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HomeMy WebLinkAbout05 Report 04-100 Minor Revisions to the Board's By-Laws%T M,0 _J OTTAWA- CARLETON DISTRICT SCHOOL BOARD DATE: 31 March 2004 Report No. 04 -100 to the Chairs' Committee Re: Minor Revisions to the Board's By -laws ORIGINATORS: Lorne M. Rachlis, Director of Education and Secretary of the Board Joan Melancon, Assistant Secretary of the Board PURPOSE: 1. To present minor revisions to the Board's By -laws to provide clarification and consistency. BACKGROUND & STATUS: 2. As trustees are aware, changes to the by -laws were implemented for a trial period until the end of May 2004, at which time they will come back for approval by a two- thirds majority of trustees to be implemented on an ongoing basis. 3. During the interim period until the end of May, the changes that were approved on a trial basis can be amended by a majority vote. 4. Staff will be making the following housekeeping changes in keeping with previous revisions made by trustees. A. Revision to Annex 3. Delegations The statement regarding questions after delegations will be deleted from the section regarding Board meetings (reference item a below) as it was included by mistake in this section. The purpose of the two minute delegations at' the Board meetings is to allow groups that have already presented at committee an opportunity for response or rebuttal when the committte's report comes forward for a Board decision. With a total of 20 minutes to receive delegations at Board meetings, up to 10 two- minute delegations can address the board. If questions are allowed as part of the 20 minute delegations, very few presenters will have an opportunity to be heard. The section on questions following presentations applies to committee meetings and appears in the appropriate place (reference underlined section in item b below). a) At the beginning of each Board meeting, a maximum of 20 minutes will be allotted for delegations, each of which will be limited to two minutes, and a maximum of 10 minutes will be allotted for questions from the public. A maximum of three questions to delegations, for clarification only, will be 1 l� permitted. Trustees will not enter into debate or discussion. The Secretary of the Board will respond in writing to questions and delegations in a timely fashion. Up to 30 minutes will be allotted at Committee meetings for delegations and public question period as outlined below. b) Delegations may appoint up to two spokespersons to address the Committee. The delegation will have a time allocation of four minutes the first time appearing on an issue, two minutes the second time but only with new information. The Chair will have discretion, in exceptional circumstances, to limit the number of presenters and/or the time for the presentation. Extra requests beyond the approved limit will be accommodated at the next appropriate meeting, or by exception decided by the Board. Following the presentation, a maximum of three questions for clarification only will be permitted. Trustees will not enter into debate or discussion The Secretary of the Board will respond in writing in a timely fashion to questions and delegations. B. Revision to Annex 1, Order of Business at Regular Meetings of the Board In Annex 1, Order of Business at Regular Meetings of the Board, unfinished business from the previous meeting follows reports from committees and staff reports. With this placement, there is a possibility that unfmished business from the previous meeting will not be considered at the subsequent meeting. In the changes to the by -laws that were recently approved item 17. 1, Adjournment states as follows: The meeting will adjourn automatically at 11:00 pm unless there is unanimous consent from those present to continue the item under discussion. Apy unfinished business will be included at the beginning of the agenda for the next regular meeting or considered at a special meeting if the Chair and Director determine that it is necessary . This ensures that unfinished business is not held over from meeting to meeting. To ensure consistency, the order of business outlined in Annex 1 will be changed so that unfinished business from the previous meeting is dealt with at the next meeting immediately after delegations. 5. Clarification, Rules of Order Item 3.4 Recommendation THAT the following definition of "time sensitive" be added to Item 3A, Rules of Order 3.4 Notices of Motion from Trustees will normally be considered at the appropriate Committee meeting. Motions that are time sensitive, as determined by the Chair of the Board in consultation with the Director, may be dealt with at Board meetings. For the purpose of this by -law, time sensitive is defined as a matter which can only be completed if dealt with at the next Board meeting. 6. Annex 3, Delegations to Board and Committees of the Board, New Item 5 The purpose of delegations is to allow members of the public to address issues related to the mandate and operation of the board and its committees. Representatives of groups with non - voting status can participate in debate at committee on issues included on the agenda. If an item is not on the agenda, it can be raised by their representative under new business. Recommendation THAT the following statement be added to item 3 in Annex 3, Delegations to Board and Committees of the Board. 3. Any citizen or group within the Board's area of jurisdiction served by the Board may appear as a delegation before the Board or a Committee of the Board to express concerns or views on any matter within the mandate of the Board or Committee, as the case may be. Groups that have non - voting status at committees and are able to participate in debate will not have an additional opportunity to present as a delegation or ask a question during public question period at committee meetings. Lorne M. Rachlis Director of Education/ Secretary of the Board 3 /6�7 -