display TV screens. For all 3 boardrooms upgrade cameras to wide angle fixed position wall mounted, replace desktop computers with wall or table mounted micro-computers and replace wireless conference phone speakers with wired versions. Replace iPads with 15” laptop computers at the end the current 4 year Trustee term. Option 3: WEBEX & Smart Board & TV Based Hardware Replace GotoMeeting with WebEx web conferencing software. Replace the existing Victoria boardroom hardware with a single smart board display and secondary TV screen. For all 3 boardrooms upgrade cameras to wide angle fixed position wall mounted, replace desktop computers with mounted micro-computers and replace wireless conference phone speakers with wired versions. Replace iPads with 15” laptop computers at the end the current 4 year Trustee term.
1.3 Recommended Decision
Option 3: WEBEX & Smart Board & TV Based Hardware This recommendation is based on the evaluation of the options outlined in the business solution options documents. Next steps are to review this document and to sign-off on the selected option.
UPDATED: 2017-04-11 Page 3 of 25 10385532951,,,VMS Business Soluton Options Council Committee v1.0 92 Business Solution Options Document
2.0 Introduction
2.1 Background
In response to the 2015 KPMG Information Systems Assessment Report, which recommended staff undertake a review of technology options for supporting virtual (on- line) meetings, and repeated expressions of frustration from Trustees with regards to the currently applied technology, Information Services staff initiated a review of virtual meetings within the Trust with the objective of streamlining the virtual meeting system and improving the overall user experience.
Through a series of Staff and Trustee engagement exercises it was determined that Council Committee meetings have the highest frequency of remote participants, and that largest number of associated challenges, and as such will be the focus of our efforts to improve virtual meeting support.
2.2 Business Problem and Opportunity
Trustees and Staff currently utilize GotoMeeting (software) and a combination of projector, screen, camera, conference bridge, and iPads (hardware), to facilitate remote participation in Council Committee meetings. A number of technical and procedural issues regularly cause disruptions to the flow and intent of these meetings. As part of the virtual meetings review a number of alternative hardware and software configurations have been explored, and are provided within this document as alternatives to the current approach.
2.3 BSO Approach
The approach to developing the business solution options included the following elements:
Review of current technology configuration; Interviews with key Staff and Trustee players, including Staff Meeting Chairs and Council Committee Meeting Administrators and Chairs, and document existing issues; Research alternative software and hardware solutions Research other organizations facing similar challenges. Several iterations of BSO reviews and discussions with stakeholders. Final agreement and signoff.
3.0 Current Situation
3.1 Overview
There are currently 25 meeting types regularly conducted at the Islands Trust, comprised of five unique Council Committee meetings, 13 independent Local Trust Committee Meetings, and seven Staff related meetings. Based on interviews with meeting chairs and administrators (See Appendix A) thirty-two unique meeting locations, scattered throughout the Trust Area and various locations on Vancouver Island and the lower
UPDATED: 2017-04-11 Page 4 of 25 10385532951,,,VMS Business Soluton Options Council Committee v1.0 93 Business Solution Options Document
mainland, have been identified. Internet and phone connectivity (foundation elements of virtual meetings) at these locations is described as site specific and highly variable, from non-existent to good. Fortunately the interviews also indicated that the majority of Islands Trust meetings only occasionally include remote participants. Results suggest that the minority of meetings that have frequent remote participants are Council Committee meetings, the vast majority of which are held within one of the three Islands Trust boardrooms, where connectivity is controllable, and typically good to excellent.
3.2 Description of Council Committee Meeting Configurations 3.2.1 Web Conferencing Hardware
Council Committees utilize all three Islands Trust boardrooms, each of which is configured with hardware which supports local and remote meeting participation. The following is a list of hardware currently employed in each boardroom.
Victoria Boardroom
Single ceiling mounted projector (with remote) and wall mounted screen Ceiling mounted media camera (with remote) Teleconference phone with two wireless microphones Dedicated desktop computer (meeting administration) Remote laser pointer
Salt Spring and Gabriola Boardrooms
Single table projector projected onto bare wall Table top web camera Teleconference phone
3.2.2 Web Conferencing Software (WCS)
Web conferencing software enables online communication through personal video and visual content sharing, and Voice over IP (VOIP) teleconferencing. The Islands Trust uses GotoMeeting as its primary WCS, maintaining two user accounts (“gotomeeting ” and “itmeeting”) at a cost of approximately $165/month. Usage, although variable, is significant. Between April, 2016 and April, 2017 a total of 186 gotomeetings were conducted, for a total duration of 198 hours (refer to table below).
Account Sum of Duration Mins Sum of No. Attended Count of Date gotomeeting 9,271 352 137 itmeeting 2,637 114 49 Grand Total 11,908 466 186
UPDATED: 2017-04-11 Page 5 of 25 10385532951,,,VMS Business Soluton Options Council Committee v1.0 94 Business Solution Options Document
3.2.3 Meeting Administration
A typical Council Committee meeting with remote participants is comprised of the following individual roles:
Chair – The Chair of each Council Committee Meeting Administrator (MA) – Supports Chair and overall meeting. Minute Taker (MT) – Records the minutes/notes of the meeting Participant – Trustees who are a part of the Committee Attendees – Staff and Trustees who are not a part of the Committee Remote Participants – Staff or Trustee who are virtually attending meetings.
The Chair has overall responsibility for the execution of the meeting. The MA has responsibility to support the meeting, through consultation with the Chair regarding agenda preparation, distribution of the agenda in a timely manner, support of the chair during the meeting, and currently assumes responsibility for all technical aspects of the meeting, including coordinating and facilitating remote participation. The MT records the minutes of the meeting, ensuring the discussion and resolutions are captured.
3.2.4 Local Participants
Staff and Trustees who are situated in the boardroom see content, typically meeting agenda and associated material projected on screen. Currently if there is an expressed desire to see remote participants they are displayed on the same screen, typically as a side column of small individual video feeds. Audio connectivity is provided via the boardroom conference phone and the Islands Trust teleconference bridge, which enables conference calls with two or more participants. Video and Audio connectivity is typically facilitated by the MA fifteen minutes before the meeting is scheduled to begin.
3.2.5 Remote Meeting Participants Trustees or staff who connect to the meeting from a location outside of the boardroom typically call in, as directed in the meeting invitation, to the Islands Trust teleconference bridge using a land-line or cellular telephone. Meeting content (i.e. agenda) and boardroom video are displayed using Islands Trust issued iPads. Remote participants currently indicate their intent to speak, or their position when voting verbally via the telephone.
3.3 Current Business Issues
Staff and Trustees were invited to participate in a series of engagement exercises with the intent of gaining their perspective and better understanding existing business issues. A number of private and government organizations were also consulted in order to gain their perspective and leverage their experience.
UPDATED: 2017-04-11 Page 6 of 25 10385532951,,,VMS Business Soluton Options Council Committee v1.0 95 Business Solution Options Document
3.3.1 Staff Engagement In addition to Chair and Administrator interviews, as discussed in section 3.1, the same individuals were invited to a workshop focused on identifying the strengths and weakness of the current approach to remote participation in meetings (See Appendix B). A long list of perceived strengths were shared and recorded, most of which highlight the value of remote participation, and the importance of ease of use. Of the 35 perceived weaknesses that were shared, 3 main groupings emerged, including issues surrounding procedures, technology and training. The following tables summarize the issues identified in the workshop.
3.3.1.1 Procedures
Issues Impact Meeting protocols not always adhered Remote participants find it difficult to to. hear and be heard. Too many responsibilities for single Intent of meeting disrupted. Meeting Administration. Technical issues have potential to derail meeting. Meeting initiation procedures not clearly Meeting initiation delayed, infringing defined and rarely followed. on allocated time. Intent of meeting disrupted. Meeting Administrators provided ad- Meetings delayed due to technical hock instruction on meetings technical issues operation Extended disruptions due to requirement of obtaining external support.
3.3.1.1.1 Virtual Meeting Participation Administration Procedure
Note that in response to the procedural issues identified during the meeting chair and administrator interviews and workshop a Virtual Meeting Participation Administration Procedure (See Appendix E) has been developed. The procedure addresses the identified issues by recommending the following changes to how meetings are administered.
Added role of Technical Administrator, responsible for all technical aspects of the meeting. Reduced technical demands on Meeting Administrator Expanded time lines for meeting setup Detailed recommendations intent on improving overall meeting quality and flow Improved current technical support model
UPDATED: 2017-04-11 Page 7 of 25 10385532951,,,VMS Business Soluton Options Council Committee v1.0 96 Business Solution Options Document
3.3.1.2 Technology
Issues Impact Limited iPad viewing screen real-estate. Remote participants struggle to effectively juggle multiple feeds (i.e. video, agenda and notes) iPad single-process/single-application Remote participants cannot maintain support video presence and additional content review simultaneously (i.e. accessing notes maintained in PDF Expert) Poor boardroom microphone coverage Remote participants find it difficult to hear staff not seated directly at boardroom table (i.e. Minute Taker). Remote participants distracted by background noises and risk missing portions of discussion. Poor video quality Remote participant’s meeting presence diminished. Participants distracted from intent of meeting
3.3.1.3 Training
Issues Impact Series of “how to” issues raised, Meeting delayed or interrupted, managing various software and infringing on allocated time. hardware components of system (i.e. Technical issues have potential to how to switch between screens and derail meeting. shared applications)
3.3.2 Trustee Engagement Members of the Financial Planning Committee, representing all council committee meeting chairs, were invited to participate in interviews, with the intent of gaining their perspective on remote participation issues (See Appendix C). The following table summarizes the main issues identified by the Trustees.
Issues Impact
UPDATED: 2017-04-11 Page 8 of 25 10385532951,,,VMS Business Soluton Options Council Committee v1.0 97 Business Solution Options Document
Limited iPad display real-estate Remote participants struggle to effectively juggle multiple feeds (i.e. video, agenda and notes) iPad single-process/single-application Remote participants cannot manage all support content of meeting on single device. Background noise Participants distracted and audio interrupted. Poor boardroom microphone Remote participants find it difficult to coverage hear staff not seated at boardroom table (i.e. Minute Taker). Display extent of video feeds too Participants lose value of video presence small (i.e. body language and facial expression)
3.4 Peer Consultation
A number of organizations were contacted and interviewed regarding their “meeting room” setup, including tours of both the City of Nanaimo and City of Victoria Council chambers, to determine how they manage their meetings and whether we could benefit by any of their experience. Private organizations were also contacted, including Vancouver’s Open Storage Solutions and TLC Solutions.
The technical configurations at the two city council chambers were determined to be incompatible with our meeting scenario. In short they did not consider remote participation or remote access an option, but rather opted for streaming of recordings post meeting.
The private organizations contacted were both focused mainly towards sales presentations. They did not generally include more than two sites in a virtual meeting, nor did they consider broadcasting content with video simultaneously. It is our opinion that most organizations were choosing to either share video (face to face) or share content (presentations).
Based on these conversations it appears that the Islands Trust meeting paradigm is somewhat unique, in both venue and video/content sharing.
4.0 Discussion of Options The following options were considered.
Option 1: WebEx Software –Projector Based Hardware Option 2: WebEx Software –Monitor/TV Based Hardware Option 3: WebEx Software - Smart Board & TV Based Hardware
UPDATED: 2017-04-11 Page 9 of 25 10385532951,,,VMS Business Soluton Options Council Committee v1.0 98 Business Solution Options Document
Note that all 3 options share the following standardized hardware features:
Dual displays, accommodating both content and video presence. Updated camera, improving video feed resolution and expanding field of view. Micro-computer, replacing existing desktop unit in Victoria boardroom and freeing up additional space in all 3 meeting locations. Integration with existing phone system. Existing cordless microphones to be replaced with more reliable corded versions for improved room coverage.
The 3 proposed options also refer to the same software solution. Since software options are plentiful and varied additional details regarding the recommendation and review process have been included in section 4.1, followed by a detailed review of the distinct hardware options.
