Board Operating Procedure 5A-P1 - Delegations

Occasionally a person or group of people wish to speak to the Board on a matter of concern or interest. Resident electors of the Division  have the right to be placed on the agenda of a regular Board meeting, to be heard under “Delegations”.  Prior to bringing a Delegation to the Board through Board Policy #5, resident electors are required to first address their concern or interest by contacting the appropriate staff member through the proper channels of communication in accordance with Procedure KF.  The Board may hear other delegations at its discretion.

1. A delegation shall provide a request to attend accompanied by BOP-5A Exhibit 1 to the Secretary-Treasurer, a minimum of 6 days prior to the board meeting,  and shall identify a spokesperson whom the Chair can address and to whom correspondence can be forwarded. The delegation may also identify a supplementary speaker if desired. 

a. Delegation approvals and scheduling are subject to Divisional jurisdiction, completion of Procedure KF, and scheduling considerations. Where requests are approved, the individual or organization will be referred to this Procedure for delegation conduct requirements and presentation guidelines. Delegations must meet requirements for in-person attendees in Board Operating Procedure 5B-P1.

b.          As part of the review process, the Chair has the authority to request additional information from the individual or organization who submitted BOP-5A Exhibit 1. This request for additional information may, but shall not be limited to, a written copy of the presentation citing research or opinions referenced by the individual or organization. The Chair may in their sole discretion deny requests deemed incomplete, unfounded, or out of order. 

c.          The Secretary Treasurer shall, at the earliest possible time, notify all members of the Board regarding delegation presentations on the agenda of a regular meeting.

d.         Under The Freedom of Information and Protection Act, information submitted to the Board will be considered as public information and may be subject to full disclosure with the exception of Protected information such as medical or legal information as listed in the Act. 

2. Delegations may present in-person or virtually at the board meeting. The Chair may require the delegation to be in-person at the Chair’s discretion.

3. Delegations are expected to provide input in a respectful and constructive manner. As part of their responsibility to maintain the order and proper conduct of the meeting, the Chair shall stop any delegation that engages in disruptive behaviour or that violates any of the expectations set out in PSSD Board Operating Procedures 5A-P1 (Delegations) and 5B-P1 (Public Attendance), or which contravenes any other Prairie Spirit School Division policy, including adherence to the Manitoba Human Rights Code. The Chair has the authority to ask an attendee to leave the meeting and, if the attendee fails to do so, to have them removed. 

4. The following guidelines outline ways to make such presentations as clear and effective as possible.  Presenters are required to follow the items listed below:

a. Background information – A brief, organized explanation of the background of the situation is very helpful to the Board.  An introduction of the members of the delegation will be expected.

b. Presentation of facts – The specific facts of the situation should be the major focus of the presentation.  Presenters are required to cite sources.

c. Offer solutions, suggestions or recommendations – The presenter(s) should attempt to outline not only the concerns but also suggestions for solutions or recommendations for the Board’s consideration.

d. Presentation – Remarks are addressed to the Chairperson, not to individual Board members.  All communication must be conducted with decorum and respectfulness. 

e. Length of Presentation – The presenter(s) limit the presentation to a maximum of 10 minutes.  Presentations are to address the components of the written brief as disclosed in BOP-5A Exhibit 1.  Deviations from the written brief may result in the termination of the presentation. 

f. Be prepared for questions – Board members will not enter into debate or argument, and will not share individual opinions but may ask questions to clarify points made.

g. Copies of the presentation – When the Board is considering the issue later, it is very helpful if each Board member and senior administrator has a copy of the presentation to refer to.  Unless there are extenuating circumstances preventing you from doing so, please make written copies of the presentation available. (13 if possible).

5. The delegation will be heard for information purposes only.  In the event a decision of the Board is required, the matter shall be postponed to the next regular meeting for action, so additional information may be gathered.  If in an exceptional circumstance, a decision is required prior to the next regularly scheduled meeting, the Board may, by a two-thirds (2/3rds) majority vote,  suspend the procedural rules by board motion and consider the delegation’s request at the same meeting, the matter then being referred to “New or Unfinished Business” for decision making.  

6. A delegate is allowed to present only once on a given issue unless there is new information or a situation has changed, in which case  they may only present material relevant to the new information or situation. Failure to limit the presentation to new material  shall result in the presentation being ruled out of order at the discretion of the Chair. 

7. During Board meeting agenda development, a maximum of one delegation will be scheduled, except in exceptional circumstances.

8.           The Secretary-Treasurer’s department shall communicate in writing to the identified spokesperson for the delegation, the action taken by the Board and the final decision of the Board. (See also Procedures KF, KFA, KFB, KFC)