Policy 6.13.1 Islands Trust Minutes Guidelines

Extracted text (beginning)

POLICY – 6.13 Islands Trust Minutes Guidelines Page 1 
 
Policy: 6.13 
Approved By: Trust Council 
Approval Date: June 13, 2012 
Amendment Date(s):   
Policy Holder: Legislative Services Manager 
 
ISLANDS TRUST MINUTES GUIDELINES 
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. 
Scope 
These guidelines apply to the minutes of all Islands Trust bodies including: Trust Council, Executive Committee, 
Financial Planning Committee, Regional Planning Committee, Trust Programs Committee, Islands Trust 
Conservancy Board, Local Trust Committees, and all standing, select, or other committees, including advisory 
committees and commissions appointed by these bodies, and Boards of Variance. 
A. Definitions 
n/a 
B. Policy (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. 
  

 
POLICY – 6.13 Islands Trust Minutes Guidelines Page 2 
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 C

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