Finally, a brief discussion surrounding iPad functional limitations, as described by staff and trustees, has been included at the end of section 4.
4.1 Software Options
WEBEX is the recommended software solution for all 3 of the proposed options. During the transition to the WEBEX solution we also recommend that GotoMeeting be kept active as a fall back/fail safe. Both GotoMeeting and WEBEX are monthly subscription based service, and therefore can be cancelled at any time without penalty. As such, it is possible to maintain overlapping subscriptions allowing for a WEBEX trail/training period at minimal additional cost (approximately $90/month).
4.1.1 Software Review
The number of potential conferencing solutions has proliferated in recent years, to the extent that a new solution seems to appear daily. However, the vast majority of these options can be easily classified as either video or content based. Video conferencing solutions primarily serve virtual face to face meetings, with content sharing as a secondary feature. Content solutions -typically referred to as web conferencing solutions - serve desktop or application content as the primary focus of the meeting with video as a secondary feature.
The following solutions were selected for review from a list of well-established and emerging industry leaders (https://www.g2crowd.com/categories/web-conferencing).
Video Conferencing Skype for Business BlueJeans Zoom Web Conferencing HighFive GotoMeeting Join.me WebEx
UPDATED: 2017-04-11 Page 10 of 25 10385532951,,,VMS Business Soluton Options Council Committee v1.0 99 Business Solution Options Document
Our review concluded that video conferencing solutions in general do not meet our business requirements. More specifically, the vast majority of the products fail to manage content and video in a dual display boardroom setting, with the notable exception being Skype for Business. Skype for Business does a seamless job of distributing content and video over multiple screens (boardroom setting), however the iPad experience was deemed unsatisfactory in its management of multiple video feeds in conjunction with content sharing (remote participant).
We currently use the CITRIX product “GoToMeeting”, which is considered a web conferencing solution, having evolved from a content sharing support product to include video conferencing features. GotoMeeting is currently considered an industry leader, along with Cisco WEBEX, which coincidently was our adopted solution up until 2012.
Feature wise both products are virtually identical (See Appendix D) however; this was not always the case with regards to usability. In 2012 the Trust replaced WEBEX with GotoMeeting in a bid to improve the user’s experience, owing largely to what was described as a poorly designed WEBEX user interface. WEBEX has since revamped the application and our review concluded that the two products are now comparable in usability. WEBEX did however surpass GotoMeeting in overall video content quality.
4.2 Hardware Options 4.2.1 Option 1 - Projector Based Hardware
This option proposes that we replace the existing Victoria boardroom hardware with a dual display projector and screen, and the install ceiling mounted single screen projectors in the Salt Spring and Gabriola boardrooms.
This option includes the following hardware components:
Victoria Boardroom
Replace current projector with Epson PowerLite 2265U Wireless Full HD WUXGA 3LCD (dual screen) projector Replace current camera with new ceiling mounted wide angle view camera Add below table or wall mounted computer with wireless KB/Mouse/Laser Pointer control and table top USB access ports Audio to be managed through existing Cisco conference phone
Salt Spring and Gabriola Boardrooms
Replace current table top projectors with ceiling mounted Epson PowerLite 1945W WXGA 3LCD (single screen) projectors Replace current table top cameras with new ceiling mounted wide angle view cameras
UPDATED: 2017-04-11 Page 11 of 25 10385532951,,,VMS Business Soluton Options Council Committee v1.0 100 Business Solution Options Document
Add below table or wall mounted computers with wireless KB/Mouse/Laser Pointer control and table top USB access ports Audio to be managed through existing Cisco conference phone
4.2.1.1 Cost Estimates
ITEM COST 3 Projectors $11,500 3 Cameras $6,000 3 Micro-computer $3,000 1 Corded teleconference speakers $500 Install $9,000 Total $30,000
4.2.2 Option 2 - Dual TV Based Hardware
This option proposes that we replace the existing Victoria boardroom hardware with one center wall mounted 75” smart board, and a smaller off center swivel mounted 50” TV screen. Similarly configured smaller 65” and 40” TV screens are proposed for the Salt Spring and Gabriola boardrooms.
This option includes the following hardware components:
Victoria Boardroom
Add 1 75” High Def TV Screen (for content) Add 1 50” swivel mounted High Def TV Screen (for video) Replace desktop computer with below table or behind TV mounted computer with wireless KB/Mouse/Laser Pointer control and table top USB access ports Replace existing camera with wide field-of- view and high resolution camera mounted either directly above or below the TV screens Audio to be managed through existing Cisco conference phone
Salt Spring and Gabriola Boardrooms
Add 1 65” High Def TV Screen (for content and video) Add 1 40” swivel mounted High Def TV Screen (for video) Add below table or behind TV mounted computer with wireless KB/Mouse/Laser Pointer control and table top USB access ports. Add wide field-of- view and high resolution camera mounted either directly above or below the TV screen Audio to be managed through existing Cisco conference phone
UPDATED: 2017-04-11 Page 12 of 25 10385532951,,,VMS Business Soluton Options Council Committee v1.0 101 Business Solution Options Document
4.2.2.1 Cost Estimates
ITEM COST 6 TV displays (including mounting brackets) $19,500 3 cameras $6,000 3 micro-computers $4,000 1 Corded teleconference speakers $500 Install $10,000 Total $40,000
4.2.3 Option 3 - Smart Board and TV Based Hardware
This option proposes that we replace the existing Victoria boardroom hardware with one center wall mounted 75” smart board in addition to a smaller off center swivel mounted 50” TV screen. Similarly configured smaller 65” and 40” TV screens are proposed for the Salt Spring and Gabriola boardrooms.
This option includes the following hardware components:
Victoria Boardroom
Add Smart KAPP IQ 75 – 75” Smart Board Add 1 50” swivel mounted High Def TV Screen (for video) Add below table or behind TV mounted computer with wireless KB/Mouse/Laser Pointer control and table top USB access ports Replace current camera with new technology – mounted wide angle view camera mounted either directly above or below the TV screens Audio to be managed through existing Cisco conference phone
Salt Spring and Gabriola Boardrooms
Add 1 65” High Def TV Screen (for content and video) Add 1 40” swivel mounted High Def TV Screen (for video) Add below table or behind TV mounted computer with wireless KB/Mouse/Laser Pointer control and table top USB access ports. Add wide angle view camera mounted either directly above or below the TV screen Audio to be managed through existing Cisco conference phone
4.2.3.1 Cost Estimates
ITEM COST 1 Smart Board $12,000 5 TV displays (including mounting brackets) $16,000 3 cameras $6,000 3 micro-computers $4,000
UPDATED: 2017-04-11 Page 13 of 25 10385532951,,,VMS Business Soluton Options Council Committee v1.0 102 Business Solution Options Document
1 Corded teleconference speakers $500 Install $11,500 Total $50,000
4.3 iPad Options
Based on comments collected through staff and trustee engagements we conclude that the application of iPads as sole content management device for remote meeting participants is inadequate in regards to screen real-estate and application/process management. Currently remote participants report that a second and/or third display device is required in order to facilitate meeting content (agenda) and notes (pdf expert) review, plus boardroom and remote participant video feeds.
Various options were reviewed regarding the issues presented by the IPADs. Unfortunately the options are few, as well as cost prohibitive. The current IPADs were budgeted based on the current 4 year term. The cost of a replacement technology would budget approximately $1000 per unit, by 26 units (options include a laptop computer or the new IPAD model which supports dual process operations allowing the participant to review documents without interrupting their meeting presence). If we were in a financial position to consider alternative hardware we would recommend 15” Laptop computers. This would provide significantly more screen real-estate as well as improved ability to maintain meeting presence while reviewing documents or taking notes. As a result of a number of issues regarding the ongoing support and maintenance of the IPADs we would not recommend usage of these devices for future Trustee deployment.
UPDATED: 2017-04-11 Page 14 of 25 10385532951,,,VMS Business Soluton Options Council Committee v1.0 103 Business Solution Options Document
4.4 Option SWOT Analysis
Dual Projector Based Hardware Dual TV Based Hardware Smart Board & TV Based Hardware
Strengths Low relative cost Additional space in boardrooms resulting from Added functionality of smart board technology in Additional space in boardrooms resulting from integration of micro-computer Victoria boardroom with increased remote integration of micro-computer Increased room configuration flexibility with collaboration options Staff familiarity with projector technology wireless peripherals (keyboard, mouse etc) Additional space in boardrooms resulting from Increased room configuration flexibility with High contrast displays resulting in improved integration of micro-computer wireless peripherals (keyboard, mouse etc) screen visibility in high ambient light Increased room configuration flexibility with Expanded screen space improves video and ability to increase ambient light improves wireless peripherals (keyboard, mouse etc) content management options and participant boardroom video feed quality for remote High contrast displays resulting in improved experience participants visibility Integration with existing phone system, including No associated ambient noise (vs. projector fans) ability to increase ambient light improves improved extended speaker coverage Ease of use (TV vs. Projector) boardroom video feed quality for remote Expanded screen space improves video and participants content management options and participant No associated ambient noise (vs. projector fans) experience Ease of use (TV vs. Projector) Whiteboard reconfiguration, moving to opposite Expanded screen space improves video and side of boardroom affords low tech collaboration content management options and participant with board in view of camera experience Integration with existing phone system, including Integration with existing phone system, including improved extended speaker coverage improved extended speaker coverage
Weaknesses Increased ambient noise with additional projector Highest relative cost fan Additional support and maintenance costs No option for single display mode (minimal - ~1,000 per anum) Bulb replacement cost Higher relative complexity Not widely accepted or used in any Government or Industrial sector to date Opportunities Improved usability and flexibility Improved usability and flexibility Expanded function Threats Overall user experience marginally improved
UPDATED: 2017-04-11 Page 15 of 25 10385532951,,,VMS Business Soluton Options Council Committee v1.0 104 Business Solution Options Document
4.5 Option Constraints Analysis
Projector Based Hardware TV Based Hardware Smart Board & TV Based Hardware Time July 2017 July 2017 July 2017 Resources IS Team and Contractor IS Team and Contractor IS Team and Contractor Approximately 20 - 30 total staff Approximately 20 - 30 total staff Approximately 20 - 30 total staff hours hours hours Cost $165/month software $165/month software $165/month software $30,000 hardware $45,000 hardware $50,000 hardware Risk Cloud based software quality Cloud based software quality Cloud based software quality variability variability variability Quality Medium quality. End product High quality. End product provides Highest quality. End product provides expanded screen space for expanded screen space for content provides expanded screen space for content and video display, with no and video display, with content and video display, with improvements to display quality. improvements to display quality. improvements to display quality, and expanded functionality with smart board features.
UPDATED: 2017-04-11 Page 16 of 25 10385532951,,,VMS Business Soluton Options Council Committee v1.0 105 Business Solution Options Document
5.0 Recommendation Option 3 – WEBEX Software, Smart Board & TV Based Hardware
Replace GotoMeeting with WebEx web conferencing software. Replace the existing Victoria boardroom hardware with a single smart board display and secondary TV screen. For all 3 boardrooms upgrade cameras to wide angle fixed position wall mounted, replace desktop computers with mounted micro-computers and replace wireless conference phone speakers with wired versions. Replace iPads with 15” laptop computers at the end the current 4 year Trustee term.
5.1 Rationale:
Software
Improved performance (video quality) Simplified and streamlined interface Month-to-month subscription provides flexibility in solution choice without penalty
Hardware
Improved display quality, specifically in reference to level of contrast in high ambient light situations. In addition, ability to increase ambient light improves boardroom video feed quality for remote participants. Improved boardroom configuration flexibility and expanded space with replacement of desktop computer with mounted microcomputer. Reduced ambient noise in the absence of projector fans. Standardization configuration (minus smart board) across all boardrooms. Increased collaboration options presented by Smart Board technology – although not directly beneficial to this specific issue (improved meetings) it does greatly broaden the options for staff collaboration via its screen sharing abilities.
