Policy 2.2.2 Council Meeting Preparation

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POLICY – 2.2.2 Council Meeting Preparation Page 1 
 
Policy: 2.2.2 
Approved By: Trust Council 
Approval Date: June 11, 1994 
Amendment Date(s):  June 13, 2008;  
September 11, 2008 
Policy Holder: Chief Administrative Officer 
 
COUNCIL MEETING PREPARATION 
Purpose 
To provide direction and details for the preparation, conduct and follow up requirements for Trust Council 
meetings including agenda submissions, Executive Committee and director's roles, minutes, meeting program 
elements, and meeting program principles. 
A. Definitions 
n/a 
B. Policy 
1. Agenda 
 1.1 Submission Format 
All written items being submitted to Trust Council for decision should be processed 
through the use of a Request for Decision (RFD) form with appropriate accompanying 
reports and/or documents.  
1.2 Agenda Item Submissions 
The following provides targets and deadlines for the submission of items for a Trust 
Council meeting: 
  1.2.1 At Meeting 
 Items may be added to the agenda as new business at the meeting by 
notifying the Chair and receiving approval from a majority of the members of 
Trust Council. 
     1.2.2 Late Written Items 
 One week before the Trust Council meeting is the deadline to submit late 
RFD’s, or RFD reconsideration for Executive Committee review prior to being 
presented to Trust Council at the start of its meeting. 
  

POLICY – 2.2.2 Council Meeting Preparation Page 2 
     1.2.3 Written Items for Agenda Package 
 The deadline to submit RFD’s for Executive Committee review, prior to being 
included in the distributed Trust Council agenda package, is one week prior to 
the last regular Executive Committee meeting that is held before the week of 
the Trust Council meeting. 
1.3 Executive Committee and Chief Administrative Officer Roles 
      1.3.1  Ongoing Liaison 
 It is suggested that committees, trustees and/or staff may forward reports 
and/or preliminary RFD’s for items going to Trust Council to the Executive 
Committee for its preliminary feedback before the above-noted deadlines for 
formal submission. 
  1.3.2  Executive Committee Review 
 All written items being submitted to Trust Council must be submitted for 
review by the Executive Committee. 
  1.3.3 Executive Committee Role 
 The Executive Committee is responsible for reviewing all RFD’s being 
submitted to Trust Council and may: 
1.3.3.1  add its noted editorial comments including an alternate 
recommendation which does not alter the submitter's intent in its 
RFD; 
1.3.3.2 submit an additional RFD highlighting substantive comments which do 
alter the submitter's intent, including an alternate recommendation. 
This RFD will be added to the submitter's, or preferably replace the 
original RFD, based on agreement by the submitter; 
1.3.3.3 return the RFD, and/or attached information if incomplete, for 
resubmission as a "late" item and therefore not to be included in the 
distributed agenda package. 
1.3.4 Chief Administrative Officer (CAO) Review 
All written items being sub

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