Occasionally a person or group of people will wish to speak to the Board on a matter of concern or interest. If a request to present is approved, the Board Chair will decide the meeting at which the delegation shall present and the Secretary-Treasurer will communicate this date. Please follow the below guidelines to make such presentations as clear and effective as possible. The Board requests that presenters include the following:  

1. Background information  - Please include a brief, organized explanation of the background of the situation. An introduction of the members of the delegation will be expected.

2. Presentation of facts - The specific facts of the situation should be the major focus of the presentation.

3. Offer solutions, suggestions, or recommendations - The presenter(s) should offer suggestions or recommendations for solutions rather than outline their interests, wishes, or concerns.

4. Presentation - No delegation member shall address the Board other than the spokesperson, except with the permission of the Board. Remarks should be addressed to the Chair and not to individual Board members.

5. Length of Presentation - The presenter(s) should limit the presentation to a maximum of 15 minutes. In most cases, this is enough time to present all of the necessary information.

6. Be prepared for questions - Board members will not offer opinions or enter into debate or argument with presenters, but may ask questions to clarify points made.

7. Copies of the presentation  - written copies of the presentation must be provided to each Trustee (nine copies) to be provided at the beginning of the presentation. Third-party information must have proper citations. Materials provided by delegations to the Board in open session are available to the public, subject to the conditions as described in the Freedom of Information and Protection of Privacy Act. The individual making the request will be responsible for any associated costs as they are described in the Act.

8. Board responses - The Board will not offer a response at the time of the presentation. The presentation and any other associated documentation or information will be discussed at the next scheduled meeting. Following the next scheduled meeting, the delegation will be informed in writing of the expected timeline for a response. 

Please note that any presentations made or materials distributed to the Board in open session are considered public information.  This does not apply to presentations or materials presented in closed session.

A delegation on a subject or issue of one that has already rendered a response/decision will not be entertained unless significant new information is present. The Board will be informed in-camera of any delegations that are denied by the Chair in consultation with the Superintendent/CEO and Secretary-Treasurer, along with the rationale. Appeals will be considered at the next scheduled Board meeting.

For more information see Policy #6 - Board Operations section 6.7.

This form must be received (5) working days prior to the Board meeting.