5.2 Action Plan
Obtain approval of the Business Options Document and the Recommendation Assess procurement strategy o Based on “all in” contractor solution vs. in house hardware purchases coupled with contractor installation cost Develop communication and training plan
UPDATED: 2017-04-11 Page 17 of 25 10385532951,,,VMS Business Soluton Options Council Committee v1.0 106 Business Solution Options Document
6.0 APPENDIX A – STAFF CHAIR AND ADMINISTRATOR WORKSHOP
7.0 APPENDIX B – STAFF CHAIR AND ADMINISTRATOR INTERVIEWS
UPDATED: 2017-04-11 Page 18 of 25 10385532951,,,VMS Business Soluton Options Council Committee v1.0 107 Business Solution Options Document
8.0 APPENDIX C – TRUSTEE CHAIR INTERVIEWS
Weaknesses of existing system? iPAD Platform Insufficient screen real estate for both content and video feed. Impossible to manage all aspects (video feed, content/agenda, and pdf expect agenda notes) of meeting on single device. Minimum 3 devices currently required to manage all content (i.e. phone, ipad and laptop/desktop). Audio Remote participant management of background noise (i.e. barking dogs) sometimes lacking Meeting site management of background noise (i.e . paper rustling) distracting for remote participants. Meeting site mic directional nature, and distribution making for poor coverage of all meeting attendees (i.e. Minute Taker often outside of mic range and muffled). Video Small display space for video feeds makes them useless. Large format is required in order to benefit from the video presence. Opportunities Hang mics from ceiling at meeting site (boardrooms) in a way to avoid paper rustling and extend range. Establish remote-in stations within existing satellite offices as an option for Trustees who can easily access them. All attendees to participate (video and audio feed) via WCS (i.e. GotoMeeting). KISS – Keep it simple Stupid. Complexity will only create more challenges associate with training and support. Satellite Internet (i.e. Xplorenet) Limit screen share to video and revert to local copies of agenda and other content. Zoom (inc) as an alternative to gotomeeting. “Promotion” of video speaker to help enlarge and focus in on individual who is currently participating. What does success look like? High quality sound and video for all participants Equality. All meeting participants, whether remote or local, should be equally seen and heard, and have access to the meeting content. Technical support at least for setup of meetings. Training paramount to success. Low expectations of technology.
UPDATED: 2017-04-11 Page 19 of 25 10385532951,,,VMS Business Soluton Options Council Committee v1.0 108 Business Solution Options Document
9.0 APPENDIX D – WEB CONFERENCING SOLUTIONS FEATURE COMPARISON
FEATURES WEBEX GOTOMEETING COMMENTS Industry Position 1 2 Parent Company Cisco Citrix Cloud Based x x Client App (Plug-in) x x Platform Support All All Scheduling x x Invite Attendees built in desktop email email Record Presentation PC & PC Webex saves them to the cloud Mac initially, available for download. Gotomeeting saves them locally. Instant Messaging x x Desktop and Application x x Share Presenter Options x x Content (File) Share x NA Whiteboard PC & PC only Mac Meeting Attendees > 25 > 25 Camera attendees 6 6 Webex has a maximum "display" of 6 video shares. More than six requires scrolling down to see additional participants. Mobile Application x x
UPDATED: 2017-04-11 Page 20 of 25 10385532951,,,VMS Business Soluton Options Council Committee v1.0 109 Business Solution Options Document
10.0 APPENDIX E – Virtual Meeting Participation Administration
Procedure: Approved By: Management Team Approval Date: January 31, 2017 Amendment Date(s): January 30, 2017 Policy Holder: Legislative Services
Virtual Meeting Participation Administration Procedure Purpose Islands Trust encourages virtual meeting participation as a means to reduce travel expense and reduce its carbon footprint. It also enables participation in meetings that may not be possible otherwise (ie. Trustees or staff are unable to travel to the meeting location). Scope This procedure applies to all Council Committee meetings (ie. Executive Committee, Financial Planning Committee, Local Planning Committee, Trust Fund Board and Trust Programs Committee). This procedure does not extend to Trust Council meetings or Local Trust Committee meetings. This procedure is not intended to cover all aspects of meeting administration, only those aspects directly impacted by the process of administering virtual meetings (ie. Agenda preparation is not covered in detail). A. Definitions
Chair – The Chair of each Council Committee Meeting Administrator (MA) – Supports Chair and overall meeting. Technical Administrator (TA) – Manages all technical aspects of meeting Information Systems (IS) – Responsible for the hardware, software, network and voice communications technology used in all virtual meetings Minute Taker (MT) – Records the minutes/notes of the meeting Participant – Trustees who are a part of the Committee Attendees – Staff and Trustees who are not a part of the Committee Remote Participants – Staff or Trustee who are virtually attending meetings. Meeting Site – the site that the meeting is being administered from. Remote Site – any site where the remote participants are located. Internet Collaboration Tool (ICT) – Islands Trust virtual meeting software (i.e. GotoMeeting)
UPDATED: 2017-04-11 Page 21 of 25 10385532951,,,VMS Business Soluton Options Council Committee v1.0 110 Business Solution Options Document
B. Procedures a. Roles and Responsibilities i. The Chair has overall responsibility for the execution of the meeting. 1. Calls the meeting to order. 2. Acknowledges meeting participants. 3. Ensures the minutes capture the discussion and resolutions during the meeting. 4. Ensures all participants have a voice in the meeting. 5. Ensures the agenda is approved and followed during the meeting. 6. Manages the meeting timelines. ii. The MA has responsibility to support the meeting. 1. Consults with the Chair to prepare the meeting agenda. 2. Distributes the agenda to participants in a timely manner. 3. Determines what virtual tools will be needed for a successful meeting, and informs TA (Appendix A: Meeting Technical Requirements Checklist). Will there be remote participants? Will any remote participants be presenting material? Do the remote participants need to see the Meeting Site? What desktop applications will be shared (i.e. Power Point, Excel etc.)? Any other special technical requirements/considerations? 4. Supports the Chair during the meeting. 5. Often is presenting information to the Committee. 6. May assume the role of TA (if trained in TA roles and responsibilities) iii. The MT records the minutes of the meeting. iv. The TA manages all virtual meeting tools. 1. Reviews virtual meeting tool requirements as described by MA and ensures all are available and set up in time for the meeting. 2. Reviews virtual meeting tools, and associated procedures with participants prior to the start of meeting. 3. Displays the agenda and presentation materials on the ICT as described by the MA. 4. Ensures all participants – particularly remote attendees – have full vocal and visual (video camera) access. 5. Ensure the Meeting Site camera is appropriately positioned.
UPDATED: 2017-04-11 Page 22 of 25 10385532951,,,VMS Business Soluton Options Council Committee v1.0 111 Business Solution Options Document
6. Troubleshoots issues with virtual meeting tools during the meeting, and solicits IS support as required. v. Information Systems (IS) ensures all virtual meeting tools and associated training effectively support successful meetings. 1. Provides that all participants (i.e. Chair and remote individuals), attendees (i.e. MA and TA) have an opportunity to receive training in advance of setting up virtual meeting equipment locally and remotely. 2. Periodically perform test meetings to ensure that all equipment works. a. Sound check teleconference phone, ensuring remote participants will be able to hear all local participants. b. Check webcams, computer, projector, and monitor function. c. Inspect and repair any issues with floor cables in order to reduce the risk of potential injury and/or disconnected hardware. d. Inspect cords and cables associated with board room table, reducing clutter and ensuring function. 3. Be available to support virtual meeting tools during actual meeting.
b. Prior to the meeting start time: i. Days before meeting: 1. The MA ensures the agenda is distributed in advance. 2. Remote participants advise the MA of their intention to attend the meeting remotely. 3. The MA informs TA (via Appendix A: Meeting Technical Requirements Checklist), what virtual tools will be required (i.e. teleconference, ICT, Power Point etc.), who will be attending remotely, who will be presenting etc. 4. The TA visually inspects the meeting site to ensure room configuration is appropriate to the meeting, and all required tools are ready and available. a. Wireless teleconference microphones (charged and available) b. Remote for overhead projector, camera etc. 5. The TA ensures the ICT meeting is scheduled and that the meeting invitation and conference call information have been communicated to participants and attendees (via MA). 6. The TA notifies IS of meeting date/time and ensures staff will be available to support the meeting.
UPDATED: 2017-04-11 Page 23 of 25 10385532951,,,VMS Business Soluton Options Council Committee v1.0 112 Business Solution Options Document
7. The TA contacts participants who will be presenting or have responsibility for agenda items and coordinates network location of content, reviews software (i.e. PowerPoint) and hardware (i.e wireless presenter) requirements and provides training if required. ii. 20 minutes prior to the meeting: 1. The TA initiates ICT meeting (activates projector, Meeting Site camera etc.). 2. The TA initiates teleconference bridge as moderator. iii. 10 minutes prior to the meeting: 1. Remote Participants join the ICT meeting (activate cameras), and dial into teleconference bridge, providing participant name as prompted. 2. The TA ensures that all remote participants and attendees can hear and are being heard via the teleconference bridge. 3. The TA ensures that all remote participants and attendees can see and be seen via the video feeds. 4. The TA reviews meeting technology, and associated procedures with all participants. a. How and when to use phone mute buttons. b. How to activate/deactivate video cameras. c. How to pass ICT control to another participant. d. How and when to use ICT instant message/chat (i.e. report technical issues). iv. 5 minutes prior to the meeting: 1. Chair acknowledges attendees and participants that are participating remotely.
c. During the meeting: i. Remote participants ensure that their remote site is conducive to effective meeting participation (i.e. distractions are eliminated) and their phone or computer microphone is muted to reduce unnecessary background noise. ii. Chair maintains awareness of the electronic participants to ensure their participation is acknowledged. iii. All participants ensure that rules of order are followed to ensure they are speaking in turn as acknowledged, not engaging in side conversations and not interrupting speakers (this in turn makes it easier for the MT to capture the discussion, for the Chair to manage the meeting, and for remote participants to be acknowledged). iv. Participants in the room who are speaking, ensure they speak in a reasonably loud voice in the direction of the meeting site conference
UPDATED: 2017-04-11 Page 24 of 25 10385532951,,,VMS Business Soluton Options Council Committee v1.0 113 Business Solution Options Document
phone and microphones in order for remote participants to hear the discussion clearly. v. All participants attempt to minimize noise close to the microphones in order to reduce potential background noise (ie. rustling of paper). vi. TA ensures the remote video feeds are visible to local participants, and that remote participants have access to meeting site video feed. vii. The Chair acknowledges remote participants when they wish to speak. 1. Remote participants physically raise their hands via their video feed to indicate desire to speak. 2. In the absence of video remote participants vocally indicate desire to speak via the conference call. viii. The Chair acknowledges remote participants during voting on any resolutions. 1. Remote participants physically raise their hands via their video feed to indicate voting position. 2. In the absence of video remote participants vocally indicate voting position via the conference call.
d. Other: i. All Islands Trust TA’s, MA’s and staff must ensure they schedule their meetings through the ICT website in order to avoid inadvertently “bumping” another meeting that may be underway.
2. Links to Supporting Forms, Documents, Websites, Related Policies a. GoToMeeting Instruction Manual (available through Information Systems) b. Eli Mina training materials from presentations to Trustees: “Building Better Decision Making Bodies” and “Meetings, Rules & Effective Decision-Making” c. Bylaw No. 3, 2016 “Islands Trust Council Meeting Procedures Bylaw, 2004, Amendment Bylaw No. 3, 2016” d. Islands Trust Council Policy 2.1.x. Meeting Procedures Guidelines.
