Policy 6.5.3 Procurement

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POLICY – 6.5.3 Procurement Page 1 
 
Policy: 6.5.3 
Approved By: Trust Council 
Approval Date: March 25, 1996 
Amendment 
Date(s):  
March 29, 2007; December 9, 2009; 
September 16, 2010; September 11, 2013; 
March 5, 2014; December 5, 2017 
Policy Holder: Director of Administrative Services 
 
PROCUREMENT 
Purpose 
In accordance with the Islands Trust Act: 
1. To set out purchasing procedures that support the costs of operations which the Islands Trust is 
authorized to recover through property tax requisition under Section 47(2) of the Islands Trust Act; 
2. To set out the responsibilities and accountability associated with the efficient, economical and 
transparent acquisition of goods and services;  
3. To ensure that the most appropriate method of procurement is used to acquire goods and services at 
the best value including consideration of environment and local economy; 
4. To ensure properly delegated purchasing authority is maintained; and 
5. To ensure consistency with relevant financial policies, procedures and controls, and to provide linkage 
to the current operating and capital budgets. 
A. Definitions 
n/a 
B. Policy 
1. Delegation of Authority 
The Treasurer is accountable for the management of the acquisition of goods and services for 
the Islands Trust and the implementation of the day-to-day administration of the purchasing 
policies. To meet this objective, the Treasurer will establish such processes and procedures as 
are determined appropriate to the efficient and effective operation of purchasing services. 
It is the intention of the policy to provide internal control measures through the separation of 
duties and responsibilities relating to the acquisition of goods and/or services. The tables in 
Appendix A establishes the signing authority delegation for procurement processes.  
Trustees do not have authority to make commitments or indications of preference to a 
supplier of goods or services, to avoid any real or perceived perception that trustees are 
improperly influencing a decision of staff to select contractors in accordance with this policy. 
Staff with purchasing authority have the following responsibilities: 

POLICY – 6.5.3 Procurement Page 2 
- Ensure that appropriate approvals have been obtained and are adequately documented. 
- Communicate with Administrative Services on anticipated purchasing commitments and 
creation of service contracts.  
- Ensure that no expenditure exceeds approved budgets. 
- Ensure that no expenditure is made that is not included in the annual budget. 
- Ensure that expenditures are consistent with the required or permitted operations of 
Islands Trust bodies, as identified in the Islands Trust Act. 
- Be familiar with the provisions of the Government of British Columbia’s Standards of 
Conduct for Public Service Employees in Government Procurement Processes. 
2. Creation of Purchase Orders and Service Contracts 
Purchase orders can be created by any employee authorized by the Direct

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