7.4.1 Incoming Local Trust Committee Correspondence

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Chapter 7. Section 4. Subsection i.   Page 1 
 
ISLANDS TRUST POLICY MANUAL 
K:\Manuals\IT Policy Manual\Chapter07\74i Incoming Local Trust Committee Correspondence - General Dec 2013.docx 
 
 
INCOMING LOCAL TRUST COMMITTEE 
CORRESPONDENCE:  GENERAL 
 
Purpose / Rationale 
To establish guidelines for processing incoming correspondence addressed to local trust committees, 
local trustees and local planning services staff, in a consistent, efficient and transparent manner. 
 
Scope / Limits 
This policy addresses how to process incoming correspondence to  local trust committees, local 
trustees and local planning services staff. 
 
The Legislative Services Manager is authorized to make minor, non-substantive amendments to this 
policy to maintain its currency, such as updates to references to legislation and position titles.  A log of 
such minor amendments will be maintained as an attachment to the policy. 
 
The Legislative Services Manager and other staff may develop administrative procedures and tools to 
implement this policy. 
 
Principles 
1. Local trustees, local trust committees and local planning services staff should receive 
correspondence addressed to them in an expeditious manner. 
2. Correspondence addressed to a quorum of a local trust committee that is relevant to the actions 
or decisions of the local trust committee should be received in an open and transparent manner, 
so that those with interests in the topic have an opportunity to hear and respond to all information 
considered by the local trust committee that has been received within the relevant time limits for 
decision-making.  
3. Despite the principles of openness and transparency expressed in Principle 2, Islands Trust 
bodies should not consider correspondence from anonymous sources and should not consider or 
publish written materials that are defamatory, profane or otherwise inappropriate for general 
circulation.  Senders of such correspondence should have the opportunity to have their views 
considered by a local trust committee, by being informed of the necessary amendments that 
would make their correspondence eligible for receipt and circulation on an open public agenda. 
  
Policy: 
7.4.i 
Approved by: 
Islands Trust Council 
Approval Date: 
December 4, 2013 
Amendment Date(s):  
 
Policy Holder: 
Legislative Services Manager 

Chapter 7. Section 4. Subsection i.   Page 2 
 
ISLANDS TRUST POLICY MANUAL 
K:\Manuals\IT Policy Manual\Chapter07\74i Incoming Local Trust Committee Correspondence - General Dec 2013.docx 
A.    Definitions 
 
1.   "Correspondence" means any written communication received by mail, courier, facsimile 
transmission, email, webmail or other electronic format, or in person. 
2.   "Defamatory" means false statements communicated to other people about a person that 
tends to hurt the person’s reputation. 
3.   “Webmail” means mail that is received through generic email addresses posted on the 
Islands Trust website.  
 
B.    Guidelines 
 

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