UPDATED: 2017-04-11 Page 25 of 25 10385532951,,,VMS Business Soluton Options Council Committee v1.0 114 Business Solution Options Document
Virtual Meeting Management (Trust Council)
Business Solution Options Document
Author: Mark van Bakel Creation Date: March 28, 2017 Last Updated: April 11, 2017 Version: V 1.0
Approvals: Business Sponsor Signature Date
Cindy Shelest Director Administrative Services
UPDATED: 2017-04-11 Page 1 of 15 10385545510,,,VMS Business Soluton Options Trust Council v1.0 115 Business Solution Options Document
Table of Contents 1.0 Executive Summary ...... 3 1.1 Business Problem and Opportunity ...... 3 1.2 Options Considered ...... 3 1.3 Recommended Decision ...... 3 2.0 Introduction ...... 4 2.1 Background ...... 4 2.2 Business Problem and Opportunity ...... 4 2.3 BSO Approach ...... 4 3.0 Current Situation ...... 4 3.1 Overview ...... 4 3.2 Description of Current Resources ...... 5 3.2.1 Background ...... 5 3.2.2 Public Address (PA) System Configuration ...... 5 3.2.3 Telephone ...... 5 3.3 Current Business Issues...... 6 3.3.1 Staff and Trustee Engagement ...... 6 4.0 Discussion of Options ...... 7 4.1 Option 1 – Current PA System with Cell or Satellite Phone ...... 7 4.1.1 Functionality ...... 7 4.1.2 Cost Estimates ...... 7 4.1.3 Impacts ...... 8 4.1.4 Risks ...... 8 4.2 Option 2 - Updated PA system with Cell or Satellite Phone ...... 8 4.2.1 Functionality ...... 8 4.2.2 Audio Quality ...... 9 4.2.3 Cost Estimates ...... 10 4.3 Option SWOT Analysis ...... 11 4.4 Option Constraints Analysis ...... 12 5.0 Recommendation ...... 13 5.1 Rationale: ...... 13 5.2 Action Plan ...... 13
UPDATED: 2017-04-11 Page 2 of 15 10385545510,,,VMS Business Soluton Options Trust Council v1.0 116 Business Solution Options Document
1.0 Executive Summary
1.1 Business Problem and Opportunity
Trust Council has amended the Trust Council Meeting Procedures Bylaw such that remote participation in Council meetings is now approved, while the supporting technology has yet to be implemented. Recent attempts to include remote participants using a cellular phone and the existing public address (PA) system proved disappointing and dysfunctional and disruptive. As part of the virtual meetings review a number of alternative hardware configurations have been explored and are provided within this document as alternatives to recent attempts.
1.2 Options Considered The options considered include: Option 1: Current PA System with Cell or Satellite Phone This option proposes that we use available technology to connect digital phones (cellular or satellite) to the current analog PA system. This option also includes a satellite phone and pay-as-you-go minutes pricing model to accommodate meeting locations with poor to no cellular coverage.
Option 2: Updated PA system with Cell or Satellite Phone This option proposes that we replace the existing analog PA system with an updated digital system designed specifically with portability in mind and for council meeting type settings. This option also includes a satellite phone with pay-as-you-go minutes pricing model to accommodate meeting locations with poor to no cellular coverage.
1.3 Recommended Decision
Option 2: Updated PA system with Cell or Satellite Phone The recommendation is based on the evaluation of the options outlined in the business solution options document. Next steps are to review this document and to sign-off on the recommended option.
UPDATED: 2017-04-11 Page 3 of 15 10385545510,,,VMS Business Soluton Options Trust Council v1.0 117 Business Solution Options Document
2.0 Introduction
2.1 Background
In response to Trust Council including in its 2014-18 Strategic Plan Item T.7.1.1 - Amend Trust Council Meeting Procedure Bylaw to enable electronic attendance at Trust Council meetings, Information Services staff initiated a review of virtual meeting technology as it relates to Trust Council, with the objective of facilitating functional and high quality remote participation.
2.2 Business Problem and Opportunity
Currently over half of the Trust Council meeting locations have below average to poor internet and cellular connectivity. In this environment past efforts to teleconference into Trust Council have failed to meet even basic quality standards, with remote and local participants reporting difficulty hearing and being heard. Council has proceeded to amend the Trust Council Meeting Procedures Bylaw such that remote participation in Council meetings is legal, yet the technology is yet to be put into place to support this initiative. As part of the virtual meeting review, including both Council Committee and Trust Council meetings, a number of hardware configurations have been explored, and provided within this document as alternatives to the current approach.
2.3 BSO Approach
The approach to developing the business solution options included the following elements: Review of current technology configuration; Interviews with key Staff and Trustees documenting existing issues; Research alternative hardware and software solutions. Research other organizations facing similar challenges. Several iterations of BSO reviews and discussions with stakeholders. Final agreement and signoff.
3.0 Current Situation
3.1 Overview
Trust Council meets quarterly, utilizing twenty-three meeting locations scattered throughout the thirteen Local Trust Areas, as well as Sidney and Victoria. Of these locations ten are considered poor in relation to internet and cellular connectivity, 5 below average, and 8 good (See Appendix A). In short, over half of the preferred Trust Council venues have below average to poor connectivity, the foundation for any virtual meeting.
Previous attempts to remotely participate in Trust Council have failed. Trustees and staff who have attempted to call in reported challenges hearing and being heard, noting that “it
UPDATED: 2017-04-11 Page 4 of 15 10385545510,,,VMS Business Soluton Options Trust Council v1.0 118 Business Solution Options Document
was almost impossible to contribute to the conversation”—Derek Masselink. Staff have recommended, based on previous experience, not to attempt further telephone participation “until we are able to connect the phone to the sound system”—David Marlor.
The current hardware configuration, although robust, portable and supportable has proven to be limited in its capacity to effectively support remote participants.
3.2 Description of Current Resources 3.2.1 Background
In 2011 IS was asked to expand the existing system from 4 to 12 microphones, and increase the quality and quantity of sound transmission within the meeting halls. The heavy duty nature of the system was by design and by default. Lighter speakers were deemed too fragile to stand up to the Council meeting transport and usage model. The integrated microphones, which are normally associated with concert venues and road shows, and far more robust than required, but again the portable options were limited in the day. The mixing board is far more complex than required for our needs; however, at the time of purchase there were no portable PA systems available which specifically supported the number of required microphones within the allotted budget.
3.2.2 Public Address (PA) System Configuration
The current PA components list includes the following:
SoundCraft EFX12 Mixing Board – 12 Input Lines 2 YorkVille NX55P – 550 Watt Power Speakers and Stands 12 microphone stands – Stainless Steel Pole on Cast Iron Base (1.5 lb per unit) 16 Apex 850 Professional Microphones 1 Lavalier Lapel Microphone JK MIC-J 044 Microphone/speaker cables – 12-25 foot, 2-50 foot, 1-1 foot.
This system has served Islands Trust for the past 6 years, and although portable and supportable it also excessively large and heavy to transport, overly complex to setup, and has limited functional expansion options.
3.2.3 Telephone
Remote participation in any meeting requires some form of audio connection, be that internet based (VOIP), land line, cellular or satellite phone. Due to limited internet connectivity at Trust Council meeting locations, cost prohibitive satellite phone plans, and the challenges associated with integrating analog landlines with digital sound systems, these meetings rely exclusively on cellular phones. The basic configuration can be described as one local (Trust Council meeting location) cellular phone and one-to-many remote (Remotely participating Trustees) phone (cellular or land line), connected via the Islands Trust conference bridge.
UPDATED: 2017-04-11 Page 5 of 15 10385545510,,,VMS Business Soluton Options Trust Council v1.0 119 Business Solution Options Document
Recent attempts to include remote participants used a local cell phone (connected to the Islands Trust conference bridge) by manually routing the phones microphone and speaker through one of the local PA microphones and speakers. As previously mentioned, overall results were reported to be poor to unacceptable.
An existing portable teleconferencing phone, which would essentially bypass the PA system and rely on built in microphones and speakers, is also available but has yet to be applied at a Trust Council meeting. The unit is digitally compatible with cellular or satellite phones, and would require a central position in order to optimize speaker and microphone function. However, teleconference phones are designed for small boardroom settings rather than larger meeting halls, which is mainly why this approach has yet to be applied and is not included as a recommendation.
3.3 Current Business Issues 3.3.1 Staff and Trustee Engagement
Members of the Financial Planning Committee, representing all council committee meeting chairs, and council support staff were invited to participate in interviews, with the intent of gaining their perspective on remote participation issues (See VMS Business Solutions Options Council Committee Appendix B & C).
The following tables contain lists of issues identified by trustees and staff:
Issues Impact Cellular phone connected to Local and remote participants risk teleconference phone inappropriate to frequent audio feedback. meeting size and configuration. Local and Remote participants Teleconference phones are designed for struggle to hear and be heard. small boardroom settings, rather than Poor audio quality for remote meeting halls. participants (i.e. disruptive background noise, and limited range of built in and extended microphones). Current PA system (analog) does not Increased complexity during setup. integrate well with (digital) cellular or Increased audio input volume and satellite phones. balancing management requirements. High potential for audio quality issues. Limited cellular connectivity, with over Remote participation not possible at half of meeting locations with below over half of the current meeting average to poor access. locations.
UPDATED: 2017-04-11 Page 6 of 15 10385545510,,,VMS Business Soluton Options Trust Council v1.0 120 Business Solution Options Document
4.0 Discussion of Options
The following options were considered and have been discussed in more detail below.
1. Current PA System with Cell or Satellite Phone 2. Updated PA System with Cell or Satellite Phone
4.1 Option 1 – Current PA System with Cell or Satellite Phone
This option proposes that we integrate cell phones with the current PA system with the addition of a satellite phone with a pay-as-you-go minutes pricing model to accommodate meeting locations with poor to no cellular coverage. 4.1.1 Functionality This option would include the existing PA system plus with the addition of a satellite phone with a pay-as-you-go minutes pricing model. Phone (cellular or satellite) would be connected to the mixing board via a special input/output splitter cables.
This option includes the following hardware:
SoundCraft EFX12 Mixing Board – 12 Input Lines 2 YorkVille NX55P – 550 Watt Power Speakers 12 microphone stands – Stainless Steel Pole on Cast Iron Base (1.5 lb per unit) 14 Apex 850 Professional Microphones 1 Lavalier Lapel Microphone JK MIC-J 044 Microphone/speaker cables – 12-25 foot, 2-50 foot, 1-1 foot. Phone input/output splitter cables Iridium 9555 Satellite Phone and Post-paid Airtime and Service Islands Trust issued Cell Phone 4.1.2 Cost Estimates The satellite phone represents the only significant cost associated with Option 1, which is outlined below.
ITEM COST Iridium 9555 Satellite Phone $1,600 SIM Card $65 20 meter antenna cable $500 External Antenna $500 Minutes $1.45/min Monthly Activation Fee $65/mth
Total hardware costs amount to $2,665. Usage cost per Trust Council, based on an estimated 720 minutes (6 hours per day x 2 days) are predicted to total $1109 (including monthly activation fee).
UPDATED: 2017-04-11 Page 7 of 15 10385545510,,,VMS Business Soluton Options Trust Council v1.0 121 Business Solution Options Document
4.1.3 Impacts The impact of this option is:
Improvements to sound quality for both local and remote participants. Expanded remote participation capacity with the addition of the satellite phone. Increased system complexity resulting increased setup and administration challenges. There is limited capacity to address the negative impacts associated with this option, due in a large part to the age and function of the existing PA system.
4.1.4 Risks
The only identified risk with this option relates to the increased complexity of system, making more difficult to setup it more and far more prone to failures and disruptions during meetings. This risk can be mitigated with a dedicated technical administrator in attendance at Trust Council meeting, coordinating setup and administering system during meeting.
4.2 Option 2 - Updated PA system with Cell or Satellite Phone
This option proposes that we replace the existing PA system with an updated PA system designed specifically for portability and council meeting type settings. This option also includes a satellite (sat) phone with a pay-as-you-go minutes pricing model to accommodate meeting locations with poor to no cellular coverage.
