Board of Trustees » Delegations Procedure

Delegations Procedure

  • Delegations shall inform the office of the Secretary-Treasurer of their desire to appear before the Board, stating in writing the reason for the delegation and any remedy requested of the Board.
  • The delegation must deliver or send the written notice so that it reaches the Secretary-Treasurer at least ten (10) days before the date of the meeting at which the delegation wishes to appear. 
  • The Chair in consultation with the Vice-Chair, Superintendent/CEO and Secretary-Treasurer may determine (at Agenda Setting) that the reason for the delegation to appear does not fall within the purview of Mountain View School Division. Should the delegation be denied to appear, the delegation may appeal this decision in writing to the full Board. The appeal will be considered at the next regularly scheduled Board meeting under Other Business. A resolution to appear must be approved by two-thirds of the Board members present. 
  • The Chair shall decide which Board meeting the delegation shall appear before and the Secretary-Treasurer shall inform the delegation as to the date of the meeting and the time during the meeting at which the delegation will be received. 
  • Any individual desiring to speak, as a delegation shall give his or her name, and the group, if any, that is represented at the Board meeting. The address should be submitted to the Secretary-Treasurer, in writing, for any further correspondence. 
  • Delegations may appoint up to two spokespersons and no other member of the delegation shall address the Board except with the permission of the Board. After the spokespersons have spoken, the Board members shall have the opportunity to ask questions for clarification.
  • The presentation should be as brief as possible. The delegation when presenting the highlights of the brief at the Board meeting should restrict its presentation to a maximum of fifteen minutes unless the Board grants an extension of time. An additional time period of up to five minutes will be allowed to the delegate or delegation to answer questions of clarification that Trustees may ask the delegate or delegation.
  • Speakers may offer such objective criticisms of school operations and programs as concern them; but in public session, the Board will not hear personal complaints of school personnel, nor against any person connected with the school system. Other channels provide for Board consideration and disposition of legitimate complaints involving individuals.
  • Once the delegation has appeared before the Board, the Secretary-Treasurer shall provide, in writing, acknowledgement of the presentation and advice as to the intended date that a decision is to be made, or a staff report is to be considered, concerning the delegation’s submission.
  • A delegation, once heard, shall not be received again by the Board on substantially the same information for a period of three (3) months from the date of the first hearing.
  • Despite the foregoing, if a matter is determined by resolution of a two-thirds majority of the Board members present at a meeting to be of a serious and urgent nature, some or all of these rules concerning delegations may be waived.
  • On resolution of the Board, a delegation may appear before a committee of the Board.
  • Persons appearing before the Board are reminded, as a point of information that members of the Board are without authority to act independently as individuals in official matters. Thus, questions may be directed to individual Board members, and the responses given by individual members are only an expression of their individual opinions; but official answers on behalf of the Board must be deferred pending consideration by the full Board.
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