Policy 3.1.2 Board and Committee Elections

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ISLANDS TRUST CONSERVANCY POLICY MANUAL 
 
ISLANDS TRUST CONSERVANCY 
BOARD POLICY 
 
 
 
 
Policy number: 3.1.2 
 
Title:  Islands Trust Conservancy Board and Committee Elections  
 
Approved By:  Islands Trust Conservancy Board    
 
                                         Date:  March 15, 2001 Resolution #: TFB 01/389 
 
Revised  Date: May 21, 2019 Resolution #: ITC-2019-013 
 
PURPOSE 
To establish an election process for the Islands Trust Conservancy Board Chair (the “Chair”) and 
Vice Chair from among Islands Trust Conservancy Board (the “Board”) members and to establish 
an election process for Islands Trust Conservancy Committee (“Committee”) Chairs. 
BACKGROUND 
The Islands  Trust  Act ,  in  section  40  (3),  indicates  that  the  Minister  of  Municipal  Affairs and 
Housing may appoint up to 3 persons to serve at pleasure as members of the Board.  The Act also 
indicates that 2 members will be elected from Trust Council and 1 member from Trust Council’s 
Executive Committee. From time to time, the Board may establish Committees to assist with its 
work. 
Policy 
Election Timing for Chair and Vice Chair 
1. The elections for Chair and Vice Chair will be held at the first regular meeting of the Board 
of each calendar year. 
2. Should a vacancy in the Chair or Vice Chair positions arise for any reason, an election will 
be held at the next regularly scheduled meeting. 
3. If both the Chair and Vice Chair positions becomes vacant between regular Board meetings, 
and operations will be disrupted by waiting for the next Board meeting to elect a new Chair 
and  Vice Chair,  the Islands Trust  Conservancy Manager  (the  “Manager”)  or his/her 

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ISLANDS TRUST CONSERVANCY POLICY MANUAL 
 
designate  will  poll  Board  members  as  to  their  willingness  to  serve  as  Acting  Chair.  If 
necessary, an election will be held by confidential email ballot to the Manager. 
 
Chair and Vice Chair Election Procedure 
4. The Manager, or staff person designated by the Manager, will act as Presiding Officer for 
the purpose of conducting the election. 
5. The Presiding Officer will call for nominations and accept and record each nomination for 
Chair that is: 
a. made by a Board member, other than the nominee; 
b. seconded by a Board member, other than by the nominee; and, 
c. accompanied by an indication of the nominee's willingness to stand as a candidate 
 
6. The Presiding  Officer  will  call  three times for  nominations, after which time  nominations 
will be closed. 
7. If  only  one  nomination  is  accepted  and  recorded  for  the Chair  position, the  nominated 
candidate is elected to that position by acclamation. 
8. After recording nominations and if an election is required, the Presiding Officer will call a 
recess  to  prepare  ballots  showing  all  candidates'  names  in  alphabetical  order.  Once  the 
ballots are  prepared, the  Presiding  Officer will  reconvene  the  election  and  distribute  the 
ballots to the 

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