4.2.1 Functionality This option would include the replacement of our existing mixing board, microphones and speakers with a digital control unit and set of microphones with built in speakers.
The upgraded system would include the following ….
Bosch CCS 1000 Control Unit 12 Bosch CCS 1000 Discussion Devices (microphones with built in speakers) 1 Lavalier Lapel Microphone JK MIC-J 044 Bosch CCS 1000 Transport Cases Bose Portable PA speaker Iridium 9555 Satellite Phone and Post-paid Airtime and Service Islands Trust issued Cell Phone
The Bosch system provides a large number of feature upgrades and advantages compared to our existing system which are discussed in detail below.
UPDATED: 2017-04-11 Page 8 of 15 10385545510,,,VMS Business Soluton Options Trust Council v1.0 122 Business Solution Options Document
4.2.1.1 Expandable The control unit and microphone configuration supports up to 80 microphones/speakers. The current system could easily be replicated, while affording easy expansion in the future.
4.2.2 Audio Quality The individual microphones include local speakers built in to each, with local volume controls as well as jacks for individual headphones. Note the system is balanced such that if you place multiple microphones in close proximity to one-another, they filter the sound from one another to ensure no feedback.
4.2.2.1 Portable The system is designed to be portable and is very simple to set up. Setup can be as easy as plugging in the initial mic and chaining the rest of the mics to this one. In the event you go in multiple directions, multiple mics can be connected to the base. Either way, once the microphones are set up, the control interface manages each individual microphone.
4.2.2.2 Dashboard Control
There are numerous default configurations which give a great deal of control over meeting flow. For example, the setup offers the ability for the “chair” mic to mute all other mics. As well the mics can be set up so that a specific number can be active at one time. In addition the chair as well as a meeting coordinator can control the entire system with a PC or IPad interface. Each mic can be assigned with the name of who is using it on the IPad interface and the chair or administrator can easily enable and/or mute any or all microphones via the dashboard interface.
4.2.2.3 Phone Compatible
This system has a remote input jack allowing an cellular or satellite phone to be directly connected with a single cable. The phone would be dialed to either an individual or the Islands Trust conference bridge. Note that the chair would be able to control the input from this source in the same manner as the rest of the microphones.
4.2.2.4 Recording
The control unit has a built in recording feature, enable up to 5 hours of audio to be recorded directly to a USB stick. The chair or administrator controls this feature from the iPad or laptop control interface.
4.2.2.5 Public Speaker
A small portable speaker system is recommended for providing sound to the public attendees. Note that no additional speakers are required for meeting participants, as the
UPDATED: 2017-04-11 Page 9 of 15 10385545510,,,VMS Business Soluton Options Trust Council v1.0 123 Business Solution Options Document
microphones include built in speakers. IS recommends using the existing portable speaker (BOSE) recently purchased for town halls as this is precisely what it is designed for.
4.2.3 Cost Estimates This option includes costs associated with PA system hardware, plus satellite phone hardware and airtime services.
4.2.3.1 PA System
ITEM COST Bosch CCS 1000 Control Unit $2,000 18 Bosch CCS 1000 Discussion Devices $11,000 (microphones with built in speakers) Bosch CCS 1000 Transport Cases $2000 1 Lavalier Lapel Microphone JK MIC-J 044 No Cost BOSE Portable PA speaker No Cost
Total hardware costs come to $15,000 (with an increase of $500 per additional microphone). Initial recommendations for microphones include 1 each for the Executive, 2 for the staff, and 10 split amongst the remaining 22 Trustees. In addition our existing lapel mic would integrate into this system – thus providing 19 total mics. The existing portable speaker used for town hall meetings has also been included in this option at no additional cost.
4.2.3.2 Satellite Phone The satellite phone represents a significant additional cost associated with Option 2. Amounts are identical to those outlined in Option 1 and are described in detail in section 4.1.2. Initial hardware costs are estimated at $2,665. Usage cost per Trust Council, based on an estimated 720 minutes (6 hours per day x 2 days) are predicted to total $1109 (including monthly activation fee).
UPDATED: 2017-04-11 Page 10 of 15 10385545510,,,VMS Business Soluton Options Trust Council v1.0 124 Business Solution Options Document
4.3 Option SWOT Analysis
Current PA System with Updated PA System with Cell or Satellite Phone Cell or Satellite Phone Strengths PA System PA System Low relative cost Expandable system Robust existing hardware Greatly improved local audio quality, with built in microphone mounted speakers, and headset Existing hardware highly supportable audio jacks. Satellite Phone Large variety of default settings providing chair or administrator with speaker control options. Facilitates remote participation at meetings when cellular connectivity is Phone compatibility such that cellular or satellite phones can be plugged directly into control unit insufficient. and balanced automatically with no additional setup or administration overhead. Built in recording capabilities Portable PA speaker far more portable than existing 550 watt speakers. Existing system includes standard hardware which represents a small cost recovery option estimated at $1000 Satellite Phone Facilitates remote participation at meetings when cellular connectivity is insufficient.
Weaknesses PA System PA System The current system is large, heavy to transport and complex to setup. Higher relative cost Digital phone to analog mixing board connection increases complexity of setup Satellite Phone and administration. Higher relative cost Audio balancing challenging in meeting hall using current technology, contributing Complexity associated with setting up external antenna (requires satellite line-of-sight ) to complex setup and administration. Limited ability to functionally expand. We are currently at maximum number of headphones (1) and microphones (12). Satellite Phone Higher relative cost Complexity associated with setting up external antenna (requires satellite line-of- sight ) Opportunities Leverage existing hardware (entire PA system) Leverage existing hardware (lapel microphone and portable PA speaker)
Threats Increased complexity resulting in higher potential failures.
UPDATED: 2017-04-11 Page 11 of 15 10385545510,,,VMS Business Soluton Options Trust Council v1.0 125 Business Solution Options Document
4.4 Option Constraints Analysis
Current PA System with Updated PA System with Cell or Satellite Phone Cell or Satellite Phone Time June 2017 June 2017
Resources IS Team IS Team Approximately 10 total staff hours Approximately 20 total staff hours Cost $2665 satellite phone hardware $15,000 PA hardware $1109 satellite phone minutes/Trust Council $2665 satellite phone hardware $1109 satellite phone minutes/Trust Council hardware Risk Increase setup and administration complexity
Quality Medium quality solution High quality, with significant gains in function and flexibility
UPDATED: 2017-04-11 Page 12 of 15 10385545510,,,VMS Business Soluton Options Trust Council v1.0 126 Business Solution Options Document
5.0 Recommendation Option 2 – Updated PA System with Cell or Satellite Phone
5.1 Rationale:
IS does not consider Option 1 to be a functional solution. The proposed integration of digital phones (cellular or satellite) with our analog mixing board creates a significant increase in setup complexity, along with a high potential for audio issues and outright failures. In order to facilitate plug-and-play digital phone connections to the PA system we will need to replace the existing analog mixing board and microphones with a digital control unit and microphones. The proposed PA system meets this requirement, while providing an elegant and expandable configuration, with speaker control options, and greatly simplified setup and administration.
Whether or not we proceed with the purchase of the satellite phone is open for discussion. If the hardware and service plan costs are considered too high at this time, the new PA system will still enable functional high quality remote participation at 50% of the meeting locations using a cellular connection. When the price point of the satellite phone feels justified we can proceed with 100% coverage.
5.2 Action Plan Obtain approval of the Business Options Document and the Recommendation Procure hardware Develop communication and training plan
UPDATED: 2017-04-11 Page 13 of 15 10385545510,,,VMS Business Soluton Options Trust Council v1.0 127 Business Solution Options Document
6.0 APPENDIX A – MEETING VENUE REVIEW
Legend
Good Connectivity
Below Average Connectivity
Poor Connectivity
UPDATED: 2017-04-11 Page 14 of 15 10385545510,,,VMS Business Soluton Options Trust Council v1.0 128 Business Solution Options Document
7.0 APPENDIX B – STAFF COMMENTS RE JUNE 10, 2015 TRUST COUNCIL MEETING
David Marlor:
The location was good. The room was big enough. And I thought it was comfortable Telephone connection for staff (Miles) did not work well and I wouldn’t want to do that again until we are able to connect the phone to the sound system in some way, and ensure it is tested and working. Council still seemed a little disjointed at times. There were instances where trustees were not speaking through the Chair. Catering was fine, I had no complaint, though the water cooler ran out of water towards the end of the day (it was hot, so maybe the caterer just underestimated the water need). Enjoyed having the San Juan counsellors at the meeting Thought Bruce’s RFD was a good example of how to do it – it seemed well done and Bruce presented it well too.
UPDATED: 2017-04-11 Page 15 of 15 10385545510,,,VMS Business Soluton Options Trust Council v1.0 129 206 – Gilmore Way, Burnaby, B.C. V5G 0B8 T 604-294-6001 | www.wcmrc.com
April 3, 2017
RE: Update on the development of coastal oil spill response strategies for the Salish Sea
In 2016, Western Canada Marine Response held a series of workshops to assist with the development of Geographic Response Strategies (GRS) for southern B.C. (Lower Mainland, Gulf Islands and Vancouver Island). A GRS is a protection strategy for coastal resources and sensitivities. As part of Transport Canada’s move towards risk-based area planning, WCMRC is developing a digital mapping application to coordinate our GRS’ for the coast.
As part of this process, we invited technical experts (biologists, local subject matter experts) and environmental planners with an in-depth familiarity of the shoreline along the southern shipping lane to have a chance to review and provide feedback on the GRS’ developed to date.
This work is ongoing, however we wanted to provide an update to those that have participated in the program and have already shared valuable information with our team. Below is a high-level summary of the 2016 work: • All GRS’ along the southern shipping lane were reviewed by WCMRC’s Operations Department. Some of these GRS’ were also field tested. • As part of the 2016 GRS workshop program, WCMRC held eight separate workshops attended by individuals from 40 different groups. The groups represented federal and provincial government, First Nations, municipalities, regional districts, the Gulf Islands, conservancy societies, non-profit organizations and industry. • The workshops helped to identify 380 potential new coastal sensitivities or features. To date approximately 15% of those features have passed on to the next phase of analysis. • New features identified by the community workshops are passing through the following steps: o Cross-reference the community identified sensitivities with known and reputable data- sets to see if they have been identified elsewhere. o If a new GRS is appropriate, WCMRC teams develop and field test the GRS. o In cases where GRS suitability is unknown or a feature is not verified in other data-sets a field survey will be conducted. • New data sets have been provided to WCMRC, including detailed maps of Gulf Islands’ resources.
The 2017 GRS mapping and development plan includes: • Identify sensitivities and develop GRS’ for Howe Sound. • Include the probability of the presence of a species based on habitat dependencies. • Roll out a GRS mapping portal for public access to increase transparency in the response planning.
Thank-you for your participation in the program to date. We are committed to keeping you informed of significant developments as we continue to roll the program out to the rest of the coast.
Sincerely, Michael Lowry Manager, Communication
24-Hour Spill Emergency Line: 1-855-294-9116 130
From: Jonker, Berdine FLNR:EX [mailto:[email protected]] Sent: Friday, March 31, 2017 4:58 PM Cc: Cook, Judith FLNR:EX Subject: Japanese Canadian Historic Places in British Columbia
Email sent on behalf of Richard Linzey, Director, Heritage Branch:
Good morning,
I am writing to inform you of the results of the Japanese Canadian Historic Places Project, a heritage awareness and recognition project that was undertaken by the Ministry of Forests, Lands, and Natural Resource Operations, and the Ministry of International Trade and Multiculturalism over the past year.
Public nominations were sought from July 7 to November 30, 2016, resulting in 264 nominations for 176 places to be considered for recognition under s. 18 of the Heritage Conservation Act (Appendix A). Following a thorough evaluation by sector and community experts, 56 historic places were chosen to receive formal provincial recognition for their significance to the Japanese Canadian community in British Columbia (Appendix B).
