Policy 2.4.6 Executive Committee Meeting Preparation

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POLICY – 2.4.6 Executive Committee Meeting Preparation Page 1 
 
Policy: 2.4.6 
Approved By: Executive Committee 
Approval Date: May 28, 2013 
Amendment Date(s):  January 14, 2014 
Policy Holder: Chief Administrative Officer 
 
EXECUTIVE COMMITTEE MEETING PREPARATION 
Purpose 
To provide direction and details for the preparation, conduct and follow-up requirements for Executive 
Committee meetings including agenda submissions, correspondence, and order of business. 
A. Definitions 
n/a 
B. Policy 
1.  Executive Committee Meeting Agendas 
1.1 Submission Format 
Where possible, written items being submitted to the Executive Committee (EC) for 
decision should be processed through the use of the EC’s Request for Decision form 
with appropriate accompanying reports and/or documents.  
1.2  Agenda Item Submissions 
The following provides targets and deadlines for staff’s submission of items to an EC 
meeting agenda: 
1.2.1 Written Items for Agenda Package 
 The deadline for staff to submit Requests for Decisions and Briefings for an EC 
agenda is 1 p.m., four full calendar days before the day of the EC meeting 
when the matter will be considered. For example, where an EC meeting is 
scheduled to begin on a Tuesday morning, the deadline for submission of 
approved documents to the Executive Coordinator is 1 p.m. on the previous 
Thursday. (Note: See table at end of this policy for illustration) 
 1.2.2 Late Items 
 EC members and staff may suggest the addition of late items as new business 
after the agenda deadline by notifying the Chair and receiving approval from a 
majority of the members of the EC before or at the meeting. Where possible, 
any written materials that accompany suggested additions should be 

 
POLICY – 2.4.6 Executive Committee Meeting Preparation Page 2 
circulated in advance of the meeting, providing as much time as possible for 
review.  
 Late items should only be submitted for consideration if they are urgent, 
having arisen since the agenda deadline and where resolution is desirable 
before the next meeting of the EC.  
 1.2.3 Chief Administrative Officer Review 
 All items being submitted to the EC by staff must be submitted to the Chief 
Administrative Officer (CAO) in advance of the above-noted deadlines with 
sufficient time for review and comment. 
 At the CAO’s discretion, items submitted to the EC by staff that cannot be 
properly reviewed by the agenda deadline may be withheld until the next 
meeting of the EC.  
    1.2.4  Chief Administrative Officer Role 
 The CAO is responsible to receive all Requests for Decision and Briefings for 
review relative to: 
 1.  Policy, organizational, financial and implementation implications. 
 2.  Identification and evaluation of alternatives. 
 3.  Relevance to current organizational priorities such as the Islands Trust 
Policy Statement and the Islands Trust Council’s strategic plan. 
 4.  General completeness as quality information from which the EC can 
make a decision. 
1.2.5 

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