Policy 7.5.1 Trustee Equipment Allocation

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POLICY – 7.5.1 Trustee Equipment Allocation Page 1 
 
Policy: 7.5.1 
Approved By: Trust Council 
Approval Date: December 6, 2002 
Amendment Date(s):  December 4, 2014 
Policy Holder: Director of Administrative Services 
 
TRUSTEE EQUIPMENT ALLOCATION 
Purpose 
To establish the policy and guidelines for the allocation and use of equipment and other physical resources 
required by trustees, and for the retrieval of these items following the conclusion of the trustee's term of 
office. The rationale for this program is to support the work of trustees, including efficient electronic 
communication for trustees between staff, fellow trustees and their constituents. This will be accomplished 
through telephone, internet, e-mail, meeting management software and document sharing, which meet the 
business practices and overall objectives of the Islands Trust. 
Principles 
1. Computers allocated by the Islands Trust are public assets, and as such they are subject to certain 
conditions of use to ensure their integrity including: 
1.1 Security systems (e.g. passwords), designed to safeguard confidential records belonging to the 
Islands Trust, must be maintained and used as indicated by the Director of Administrative 
Services or their designate; 
1.2 Virus protection software will be supplied and must be kept up to date; 
1.3 Additions of hardware components or software applications should be primarily related to 
Islands Trust business and receive prior approval; 
1.4 Use of equipment by trustees should be consistent with their responsibilities as an elected 
official of the Islands Trust including statutory standards of conduct (see Trust Council Policy 
2.1.1 – Statutory Rules of Conduct, and Trust Council Policy 2.1.2 – Standards of Conduct). 
2. The acquisition of equipment is undertaken on a cycle whereby all equipment is purchased, financed, 
allocated, and retired within the trustee term of office. 
 
A. Definitions 
Equipment - Items purchased or owned by the Islands Trust including, but not limited to, computers, 
telecommunications equipment, office furniture and equipment.  
 
B. Policy 

POLICY – 7.5.1 Trustee Equipment Allocation Page 2 
1. Allocation of Equipment 
Trustee equipment will be allocated at the beginning of each term of office, subject to budget 
availability. All trustees provided with equipment will be required to sign an acknowledgement 
of receipt and acceptance of the conditions of use.   
2.  Asset Inventory Records 
All equipment purchased or acquired by the Islands Trust remains the property of the Islands 
Trust. Accordingly, all items purchased and paid from Trust funds will be entered into a 
physical asset inventory record. This inventory will indicate the specific equipment items held 
by each trustee. 
3.  Delivery, Operating Costs, and Support 
All costs related to the delivery, connection, servicing, supplies and ongoing operating costs for 
trustee equipment will be paid for by the Islands Trust.  
The Islands Tr

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