Policy 4.1.2 Local Trust Committee Meeting Guidelines

Extracted text (beginning)

POLICY – 4.1.2 Local Trust Committee Meeting Guidelines Page 1 
 
Policy: 4.1.2 
Approved By: Trust Council 
Approval Date: December 9, 1994 
Amendment Date(s):  September 14, 2001; December 5, 2003 
September 18, 2018 
Policy Holder: Legislative Services Manager 
 
LOCAL TRUST COMMITTEE MEETING GUIDELINES 
Purpose 
To supplement the statutory rules and procedure bylaw requirements applicable to regular and special Local 
Trust Committee (LTC) meetings.  
A. Definitions 
n/a 
B. Policy (Guidelines) 
1. Meetings 
 
1.1 Any gathering of a quorum of LTC members at which the business of the LTC is 
advanced in a material way constitutes a meeting for the purposes of the “open 
meeting” rule in the Community Charter. The purpose of the open meeting rule is to 
ensure that the LTC’s business is conducted in an open forum, except where the 
nature of the business comes within one of the statutory exceptions to the rule and 
the business may lawfully be conducted in the absence of the public. The fact that a 
particular discussion may be occurring via telephone or e-mail does not prevent it 
from constituting a “meeting” for the purposes of the open meeting rule.  
 1.2 The fact that two persons may constitute a quorum of the LTC presents particular 
difficulties in the application of the open meeting rule. Local trustees need not avoid 
one another in social situations or impose other artificial constraints on their 
interaction as members of an island community. Discussions of administrative and 
logistical matters connected to the LTC’s business agenda are unlikely to violate the 
open meeting rule. Trustees should ask themselves, in determining whether a 
particular discussion or other interaction should be avoided outside the forum of a 
Trust committee meeting, whether the fact that the discussion or interaction has 
already occurred would enable the committee to get through a forthcoming meeting 
agenda more quickly as a result of the trustees having already exchanged views on the 
matter. If the answer is yes, then the discussion or interaction should not occur 
outside the context of an actual meeting. 
 1.3 Resolutions Without Meeting are statutory exceptions to the “open meeting” rule, 
with the result that the interaction that occurs in the course of the taking of a vote 
under that procedure cannot in law constitute a meeting.  

 
POLICY – 4.1.2 Local Trust Committee Meeting Guidelines Page 2 
2.  Rules of Order 
2.1  Every member of the LTC wishing to speak to a question or motion shall address 
himself or herself to the Chair. A member of the LTC may speak only after the Chair 
has recognized the member. If two or more members indicate at the same time a 
desire to speak, the Chair may designate the order in which each is to speak. If the 
Chair wishes to speak in a meeting, the Chair need only address the meeting at the 
time they wish to do so. 
2.2  A member must address the Chair as "Mr. Chair" or "Madam Chair", as the case may be. 
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