Board Operating Procedure 5B - Public Attendance at Meetings

In Person Attendance

1. Individuals wishing to attend a board meeting in person must register by 10 am on the morning of the day of the board meeting, by submitting BOP 5B Exhibit 1 to PSSD@prspirit.org. Upon arrival at the meeting, registered individuals must show government-issued photo identification showing a home address that matches with their registration. Prairie Spirit School Division students are not required to show identification. Any or all of these requirements may be waived at the discretion of the Chair and Secretary-Treasurer.

2. The number of attendees shall not exceed the capacity of the meeting space. Virtual attendance may be considered at the discretion of the Chair.

3. If the meeting room reaches capacity, PSSD students, PSSD parents/guardians, PSSD staff, accredited press representatives, and resident electors will be prioritized for in-person attendance at the discretion of the Chair.

4. In-person attendees must adhere to the following standards of behaviour:

   1. Remain seated unless otherwise invited by the Chair;

   2. Refrain from engaging in disruptive behaviour, including applause and conversations, unless otherwise invited by the Chair;

   3. Refrain from addressing the Board unless registered to present as a delegation (see Board Policy #5, Board Operating Procedure 5A-P1);

   4. Making video or audio recordings is prohibited;

   5. Refrain from bringing into the meeting room signs, banners, placards and/or any other items named at the Chair’s discretion;

   6. Refrain from wearing clothing displaying pictures or lettering that could be perceived as conveying a message to the board, as an individual or as a group with other attendees.

5. Individuals that choose to attend a meeting in-person do so knowing that meetings may be audio-recorded, live-streamed, and/or include virtual attendees; by choosing to attend the meeting, their consent to the above is implied.

Virtual Attendance

6. Individuals who are not able to attend in-person may request the option of attending a board meeting via Google Meet. Advance registration is required, by submitting BOP 5B Exhibit 1 to PSSD@prspirit.org by noon the day before the board meeting, identifying the request for virtual attendance, along with including government-issued photo identification with matching address. If technical issues prevent joining by electronic means, the meeting will proceed. Virtual attendees must be visible with camera on, and are prohibited from using the chat feature and microphone functions. Failure to abide by these rules will result in the attendee being removed from the meeting.  

Media Services at Board Meetings

7. The Board believes that one of its paramount responsibilities is to keep the public informed as to its deliberations, policies, and actions. Therefore, the Board encourages the attendance of accredited press representatives at public board meetings. The Chair shall provide accreditation to those press representatives who present proof of association with an established media outlet. To facilitate understanding of the proceedings and issues, the Board may provide accredited press representatives with a copy of the public agenda supporting materials as decided by the Chair, Superintendent and Secretary-Treasurer.