CAMPION COLLEGE BOARD OF REGENTS
POLICY: Conduct of Meetings
CODE: 3.5
Date Initially Approved: December 10, 2008
Date Revised:
3.5.9 Rules Governing Meetings: By-Law 1.21 (2) states: The rules of Robert’s Rules of Order (latest Canadian revision) shall govern the meetings of the Board, except otherwise stipulated in these By-Laws or as determined by the Board.
3.5.8.1 Each Board of Regents meeting shall consist of an open session and where required an in camera session.
3.5.8.2 At the request of any Board member, and in compliance with a simple majority vote of those Board members present, any agenda item may be moved from the open agenda to the in camera agenda, or vice versa.
3.5.8.3 In respect to matters scheduled for Board consideration in the open session, at the request of any Board member, and in compliance with a simple majority vote of those Board members present, any document for consideration by the Board at that meeting may be excluded from access by the public and/or the public media, or the Board may impose such conditions on the release of such documents that the Board may direct.
3.5.8.4 Any document identified on the open Board agenda which is not explicitly protected by the Board pursuant to Section 3.7.3 is accessible by the public and the public media.
3.5.8.5 Meetings will be open to the public for all governance related matters except where those policy matters relate to litigation and personnel issues. Any Board member may request that the Board go in camera but the reason for going in camera must be stated.
3.5.8.6 Authority to go in camera is vested in the Chair unless overridden by a simple majority vote.
3.5.8.7 When the Board goes in camera it may invite anyone it chooses to attend the in camera session.
3.5.8.8 Where possible, announcement of the intention to go in camera should be on the agenda.
3.5.8.9 No right is extended to public observers to actively participate in meetings.
3.5.8.10 No recording devices or cameras are permitted without the permission of the Chair.
3.5.8.11 Minutes will be kept for the open session.
3.5.8.12 Minutes of the open session are available to the public only after they have been approved by the Board of Regents. Upon approval, they will be placed on the College’s website.
3.5.8.13 Minutes shall consist of motions made, topics discussed and reports given without providing details of those discussions or reports.
3.5.8.14 Information on decisions taken by the Board of Regents may be released to the media by the Chair of the Board or under the authority of the President of the College.
3.5.8.15 Board member comments and Board member votes at open meetings shall not be recorded in the minutes unless specifically requested by a Board member. In camera sessions, Board member opinions and votes are to be kept strictly confidential.
3.5.8.16 When a request from a delegation to meet with the Board is approved by the Chair and the President they shall also determine whether the matter is placed on the open agenda or the in camera agenda.
3.5.8.17 The procedure for delegations at Board meetings is set out in Section 3.5.12.
3.5.10.1 Mailing of Agendas and Notices of Meetings
a) Regular Meetings: Notices of meeting and agenda material for regular meetings should be sent by courier, fax or email a minimum of five (5) calendar days in advance of the meeting.
b) Special Meetings: Notices of meeting and agenda material for special meetings should be sent by courier, fax or email a minimum of two (2) calendar days in advance of the meeting.
c) Emergency Meetings: Notices of meeting for emergency meetings shall be made by telephone, fax or email 24 hours in advance of meeting time. Agenda material for such meetings shall be sent by e-mail or by fax. Such meetings shall be held only under emergency circumstances imposed by time constraints for the rendering of a decision.
3.5.10.2 Agendas and minutes will be distributed to the following:3.5.11 Format for Agendas and Agenda Items: Board agendas will include minutes of the previous meeting, reports from Board standing committees, and reports from the Chair, the President, the Dean and all those required to submit reports on behalf of their constituents. Most decisions items and information items will be reported on under the reports from standing committees.
a) To all Board Members
b) All other regular attendees of the Board meetings: the Dean and Executive Director
c) Other College personnel as identified as resource people for standing committees
of the Board.
a) The Secretary of the Board will provide formats for summary decision items, information items, and executive reports.Every effort will be made to provide the Board with the information essential to its deliberations, with an emphasis on brevity.
b) The Chair and the President of Campion College Students’ Union may report in writing or verbally.
a) The material or brief shall be made available for distribution with the regular agenda material for the Board meeting.3.5.13 Absence of the Chair, the Vice-Chair or the Secretary: The By-Laws state: “In the case of the absence of the Chair, Vice-Chair or Secretary, or inability to act of Chair, Vice-Chair or Secretary, or where the Board for any reason deems it necessary, the Board may authorize any other remaining officer or any Regent to carry out all or any powers of such officer for the time being.”
b) A specific time limit shall be established, in advance, for the presentation and discussion.
c) Following the presentation and discussion, the delegation will retire and the Board shall make whatever decisions are necessary in absence of the delegation.
d) In emergency situations, the Executive and Governance Committee of the Board shall have the authority to waive any or all of the above conditions.