Policy 2.4.2 Executive Committee & Islands Trust Conservancy Board Resolutions Without Meetings

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POLICY – 2.4.2 Executive Committee and Islands Trust Conservancy Board Resolutions Without Meeting Page 1 
 
Policy: 2.4.2 
Approved By: Trust Council/Islands Trust 
Conservancy Board 
Approval Date: September 22, 1992 
Amendment Date(s):  March 30, 1994 
Policy Holder: Legislative Services Manager 
 
EXECUTIVE COMMITTEE AND ISLANDS TRUST CONSERVANCY BOARD 
RESOLUTIONS WITHOUT MEETING 
Purpose 
To make provision for the Executive Committee and the Islands Trust Conservancy Board to obtain and count 
votes of members on urgent issues and for passing resolutions and adopting bylaws on those issues without 
the necessity of holding a regular or special meeting. 
Background 
 
The Order in Council to give the Executive Committee and the Islands Trust Conservancy Board authorization 
for voting by Resolution Without Meeting (RWM) was approved on May 29, 1992. Subsequently, the Islands 
Trust Special Voting Regulation and Ministerial Order were approved by the Minister of Municipal Affairs, 
Recreation and Housing, on May 29, 1992 and are currently in effect. 
 
A. Definitions 
n/a 
B. Policy  
1. Legislative Requirements 
1.1 A special vote may be taken by the Executive Committee and the Islands Trust 
Conservancy Board only when the Chair and one other member considers that the 
issue to be voted on is urgent, and where calling a regular or special meeting to 
conduct a vote is impractical. “Urgent” is defined as when the issue in question 
requires immediate action as a result of unforeseen circumstances. 
1.2 The special vote may be conducted by the corporate secretary of the Islands Trust, 
meaning the member delegated as corporate secretary by the Executive Committee or 
the Islands Trust Conservancy Board. If the corporate secretary is absent, ill or 
otherwise disabled, the Chair may appoint another staff person to conduct the vote. 
1.3  The vote may be conducted by telephone, by delivery, by facsimile transmission, or by 
other means of electronic transmission. All reasonable attempts shall be made to 
ensure that each member entitled to vote has the opportunity to do so.  

 
POLICY – 2.4.2 Executive Committee and Islands Trust Conservancy Board Resolutions Without Meeting Page 2 
1.4  Once the vote has been conducted, the Chair shall be informed of the results, and the 
Chair shall declare the vote to have passed or failed in accordance with those results. 
The vote shall be recorded as a RWM of the Executive Committee or the Islands Trust 
Conservancy Board. 
2.  Issues Where Voting is Restricted 
2.1 Executive Committee 
There are no specific restrictions on issues which can be voted upon, unless the 
Executive Committee is acting as a local trust committee. If this is the case, the 
Executive Committee must abide by Sections 26(3) and (4) of the Islands Trust Act. 
Specifically, if the Executive Committee is acting as a local trust committee, members 
entitled to vote cannot vote by RWM for second or third readings of bylaws. 
2.2  Islan

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