Policy 2.1.9 Meeting Procedures Guidelines

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POLICY – 2.1.9 Meeting Procedures Guidelines Page 1 
 
Policy: 2.1.9 
Approved By: Trust Council 
Approval Date: September 15, 2000 
Amendment Date(s):   
Policy Holder: Legislative Services Manager 
 
MEETING PROCEDURES GUIDELINES 
Purpose 
To clarify the requirements for meetings being in public and to offer guidelines for ensuring meetings are 
treated appropriately in accordance with the Local Government Act, Islands Trust Act, the Community 
Charter and case law.  
A. Definitions 
 In these guidelines, 
"Executive Committee" means the committee referred to in section 20(1) of the Islands Trust Act; 
"Local Trust Committee" means the committee referred to in section 23(2) of the Islands Trust Act; 
 “Meeting” includes a gathering of a quorum of members of the Trust Council, a local trust 
committee, the Islands Trust Conservancy Board, or a committee of any of them to make a decision 
or to discuss matters that lead to or may lead to a decision; 
"Trust Council" means the Islands Trust Council referred to in section 5 of the Islands Trust Act; 
"Islands Trust Conservancy Board" means the board referred to in section 40(1) of the Islands Trust 
Act; 
"Trustee" means a local trustee, municipal trustee and a trustee of the Trust Fund, or any of them, 
as the context requires. 
B. Policy 
 1. Meeting Requirements 
1.1 All meetings of Trust Council, a Local Trust Committee, the Islands Trust 
Conservancy Board and any committees must be open to the public. 
1.2 A part of a meeting dealing with matters identified in Section 90 of the Community 
Charter may be closed to the public if a resolution is passed to close that part of the 
meeting, and to state the basis under Section 92 of the Community Charter for the 
closure.  
1.3 A meeting is a gathering of at least a quorum of members where decisions are 
made or matters that will lead to a decision are discussed. 

POLICY – 2.1.9 Meeting Procedures Guidelines Page 2 
1.4 Notice of meetings must be given in compliance with a relevant procedures bylaw. 
1.5 Minutes of any meeting must be recorded and made available to the public. 
1.6 Teleconferencing can be done if any interested member of the public can 
participate by conference or speaker telephone in an advertised location. 
2. Resolutions-Without-Meeting 
2.1 Sections 13(2), (3) and (4), and 26(2), (3) and (4) of the Islands Trust Act provide 
authority for Resolution-Without-Meeting (“RWM”). These are not made at 
meetings. Any decision made at a meeting is not an RWM. 
2.2 The ability to vote on a decision by RWM does not authorize teleconferencing 
where there is no way for the public to hear deliberations. 
3. Notice Requirements 
3.1 Notice of all meetings must be given in accordance with requirements of the 
applicable meeting procedure bylaw, and must contain information about the 
meeting location, time and date. 
3.2 Notice must be given for cancelled or rescheduled meetings in the same manner as 
original notice is given, in complianc

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