Acknowledgement of the heritage values associated with these places strengthens our understanding and appreciation of the diversity of cultures that are part of British Columbia’s heritage. Heritage values articulated by the Japanese Canadian community relate to several themes including immigration, fighting for equality and justice, service to community, and celebrating cultural diversity. Of particular importance was the profound impact of internment during World War II, and its lasting effects in the years following, on over 22,000 Japanese Canadians and Canadians of Japanese ancestry.
While not all of the places identified by the public are provincially significant, this project brings to light the fact that these places are important at a regional or local level. I am therefore inviting your local government to consider using the heritage conservation tools found in Part 15 of the Local Government Act to formally recognize or protect these places at the local level. Recognition of these historic places by all levels of government strengthens our collective understanding and appreciation of the many layers of heritage values that make British Columbia the place it is today
If your local government does not already have a Community Heritage Register or other heritage conservation tools in place, may I suggest contacting Heritage BC at www.heritagebc.ca, or at 604.428.7243 or 1.855.349.7243, to learn more about their resources and services for developing community heritage planning programs. Heritage BC is also the fund administrator for the Heritage Legacy Fund of British Columbia, which provides opportunities to interpret or celebrate aspects of community heritage through their Heritage Awareness Program.
If you would like more information on this project, or any of the places that were nominated or formally recognized, please contact Judith Cook, Heritage Planner, at [email protected], or at 250-356-1038. Information about each place will also be available on an online interactive map, hosted by Heritage BC. A follow-up letter with more detail about which historic places are in your municipality will arrive to your offices shortly.
I hope that you will join the Province of British Columbia in honouring this important part of our provincial heritage.
Sincerely,
Berdine Jonker
Berdine Jonker, MPA | Manager, Heritage Programs and Services Heritage Branch | Ministry of Forests, Lands and Natural Resource Operations Office: 250.356.1044 | Cell: 250.384.8489 | www.gov.bc.ca/bcheritage 131 Appendix A - Japanese Canadian Historic Places Project - List of nominated places
1 Protected Area 38 The Gulf Islands 78 Fraser Mills Japanese 2 Lillooet/East Lillooet Self- 39 Sunrise Sawmill and Koyama's Language School Supporting Interment Camp Fish Camp 79 Annieville Slough 3 McGillivray Falls 40 Galiano Island Charcoal Pit Kiln 80 Canoe Pass 4 Minto Mine 41 Galiano Island Cemetery 81 New Westminster Berth for 5 Miyazaki House 42 Galiano Island North End Hall Ocean Vessels 82 Douglas Road Cemetery 6 Bridge River Internment Site 43 Mayne Island Japanese Garden 83 New Westminster Japanese 7 Taylor Lake 44 Kadonaga Bay Language School 8 Mount Manzo Nagano 45 Mayne Island 84 Japanese Teahouse, North 9 Mine at Ikeda Bay on Moresby Vancouver 46 Salt Spring Island Charcoal Pit Island 85 Seymour Valley (McKenzie Kilns 10 Ocean Falls Creek) Japanese Camp 47 Ganges 11 North Pacific Cannery National 86 Britannia Shipyards National 48 Salt Spring Island Historic Site Historic Site 12 Port Essington 49 Mikuni Point 87 Don and Lion Islands 50 Saint Christopher's Church 13 Skeena Buddhist Temple 88 G.S. Mukai Boat Works 51 Christina Lake & Japanese 14 Cow Bay 89 Garry Point Park Boatyard Language School 90 Japanese Fishermen's Hospital 15 Kazu Maru Shinto Shrine 52 Greenwood 91 Kuno Garden 16 Morimoto Boat Shop & 53 Kaslo Internment Site Claxton Cannery 92 Murakami House and 54 Langham Cultural Centre 17 Prince Rupert Japanese Boatworks 55 St Andrew's United Church Language School 93 Nikkei Fishermen's Statue, 18 St. Andrew's Anglican Church 56 Midway Steveston 94 Steveston Buddhist Temple 19 Calhoun Farm 57 1505 Nasookin Road, Nelson 95 Steveston Japanese Language 20 Eagle Pass/Revelstoke- 58 Rosebery Interment Camp School Sicamous Highway Road Camp 59 Kohan Reflection Garden 96 Steveston 21 Nitobe's Rock 60 New Denver and Area 97 Woodfibre Japanese Language Internment Camps 22 Rogers Pass Avalanche School 61 New Denver Church Memorial 98 Strawberry Hill, Surrey 23 Fraser Valley Buddhist Temple 62 New Denver Orchard 99 Campbell Creek Hop Farm 24 Mount Lehman Japanese 63 Nikkei Internment Memorial 100 Kamloops Japanese Canadian Language School Centre National Historic Site Association 25 Hammond Buddhist Temple 64 Yasutaro Mitsunaga grave 101 Kamloops Jodo Shinshu marker 26 Haney Japanese Kindergarten Buddhist Temple 65 Sandon Internment Camp 27 Haney Japanese Language 102 Kamloops Judo Club 66 520 Springer Street, Slocan School 103 Monte Lake 67 Bay Farm Internment Camp 28 Haney Nokai 104 North Kamloops Motors 68 Lemon creek Internment 29 Haney, Maple Ridge 105 Kelowna Buddhist Temple Camp 30 Whonnock Japanese Language 69 Popoff Internment Camp 106 Kelowna Japanese Language School School 70 Slocan Extension Internment 31 East Mission Japanese 107 Summerland Japanese Camps Language School Language School 71 Silvery Slocan Social Centre 32 Mission Japanese Language 108 Bella Vista Road & Old School 72 Slocan Cemetery Monument Kamloops Road 33 Westminster Abbey, Mission 73 Slocan City Internment Camp 109 Vernon Japanese 34 Pitt Meadows Japanese 74 Slocan Village Market Hall/Buddhist Temple Canadian Meeting Hall 75 CPR Railway disaster 110 Westwold 35 Fraser Valley 76 Nikkei National Museum & 111 Yellowhead-Blue River 36 Tashme Internment Camp Cultural Centre Highway Road Camp (Robson 37 Hope-Princeton Highway Road 77 Ocean View Burial Park Park) Camp 132 112 302 Alexander Street, 134 Nippon Auto Supply, 157 Saito House Vancouver Vancouver 158 Cumberland 113 40th Marpole Boy Scout Hall & 135 Nitobe Memorial Garden, UBC 159 Nanaimo Japanese Language Marpole Japanese Language 136 Oppenheimer Park School School 137 Powell Street Historic 160 Newcastle Island & Nanaimo 114 Celtic Cannery & Japanese Japanese Canadian Shipyards Language School Neighbourhood (Paueru-gai/ 161 McLean Mill National Historic 115 Fairview Japanese Language パウエル街) Site School 138 Showa Japanese Language 162 Port Alberni Cemetery 116 Hastings Park School 163 Royston 117 Hastings Park - PNE Forum 139 Tairiku Building, Cordova 164 Japanese Bazaar, 1013 118 Hastings Park - Rollerland Street Government Street, Victoria 119 Hastings Park Garden 140 Tamura House/Building 165 Japanese Methodist Mission Auditorium 141 Tonari Gumi, Vancouver Church 166 Osawa Hotel, Victoria 120 Hastings Park Livestock 142 University of British Columbia Building 167 Ross Bay Cemetery - 143 Vancouver Buddhist Temple 121 Hastings Park Momiji Garden Kakehashi Project and 144 Vancouver Japanese Language 122 Historic Sites and Monuments Gravesites School & Japanese Hall Board of Canada Plaque, 168 Victoria Japanese Language 145 Wong's Market, Vancouver Hastings Park School 123 Holy Cross Japanese Anglican 146 Torii Gate 169 Victoria Port of Entry and Church 147 Chemainus Cemetery and William Head Quarantine Monument Station 124 Japanese Canadian real estate 148 Comox Japantown and 170 Japanese Garden, Gorge Point 125 Japanese Canadian War Japanese Language School Park Memorial 149 Deep Bay Logging Company 171 West Coast of Vancouver 126 Japanese Catholic Mission and Kyoritsu Gakko Language Island (Tofino and Ucluelet) 127 Japanese Church of the School 172 Clayoquot Island Ascension 150 Hillcrest Japanese Language 173 Tofino Japanese Language 128 Historic Joy Kogawa House School School 129 Kitsilano Japanese Language 151 Duncan, Paldi, Chemainus 174 Japanese Dock, Ucluelet School 152 10 Maple Street, Cumberland 175 Port Albion (Shimizu Bay), 130 Little Ginza, Vancouver 153 Coal Mine No. 5 and No. 5 Ucluelet 131 Maikawa Building and Store Japanese Town, Cumberland 176 Ucluelet 132 Mountain View Cemetery 154 Cumberland Japanese 133 Myowa Gakuen Cemetery 155 Nikkei Mountain
156 No. 1 Japanese Town site, Cumberland
133 Appendix B: Recognized places in numerical order 1. Tashme Internment Camp 17. McGillvray Falls 33. Don and Lion Islands 50. Cumberland and Royston 2. Midway 18. Calhoun Farm, Tappen 34. Fraser Valley / Fraser Valley Buddhist Temple 51. University of British Columbia 3. Greenwood Internment Camp 19. Taylor Lake 35. Haney, Maple Ridge 52. Fanny Bay 4. Christina Lake 20. Bridge River Internment Site 36. Westminster Abbey, Mission 53. Newcastle Island and Nanaimo Shipyards 5. Kaslo Internment Site 21. Minto Mine 37. Pitt Meadows Japanese Canadian Meeting Hall 54. West Coast of Vancouver Island (Tofino 6. Slocan City / Slocan Extension 22. Hope-Princeton Highway Road Camp 38. Steveston and Ucluelet) Internment Camps 23. Eagle Pass (Revelstoke-Sicamous) Highway 39. Strawberry Hill, Surrey 55. Victoria Port of Entry and William Head 7. Bay Farm Internment Camp Road Camp 40. Kamloops Japanese Canadian Association Quarantine Station 8. Popoff Internment Camp 24. Yellowhead-Blue River Highway Road Camp 41. Kelowna Buddhist Temple 56. Vancouver Buddhist Temple 9. Lemon Creek Internment Camp (Robson Park) 42. Bella Vista Road / Old Kamloops Road, Vernon 10. Nikkei Internment Memorial Centre 25. Vancouver Japanese Language School and 43. Seymour Valley (McKenzie Creek) Japanese Camp National Historic Site, New Denver Japanese Hall 44. 40th Marpole Boy Scout Hall & Marpole Japanese 11. Kohan Reflection Garden, New Denver 26. Mountain View Cemetery Language School 12. New Denver Orchard 27. Ocean Falls 45. Hastings Park 13. New Denver Church 28. Port Essington 46. Powell Street Historic Japanese Canadian 14. Rosebery Internment Camp 29. Protected Area Neighbourhood (Paueru-gai/パウエル街 ) 15. Sandon Internment Camp 30. The Gulf Islands 47. Stanley Park Japanese Canadian War Memorial 16. Lillooet/East Lillooet Self-Supporting 31. Nikkei National Museum & Cultural Centre 48. Tonari Gumi Japanese Canadian Volunteer Association Internment Camp 32. Annieville Slough 49. Duncan, Paldi and Chemainus
19. Taylor Lake
24. Yellowhead - Blue River Highway Road Camp 28. Port Essington (Robson Park)
40. Kamloops Japanese Canadian Association
18. Calhoun Farm, Tappen
23. Eagle Pass (Revelstoke-Sicamous) Highway Road Camp 27. Ocean Falls 42. Bella Vista Road / Old Kamloops Road, Vernon
10. Nikkei Internment Memorial Centre National 16. Lillooet / East Lillooet Self- Historic Site, New Denver Supporting Internment Camp 11. Kohan Reflection Garden, New Denver 12. New Denver Orchard 20. Bridge River 13. New Denver Church 14. Roseberry Internment Camp 29. Protected Area Internment Site 15. Sandon Internment Camp • Extended inland for 100 miles 21. Minto Mine • Extended from BC/Washington 5. Kaslo Internment Site border to BC/Yukon border or southern tip of Alaska Panhan- 6. Slocan City dle 17. McGillivray Falls • Included all islands lying off 7. Bay Farm Internment Camp the west coast of BC 8. Popoff Internment Camp 9. Lemon Creek Internment Camp
50. Cumberland and Royston 52. Fanny Bay
4. Christina Lake 54. West Coast of Vancouver Island 2. Midway (Tofino and Ucluelet) 3. Greenwood Internment Camp
41. Kelowna Buddhist Temple 1. Tashme Internment Camp 22. Hope-Princeton Highway Road Camp 53. Newcastle Island and Nanaimo Shipyards 34. Fraser Valley / Fraser Valley Buddhist Temple 35. Haney, Maple Ridge 49. Duncan, Paldi and Chemainus 36. Westminster Abbey, Mission 37. Pitt Meadows Japanese Canadian Meeting Hall
30. The Gulf Islands 55. Victoria Port of Entry and William 25. Vancouver Japanese Language School and Japanese Hall Head Quarantine Station 26. Mountain View Cemetery 31. Nikkei National Museum & Cultural Centre 32. Annieville Slough 33. Don and Lion Islands 38. Steveston 39. Strawberry Hill, Surrey 43. Seymour Valley (McKenzie Creek) Japanese Camp 44. 40th Marpole Boy Scout Hall & Marpole Japanese Language School 45. Hastings Park 46. Powell Street Historic Japanese Canadian Neighbourhood (Paueru-gai/パウエル街 ) 47. Stanley Park Japanese Canadian War Memorial 48. Tonari Gumi Japanese Canadian Volunteer Association 51. University of British Columbia 56. Vancouver Buddhist Temple
MAP OF RECOGNIZED PLACES Japanese Canadian Historic Places Recognition Project
134 ------Forwarded Message ------Subject: Letter April 17, 2017 to Federal Cabinet re WLNG application 40 year license.docx Date: Wed, 19 Apr 2017 14:25:52 -0700 From: Mona Helcermanas-Benge
*Dear Chair Luckham and Members of Islands Trust Executive Council*
Attached please find the letter & notebelow sent to Members of the Federal Cabinet, Critics and MP’s from the Lower Mainland regarding the issue of giving Woodfibre LNGExport Pte. a 40 yearexport license. Any communications you might make to the Cabinet regarding the decision they must consider is most appreciated.
