Procedures for Pre-Arranged Delegations
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1. |
Delegations shall apply in writing to the Office of the Director of Education at least nine calendar days prior to the Board meeting, indicating:
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the name of the individual, or the organization, or the interested parties to be represented;
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the name(s) of those making the presentation (maximum two) and their position(s) within the organization;
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the authority by which the presentation is being made if representing an organization;
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an outline of the matter which is to be addressed and the specific action requested of the Board or committee. |
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2. |
The above-noted information, provided by the delegation, will be available to the public through:
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3. |
Pre-arranged presenters are granted up to ten minutes for presentation. |
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Additional materials being submitted to trustees which are not required to provide an outline of the issue will be the responsibility of the delegation. The Chairperson of the Board shall determine if the additional materials are required. |
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The Board will not hear in open session presentations on personnel matters that may conflict with the rights of staff, student matters that may conflict with the rights of students under the Freedom of Information and Protection of Privacy Act, or personnel, property and/or legal matters that may jeopardize negotiations and are considered in-camera matters under the Education Act. |
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If the delegation presentation violates the protection of privacy, protection of students' records, or constitutes a complaint of specific employees, the Chairperson will interrupt and may direct that the presentation be heard in an in-camera session. |
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7. |
If a presentation constitutes a complaint or criticism of specific employees, such employees shall have a right to be notified and attend the presentation. |
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8. |
Delegates are required to identify themselves before their presentations. Subject to the rules of the meeting, the delegate shall be permitted to make the presentation without interruption. |
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9. |
Presentation materials, in addition to the outline published in the agenda support materials, may be distributed during the presentation by the delegation. |
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10. |
Following the presentation, the Chairperson will ask the members of the Board if there are any points which they wish clarified. |
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At no time during the meeting of the Board will trustees or staff get into a discussion with the spokesperson or any member of the delegation, except to clarify a point made in the presentation. |
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To assist in clarifying points raised by trustees, the spokesperson of a delegation may, with the permission of the Chairperson, call upon any other members of their delegation to answer the question. |
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As soon as the Chairperson is satisfied that all points have been clarified, the Chairperson will close the presentation, thank the spokesperson, and inform the individual how the matter will be dealt with. |
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The time allocated to delegations shall be limited to a one hour time period unless extended by a Board motion. |
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The Chairperson may, with the Board's permission, alter the order of the presentations to facilitate delegations on the same topic to be heard consecutively. |
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The Chairperson has the discretionary power to request delegations on the same topic to limit their presentations to new information on the same issue. |
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Where a number of delegations on a particular topic are anticipated, the Chairperson may call a committee of the whole meeting on that topic. |
