​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.