------**
*_Re: A80312 Woodfibre LNG Export Pte.Ltd. application for a 40-year LNG export license_*
The National Energy Board recently recommended that the Woodfibre LNG project to be located in Howe Sound just around the corner from Vancouver, BC be granted its’ application for a 40 year LNG export license.
We urge you to consider the factors detailed in the */attached letter/* when reviewing this application to change WLNG’s 25 year license to a 40 year license which will threaten Canada’s Energy self-sufficiency in the future. This decision on the part of the Federal Liberal Cabinet will greatly increase hazards faced by Howe Sound communities, marine life and the regional tourism industry.
Canadians rely on their elected officials to provide energy security for Canada. Rejecting a 40-year license for Woodfibre’s LNG exports would be a step in the right direction showing that the trust we place in our regulatory institutions is not being misplaced or mismanaged.
We thank you for your consideration.
Sincerely
Eoin Finn B.Sc., Ph.D., MBA Co-Founder, My Sea To Sky Society [email protected]
CC:
*BC Members of Parliament* Pam Goldsmith Jones, MP West Vancouver-Sunshine Coast – Sea to Sky Country , Joyce Murray, MP Vancouver Quadra, Jonathan Wilkinson, MP North Vancouver, Terry Beech MP Burnaby North-Seymour, Honourable Carla Qualtrough MP Delta, Hedy Fry MP Vancouver Centre, Ron McKinnon MP Coquitlam-Port Coquitlam, Joe Peschisolido MPSteveston-Richmond East,
Elizabeth May MP Saanich-Gulf Islands, Peter Julian MP New Westminster-Burnbay, Fin Donnelly MP Port Moody-Coquitlam, Kennedy Stewart MP Burnaby South, Murray Rankin MP Victoria, Rachel Blaney MP North Island-Powell River, Don Davies MP Vancouver Kingsway, Sheila Malcolmson MP Nanaimo-Ladysmith, Jenny Kwan MP Vancouver East
*Mayors and Councils* District of Squamish, Village of Lions Bay, Municipality of Bowen Island, District of West Vancouver, Town of Gibsons, Resort Municipality of Whistler, City of Vancouver *Regional Districts*of Sunshine Coast, Powell River, Squamish-Lillooet and *Islands Trust* Executive Committee.
135
Federal Cabinet Privy Council Office April 17, 2017 Room 1000, 85 Sparks Street Ottawa, Ontario K1A 0A3 Attention: Clerk of Privy Council, Michael Wernick
Via email: [email protected]
Re: A80312 Woodfibre LNG Export Pte. Ltd. application for a 40-year LNG export license The National Energy Board recently recommended that the Woodfibre LNG project in Howe Sound, BC, be granted its application for a 40-year LNG export license. My Sea to Sky (MS2S) is a Society, founded in Squamish, B.C. in March 2014 to address all issues pertaining to this and other projects in the Howe Sound region of British Columbia. We have over 13,000 supporters who, for many reasons, are opposed to the Woodfibre LNG project. Our concerns include the short and long-term effects of the project on the several communities in the Sound. On behalf of our MS2S community, we respectfully request that the Federal Cabinet not approve NEB’s decision to grant a 40-year LNG export license to Woodfibre LNG Export Pte. Ltd., a Singapore registered company. Some of our reasons for opposing the granting of this license extension are as follows: Canada’s Energy self-sufficiency will be threatened. The NEB has received 40-year LNG export license applications for 4 projects in BC and has already approved 3 of them. Total approved projects combined would export about 295 million tonnes per annum of mostly-fracked natural gas (NG) from a proven reserve of less than 1,300 million tonnes. This level of exports will virtually ensure that Canada will not have surplus energy and will become a net importer of NG within 5 years. That is entirely inconsistent with NEB’s statutory obligation to ensure Canada’s energy self-sufficiency1. Woodfibre’s 40-year export license application stated that they have “determined that a 40- year export license would strengthen the global competitiveness of WLNG’s Exports project”.2 This opinion is without merit, as Woodfibre LNG has been given ample opportunity to be globally competitive through generous tax breaks awarded the LNG industry by the Canadian and BC Governments. These include: a low, locked-in LNG royalty tax rate of 3.5% of net income, and that only after full amortization of capital costs; an 18 month grace period before carbon taxes apply, 30% accelerated capital cost allowance for LNG facilities, an “e-Drive” electricity rate subsidy estimated at $34 million annually; $1.7 million/year from BC Hydro for Independent Power Producer (IPP) power (at double the average rate paid to other IPPs) and $540,000/yr selling unused carbon offset credits. 3
1 Under section 118 of the NEB Act, NEB is required to assess whether the natural gas proposed to be exported does not exceed the surplus remaining after due allowance has been made for the reasonably foreseeable requirements for use in Canada, having regard to trends in the discovery of natural gas in Canada.
2 Woodfibre LNG Export Pte. Ltd. 40 year Export License Application, point C 11, page 4 0f 14 3 https://thetyee.ca/Opinion/2016/11/10/BC-LNG-Fraud/
- 2 - 136
In reviewing the 3 previously-awarded 40-year export licenses, there are some commons threads as to why NEB has consistently approved these applications, including: 1. It accepts biased estimates of the amount of recoverable NG by proponents’ consultants e.g. Navigant Consulting’s report for LNG Canada, the LNG Canada report by Gordon Pickering and the Priddle reports submitted by Woodfibre and Pacific NW LNG; 2. It assumes that not all approved LNG liquefaction ventures will be built (though these decisions are totally outside NEB’s control); and 3. It assumes that the existing flow of natural gas throughout North America will be maintained and therefore an ample supply will be available for Canadians even if Canada’s reserves are quickly depleted. A major gas supply concern we have is supported by credible reports dealing with recoverable gas reserves and actual supply are not considered, creating a potential Energy Security dilemma for Canadians. David Hughes, a renowned Geoscientist, states in his report: “If the NEB LNG exports are included (which would meet the needs of just one large LNG export terminal), Canada would become a net natural gas importer - by 2017 in the low case and by 2020 in the reference case. In the high and reference cases, Canada has 30.9 tcf and 0.7 tcf available for additional exports, respectively, over the period from 2016 to 2035. In the low case, Canada would need to import 33 tcf of gas by 2035 to meet its own requirements and the NEB’s assumed LNG exports. To put this in perspective, the BC government’s highest estimate for LNG exports, which assumes the construction of five LNG terminals, would require the production and export of an additional 70 tcf of marketable gas by 2035 over and above the NEB’s assumed exports. If the NEB’s production forecasts were to prove accurate, this would see Canada importing between 39 and 103 tcf of gas by 2035 (depending on which NEB case is used) in order to meet this level of LNG exports (70 tcf of imports, which would be the reference case requirement, is equivalent to roughly 13 years of current Canadian production). “4 ● NEB is gambling that few of the awarded LNG projects will come to fruition. A conservative approach would look like only awarding a 40-year license once the facility is up and running to ensure that surplus supply at reasonable rates are available for domestic consumption. The “40- year award” should not be granted solely for proponents to be “globally competitive” as reasoning by Woodfibre LNG requires; ● NEB is depending on a stable trade relationship for supply between the US and Canada. With a new President in the U.S., this position looks risky. President-elect Trump made his comments very clear in the election where he stands in regards to NAFTA5. NEB’s mandate is to ensure surplus supply for Canada yet part of the plan is that NG can be imported from the U.S. if necessary. This puts Canadians once again in a precarious position as we become a net importer at market prices; and ● NEB has authorized NG exports of over 295 million tonnes/annum. However, the entire global demand in 2016 was about 265 million tonnes per annum, and has been at that level for the past 4 years. One of the stated reasons why NEB approved LNG Canada’s application was that
http://commonsensecanadian.ca/harper-slashes-federal-taxes-bc-lng-industry/ 4 https://www.policyalternatives.ca/sites/default/files/uploads/publications/BC%20Office/2015/05/CCPA-BC- Clear-Look-LNG-final_0_0.pdf 5 http://www.reuters.com/article/us-usa-election-idUSKCN0ZE0Z0
- 3 - 137
“ both the Canadian and the North American natural gas markets are characterized by ample, stable supplies and competitive, stable prices”. Given the huge range of both LNG and NG (Henry Hub) prices over the past 10 years, this is an incredible statement. Granting further export licenses will only exacerbate that volatility. To create obligations on a finite non-renewable resource restricts future governments ability to make decisions that would better serve Canadians. NEB’s own forecasts indicate that even if BC’s NG production more than doubles, one LNG terminal would use all Canadian export capacity by 2040. Developing 3-5 LNG export terminals would make Canada a major net importer of gas. “The B.C. Government’s claim of 2,900+ trillion cubic feet of “marketable gas reserves” conflates “in- place resources” with “ recoverable resources”. Remaining “marketable resources” are 435 tcf and proven raw gas reserves are 51 tcf according to the B.C. Oil and Gas Commission and the NEB” , according to David Hughes, Geo-Scientist.6 We need flexibility in our energy policies to ensure Canadians have the most sustainable, renewable, energy options available. By approving a 40-year license to export, we lose this flexibility, unnecessarily and Canadians are left paying more for imported NG. Canada has finite gas reserves and is a cold country – we urge NEB to do the simple math! Extending fossil-fuel facilities is inconsistent with Canada’s COP21 Commitments In Paris, Canada committed to do its part to limit global warming to less than 20C and to take actions to reduce GHG’s 30% by 2030. These commitments must be considered by NEB when issuing 40 year licenses, as approvals will seriously impede Canada’s ability to meet these obligations, further eroding Canada’s reputation as a country that takes climate change seriously. "We're going to take practical action to tackle climate change, to grow our economy," Minister McKenna said outside the Commons. "And it's about the future of our kids and grandkids."7 The Federal Cabinet must action these commitments, as it has promised to do. Other countries have experienced ill effects of expanding LNG export facilities My Sea to Sky has been researching the affects that LNG exportation industries have on Countries. BC has huge domestic energy needs due to where its distance from the Equator. It is cold for most parts of the year. A rise in energy costs puts a substantial burden on low to middle income families.
