Policy 7.1.3 Use of Local Trustee Letterhead

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Policy – 7.1.3 Use of Local Trustee Letterhead Page 1 
 
Policy: 7.1.3 
Approved By: Trust Council 
Approval Date: September 9, 1994 
Amendment Date(s):  December 5, 2003 
Policy Holder: Director of Trust Area Services 
 
USE OF LOCAL TRUSTEE LETTERHEAD 
Purpose 
1.  The purpose of this policy is to provide guidance to local trustees in the use of local trustee letterhead, 
and to ensure that when local trustee letterhead is used by local trustees as individuals: 
 1.1 statutory requirements are met; 
 1.2 a proper record keeping system is kept; 
 1.3  operational efficiency and effectiveness is achieved. 
2.  When a letter from a local trustee is written in this context, it is inappropriate to use Islands Trust 
letterhead, which is only to be used by Islands Trust corporate entities, upon resolution. 
A. Definitions 
n/a 
B. Policy 
1.  Islands Trust letterhead may be used by a corporate entity of the Islands Trust only when a 
decision of the corporate entity has been made by resolution to initiate a letter stating the 
actions/wishes/requests of the corporate entity. It must not be used by a local trustee who is 
initiating correspondence as an individual. 
2.  Where a member of a local trust committee is corresponding as an individual local trustee 
from a local trust area, the local trustee may use local trustee letterhead. 
3. When a local trustee is corresponding on local trustee letterhead, the local trustee must use 
an opening paragraph to make it clear that they are corresponding in their individual capacity 
as trustee, and to avoid misleading the recipient of the correspondence into thinking that the 
contents of the correspondence are necessarily the view of the local trust committee, e.g.: 
"As a local trustee from _______ Island, I express the following views regarding... ” It must be 
clear that the content of the correspondence reflects the position or opinion of an individual 
local trustee. It must also be clear that the letter is not written on behalf of the local trust 
committee. 
  

Policy – 7.1.3 Use of Local Trustee Letterhead Page 2 
4.  When a local trustee is corresponding on local trustee letterhead, the signature line must 
identify the trustee as a local trustee of the island he/she is representing. The following 
signature line example should be followed: 
Trustee _____ 
  _______ Island Local Trustee 
 
5.  All letters on trustee letterhead must be copied to the Victoria office, to ensure that proper 
record keeping systems are kept, and to ensure compliance with the Freedom of Information 
and Protection of Privacy Act. 
6. Local trustee letterhead will be designed in accordance with Attachment 1, and will be printed 
on high quality, recycled white paper. 
7. Local trustees must not correspond on Islands Trust or local trust committee letterhead with 
any person, corporation, governmental or other body in order to influence in any way a 
decision, recommendation or action to be made or taken by any other pers

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