Policy 7.1.7 Receipt of Confidential Information from External Government Organizations and Agencies

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POLICY – 7.1.7 Receipt of Confidential Information from External Governmental Organizations and Agencies  Page 1 
 
Policy: 7.1.7 
Approved By: Trust Council 
Approval Date: March 9, 2001 
Amendment Date(s):  December 7, 2001; December 5, 2003 
Policy Holder: Chief Administrative Officer 
 
RECEIPT OF CONFIDENTIAL INFORMATION FROM EXTERNAL GOVERNMENTAL 
ORGANIZATIONS AND AGENCIES 
 
Purpose 
To set the parameters and conditions under which information from external governmental sources can be 
received in confidence and to clarify how such information should be handled. 
This policy applies to information received from federal and provincial governments and Crown corporations, 
and local governments external to the Islands Trust. This policy does not deal with or affect the confidential 
land and land interest negotiations of the Islands Trust Conservancy Board. Such negotiations are confidential 
to the Board and Islands Trust Conservancy Staff. The Memorandum of Agreement between the Islands Trust 
Conservancy Board and Trust Council will address how and when such negotiations will be discussed with Trust 
Council and local trust committees.  
A. Definitions 
n/a 
B. Policy 
Employees 
1. The Basic Rule 
Employees are employees of the Trust Council and, in respect of all matters that engage the 
Islands Trust in carrying out its statutory mandate, owe a duty of undivided loyalty to the Trust 
Council. Except as provided in this Policy, no information received by an employee in the 
course of employment may be treated as confidential from the Trust Council. 
2. Exceptions to the Basic Rule 
2.1 An employee may fully respect and adhere to conditions of confidentiality imposed on 
the receipt of information from external sources in circumstances which the Trust 
Council or the Executive Committee has, prior to the receipt of the information, 
authorized the employee to receive the information on confidentiality conditions 
acceptable to both the Trust Council or the Executive Committee and the source of the 
information. Such conditions may include an undertaking to the employee not to 
disclose the information to the Trust Council or to any other local trust committee. 
When a request is made by an external government agency to the employee, Trust 
Council, or local trust committee to participate in meetings, the proceedings and 

 
POLICY – 7.1.7 Receipt of Confidential Information from External Governmental Organizations and Agencies  Page 2 
product of which are to be confidential, the Trust Council or the Executive Committee 
will be able to address the confidentiality conditions in advance and agree or not as 
the case may be. 
2.2 Despite the basic rule, the Chief Administrative Officer of the Islands Trust may fully 
respect and adhere to conditions of confidentiality imposed on the receipt of 
information from an external source where the Chief Administrative Officer believes 
such action to be consistent with the best interests of the Is

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