3.5 Conduct of Meetings

POLICY:  Conduct of Meetings
CODE:  3.5

Date Initially Approved:  December 10, 2008
Date Revised:


3.5.1    Quorum: By-Law 1.04 states: “A quorum for the transactions of business at any meeting of the Board shall be a simple majority of members present in person or in accordance with By-Law 1.11” (By-Law 1.11 refers to meetings by telephone see 3.5.5 below)
3.5.2    Call of Meetings: By-Law 1.08 states “Meetings of the Board shall be held from time to time and at such place in the Province of Saskatchewan as the Board or a quorum of the Regents may determine and may be called from time to time by the Chair or a majority of the Board.”
3.5.3    Notice of Meetings:  By-Law 1:09 states “Notice of the time and place of each meeting of the Board shall be given in the manner provided in Section (3 - see 3.01) to each Regent not less than five (5) days before the meeting is to take place.  A meeting of the Board may be held without formal notice if all the members of the Board are present thereat or those absent have waived notice of such meeting identified by their assent thereto in writing before or after the meeting.”

By-Law 3.01 Method of giving notice: Any notice to be given under this By-Law shall be sufficiently given if delivered personally to the person to whom it is to be given or if delivered to his recorded address or if mailed to him at his recorded address by prepaid ordinary or air mail or if sent to him at his recorded address by any means of prepaid transmitted or recorded communication. A notice so delivered shall be deemed to have been given when it is delivered personally or to the recorded address as aforesaid: a notice so mailed shall be deemed to have been given when deposited in a post office or public letter box; and a notice so sent by any means of transmitted or recorded communication shall be deemed to have been given when dispatched or delivered to the appropriate communication company or agency or its representative for dispatch.  Te recorded address of any member, Regent or officer, shall be kept by the Chair of the Board and may be changed in accordance with any information believed by him to be reliable. 

Policy Interpretation:  A “recorded address” also includes an email address and “notice sent by any means of transmitted or recorded communication” includes notice via email.
3.5.4    Number of Meetings: By-Law 1.10 states: “The Board shall meet in May of each and every year and shall in addition meet a minimum of three (3) times in each year.

Policy Interpretation: In accordance with 3.5.2 above regular meetings of the Board shall be held on a designated day of the designated month. The Board shall meet a minimum of four (4) times per year, typically the second week of October, December, February, and May. 
3.5.5    Meetings by Telephone:  By-Law 1.11 states “If all the Regents consent, a Regent may participate in a meeting of the Board by means of such telephone or other communications facilities as permit all persons participating in the meeting to hear each other, and a Regent participating in such a meeting by such means is deemed to be present at the meeting. Any such consent shall be effective whether given before or after the meeting to which it relates and may be given with respect to all meetings of the Board held while a Regent holds office.”  
3.5.6    Chair of Meetings: By-Law 1.18 states “The Chair, or in his absence the Vice-Chair of the Board, shall be Chair of any meeting of Regents; and if no such officer is present, the Regents present shall choose any of their number to be Chair of the meeting.”
3.5.7    Votes to Govern: By-Law 1.19 states “Each member of the Board, with the exception of the Dean and the Executive Director, shall have the right to vote on all resolutions put to the members of the Board. Except where otherwise provided, al all meetings of the Board every question shall be decided by a simple majority of the votes cast on the question.  In case of an equality of votes, the Chair of the meeting shall be entitled to a second or casting vote.”

Open and Closed Meetings
Initially Approved: December 12, 2007
Revised May 12, 2010    Each Board of Regents meeting shall consist of an open session and where required an in camera session.    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.    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.    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.    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.    Authority to go in camera is vested in the Chair unless overridden by a simple majority vote.    When the Board goes in camera it may invite anyone it chooses to attend the in camera session.    Where possible, announcement of the intention to go in camera should be on the agenda.    No right is extended to public observers to actively participate in meetings.    No recording devices or cameras are permitted without the permission of the Chair.    Minutes will be kept for the open session.    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.    Minutes shall consist of motions made, topics discussed and reports given without providing details of those discussions or reports.    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.    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.    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.    The procedure for delegations at Board meetings is set out in Section 3.5.12.


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.
3.5.10    Distribution of Agenda Material and Minutes:    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.    Agendas and minutes will be distributed to the following:
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. 


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)    The Secretary of the Board will provide formats for summary decision items, information items, and executive reports.

b)    The Chair and the President of Campion College Students’ Union may report in writing or verbally.

Every effort will be made to provide the Board with the information essential to its deliberations, with an emphasis on brevity.
3.5.12    Receiving Delegations at Meetings:  Decisions on whether or not a delegation shall be permitted to meet with the Board should be determined by the Board Chair and the President,  If a delegation is to make a presentation to the Board, it shall normally be done under the following conditions:

a)    The material or brief shall be made available for distribution with the regular agenda material for the Board meeting.

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.


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.”