6
David Hughes: “A clear look at BC LNG”- (published in 2015) https://www.policyalternatives.ca/sites/default/files/uploads/publications/BC%20Office/2015/05/CCPA-BC-Clear-Look-LNG- final_0_0.pdf Canada’s long-term energy security may be compromised by LNG export plans: ● The National Energy Board has a duty (outlined in Section 118 of the NEB Act) to ensure Canadian domestic supplies are met before approving exports, but is failing to do so. Including U.S. reserves in decisions affecting Canadian energy self-sufficiency is a convenient, but totally specious, argument presumptive of several factors totally outside Canada’s control, not least of which is the continuation of the NAFA agreement. ● The NEB has, to date, approved 12 terminals with a total capacity of 251 trillion cubic feet (tcf) of LNG exports over 20-25 years. However, the NEB’s own modeling shows that only a small percentage of that amount — 18 tcf — is available for export, even with a three-fold ramp-up in BC production. ● Medium to high levels of LNG exports from BC would require Canada to become a net importer of natural gas, simply to meet domestic needs. 7 http://www.nationalobserver.com/2016/10/05/news/canada-officially-ratifies-historic-paris-climate-agreement
- 4 - 138
We have especially seen the impact of the LNG export industry in Australia, who have some of the largest gas resources in the world, yet the NG price to Australians and their businesses have soared.8 Based on the amount of LNG export projects that have been approved to move forward, there is a huge risk of creating the same scenario that Australia now finds itself in whereby East-coast energy suppliers are at risk of not meeting contract obligations and are looking at importing LNG to fulfil them.9 These issues would have enormous impacts on Canadians and Canadian manufacturers. On a local level, this extended license would, if granted, significantly impact us in the following areas: Negative Economic impact The Sea to Sky Corridor has developed into an area that has strong, vibrant, growing communities.10 A Recreational Technology business community has settled into Squamish attracted there by the natural beauty and unparalleled opportunities for outdoor recreation. Media attention has helped create Squamish as a tourist destination, helped by the Sea to Sky Gondola, a local employer of 250 people.11 Statistics inform us that over 2.1 million visitors annually visit the Sea-to-Sky corridor and spend $1.3 billion in revenue in various businesses through the Howe Sound-Whistler region. Very visible from the Gondola and the Sea-to-Sky highway connecting Vancouver to Whistler, Woodfibre LNG project would have a negative impact on tourism and the recreation economy. With the amount of greenhouse gases (GHG’s -+150,000 tonnes/yr. in direct emissions) that will be pumped into our air shed from this project for potentially 40 years, on top of other existing industry and potentially new industry, our air quality will deteriorate, negatively impacting our Tourism industry and creating adverse health impacts due to particulate pollutants. These health costs will be borne by the services provided by local Municipalities. Squamish is one of the fastest growing communities in Canada with median age of 35-39 years of age and are to be considered at risk to be affected by these higher costs of living. 12 With less money available to the average citizen for basic needs, community services become overburdened with filling in the gaps. Negative effects on the Marine life of Howe Sound The marine life of Howe Sound will also be greatly affected by the Sea Water Cooling system proposed for this facility. Once-through seawater cooling has been banned in California, New York and elsewhere, due to the environmental and marine life degradation. The waters throughout Howe Sound are now
8 http://www.abc.net.au/news/2016-08-01/gas-prices-higher-in-australia-than-in-export-destinations/7680106
9 http://www.abc.net.au/news/2016-11-24/having-spent-200b-to-export-lng-is-australia-about-to-import/8055164
10 http://www.britishcolumbia.ca/invest/communities/british-columbia/lower-mainland-southwest/squamish-lillooet/squamish/
11 http://www.cbc.ca/news/canada/british-columbia/squamish-makes-new-york-times-list-of-52-places-to-go-in-2015-1.2897649 http://www.piquenewsmagazine.com/whistler/cnn-declares-squamish-the-mountain-town-to-visit-this-summer/Content?oid=2557147 http://www.blacktuskrealty.com/market-news/squamish-in-the-news/ https://www.tripadvisor.ca/ShowUserReviews-g154922-d155556-r125147969-Sea_to_Sky_Highway-British_Columbia.html
12 http://www.britishcolumbia.ca/invest/communities/british-columbia/lower-mainland- southwest/squamish-lillooet/squamish/
- 5 - 139
teeming with life. With the recent return of the herring, salmon have followed and brought with them dolphins, orcas13 and Humpback whales. People flock to this natural environment and, through social media, have shared the “Supernatural” beauty that BC has marketed itself for years. Sports fishing, commercial fishing and whale watching have all returned since the Pulp and Paper industry at the Woodfibre site shut down in 2005-6. The Howe Sound community has lived through this industrial degradation scenario once before and does not want to see it happen again. 40-year Cumulative impacts on Howe Sound have not been considered Cumulative impacts are not being considered. The 2015-2016 Environmental Assessment examined (though in scant detail) some aspects of the environmental impact of Woodfibre LNG over its proposed 25-year expected lifetime. Extending those impacts to 40 years creates a 60% increase in Cumulative Impacts, and has not been estimated at all. It should be. However, we fear that, as has happened with the LNG Canada and WCC extensions, granting Woodfibre’s application will not trigger an environmental review of these significant cumulative impacts. Lack of jobs and potential low property tax for LNG businesses negatively affect ratepayers. Woodfibre LNG is situated on prime land that Communities depend on for industrial property taxes and for industry that provides numerous jobs for the communities along Howe Sound. The Woodfibre LNG project removes the opportunity for that land to truly provide economic benefit as it only has 100 full time jobs and due to the nature of this industry means that the number of jobs available will never grow. With Woodfibre LNG paying potentially very low property tax rates versus other industry, this directly affects the Municipalities ability to finance much needed infrastructure and services in the future due to growth in population.14 The future value of that land due to its proximity to Vancouver and long-term impacts need to be considered as it will affect two generations of peoples in this area. Public Safety will be further threatened Howe Sound is a narrow fjord and culminates at the headwaters of Squamish River. The area is known for its strong winds and huge (15’) tides. Squamish has already experienced a significant oil spill due to these natural factors.15 SIGTTO, the LNG industry’s Standards of Operations, strongly recommends against siting a facility in close proximity to human populations and having LNG tankers traverse significant commercial, recreational and ferry marine traffic.16 Based on modeling performed by Sandia National Laboratories for the US government, populated areas within Howe Sound already fall into hazard zones that, were there to be a significant spill from an LNG tanker, would decimate these communities.17 Adding 15 more years to Woodfibre’s license increases the hazard for local communities by at least 60%. Fracking and water usage will continue the pattern of habitat destruction in N.E. BC
13 http://www.cbc.ca/news/canada/british-columbia/orcas-killer-whales-howe-sound-1.4067677 14 http://www.squamishchief.com/news/local-news/woodfibre-lng-could-fetch-7m-per-year-in-taxes- 1.1986708 15 http://www.theglobeandmail.com/news/national/oil-spill-fouls-waters-of-howe-sound-off- squamish/article1101656/ 16 http://www.quoddyloop.com/lngtss/standards.html 17 http://www.lngfacts.org/resources/SANDIA_2008_Report_-_Large_LNG_Vessel_Sa.pdf
- 6 - 140
Canadians are becoming very averse to horizontal, hydraulic fracking due to the unknown potential long-term effects. According to a recent Environics poll, 62% of Canadians support a moratorium on fracking until all federal reviews are complete and a thorough assessment of its impact can be done. According to calculations using the model invented by the Pembina Institute, “24 extra wells would need to be drilled per year to support the facility. It would contribute 0.81 million tonnes of carbon pollution per year and use a half million cubic metres of freshwater per year. The figures are based on the $1.6- billion Woodfibre LNG facility having a capacity of 2.1 million tonnes of LNG per year once it comes online in 2020, according to the Institute.”18 We urge you to consider these factors when reviewing this application. Canadians rely on their elected officials to provide energy security for Canada. Rejecting a 40-year license for Woodfibre’s LNG exports would be a step in the right direction showing that the trust we place in our regulatory institutions is not being misplaced or mismanaged.
Sincerely,
Eoin Finn B.Sc., Ph.D., MBA Co-Founder, My Sea To Sky Society [email protected] CC: via Email BC Members of Parliament Pam Goldsmith Jones, MP West Vancouver-Sunshine Coast – Sea to Sky Country , Joyce Murray, MP Vancouver Quadra, Jonathan Wilkinson, MP North Vancouver, Terry Beech MP Burnaby North-Seymour, Honourable Carla Qualtrough MP Delta, Hedy Fry MP Vancouver Centre, Ron McKinnon MP Coquitlam- Port Coquitlam, Joe Peschisolido MPSteveston-Richmond East Elizabeth May MP Saanich-Gulf Islands, Peter Julian MP New Westminster-Burnbay, Fin Donnelly MP Port Moody-Coquitlam, Kennedy Stewart MP Burnaby South, Murray Rankin MP Victoria Mayors and Councils District of Squamish, Village of Lions Bay, Municipality of Bowen Island, District of West Vancouver, Town of Gibsons, Resort Municipality of Whistler, City of Vancouver Regional Districts of Sunshine Coast, Powell River, Squamish-Lillooet Islands Trust Executive Committee.
18 http://www.squamishchief.com/news/local-news/pembina-institute-takes-aim-at-woodfibre-lng-1.2301295
- 7 - 141 142 Print Date: April 27, 2017
Top Priorities
Executive Committee No. Description Activity R/Initiated Responsibility Target Date Chief Administrative Officer 1 Islands Trust Act Investigate possibility of amendments to the Islands Trust Act 26-Oct-2016 Russ Hotsenpiller Amendments to broaden the Islands Trusts ability to serve its communities and to strengthen its mandate to preserve and protect, including seeking legislative change of Trust Fund name.
Director, Local Planning Services 4 First Nations Working on implementing Project Charter through various 31-Aug-2016 David Marlor 01-Dec-2016 Relationship Building initiatives, supporting LTCs on First nations engagement.
Director, Trust Area Services 2 Oil Spill and Shipping Chair letters and participation on inter-agency working groups 01-Apr-2014 Clare Frater Safety 3 Revisions to Crown Meeting held with BIM, LPS, TAS, CSCD and FLNRO. 19-Jun-2014 Clare Frater Land protocol agreements and letters of understanding
Projects Executive Committee
Description Activity R/Initiated Chief Administrative Officer Provide advice about amendments to Policy 2.2.1 (RFDs) Explore what changes are required 15-Feb-2015
Director, Local Planning Services 143 Page 1 of 2 Print Date: April 27, 2017
Executive Committee No. Description Activity R/Initiated Responsibility Target Date Rural Status for Southern LTC Grant Eligibility Ask staff to review and report back on options for legislative 02-Nov-2015 change. Application Sponsorship Policy Provide advice on amendments to the Application 20-Nov-2012 Sponsorship Policy in relation to government bodies. Provincial Tenure Referrals Process Review and report on current provincial process regarding 12-Aug-2012 tenure referrals
144 Page 2 of 2