Policy 7.4.2 Chair and Executive Committee Correspondence

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Policy – Chair & Executive Committee Correspondence Page 1 
 
Policy: 7.4.2 
Approved By: Islands Trust Council  
Approval Date: April 5, 1993 
Amendment Date(s):  March 28, 2000; September 18, 2018 
Policy Holder: Legislative Services Manager 
 
CHAIR & EXECUTIVE COMMITTEE CORRESPONDENCE 
Purpose 
To establish guidelines for processing incoming correspondence addressed to and outgoing correspondence 
sent from the Islands Trust Chair and Executive Committee in a consistent, efficient and transparent manner. 
 
Scope 
This policy addresses how to process incoming correspondence to the Islands Trust Chair and Executive 
Committee and outgoing correspondence from the Islands Trust Chair and Executive Committee. 
 
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. The Islands Trust Chair and Executive Committee should receive correspondence addressed to them in an 
expeditious manner. 
2. Correspondence 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 Executive 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 the Islands Trust Chair and 
Executive Committee, by being informed of the necessary amendments that would make their 
correspondence eligible for receipt and circulation on an open public agenda. 
 
A. Definitions 
1. "Defamatory" means false statements communicated to other people about a person which could hurt 
that person’s reputation. 
2. “Executive Committee” means the Chair and Vice Chairs of the Islands Trust, as elected by the Trust 
Council. 
3. "Incoming Correspondence" means any written communication received by mail, courier, facsimile 
transmission, email, webmail or other electronic format, or in person by Islands Trust. 
4. "Outgoing Correspondence" means any written communication prepared by staff for Chair or Executive 
Committee member(s)’ signature for external circulation. 

Policy – Chair & Executive Committee Correspondence Page 2 
B. Policy 
1.  Incoming Chair and Executive Committee Correspondence 
 1.1 The Islands Trust offers the public the ability to access the Executive Committee through email 
address

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