Significant changes could be coming to the way that the Cariboo-Chilcotin School Board conducts its public meetings.
The biggest change would be that the public wouldn’t be there in person.
The motion would only allow for participation through teleconferencing or videoconferencing online on Teams.
Delegations would continue but that would also be online.
Questions would also have to be submitted in writing by 2 p.m. the day of the meeting, and people can find out what’s on the agenda when it is released prior to the meeting.
The ability to comment on agenda items would be removed.
These changes are being recommended to “improve corporate governance of the Board of Education and to reduce potential bullying and harassment of staff attending public meetings.
The Board will introduce a Notice of Motion on the possible changes at tonight’s (Dec 15) meeting, and the changes will then be considered during the January 26th meeting.
POTENTIAL BOARD MEETING STRUCTURE In order to improve corporate governance of the Board of Education and to reduce potential bullying and harassment of staff attending public meetings, the following changes are recommended:
1. Public Attendance – Implement an operational change that would only allow the public to attend meetings open to the public through teleconferencing or videoconferencing online (Teams). No individuals would be allowed into the School Board Office building during meetings.
2. Delegations – Delegations would continue to seek approval as provided in the Procedural Bylaw; however, their presentation would be online through Teams. All rules currently in place would remain except they would not be physically present at the meeting.
3. Question / Comment Period – A change is recommended to the Procedural Bylaw that would focus this agenda item on questions the public may have on specific agenda items. The ability to comment on agenda items would be removed. Additionally, given that the agendas for public meetings are released prior to the meetings, it is recommended that the Board move to a process that requires questions to be submitted in writing by 2:00 pm the day of the meeting. The Board Chair would then be able to read the questions and provide a Board response at the meeting. This process eliminates the requirement to allow a member of the public to speak during the meeting but still provides an opportunity to access and question the Board. An incidental benefit of this process is the Board Chair is aware of questions on specific agenda topics prior to the meeting, which would allow for them to potentially be addressed during discussion.
4. Locked Buildings – The Board Office building would be locked during all meetings. No members of the public would be allowed or invited to attend physically. Maintaining strict meeting controls will support the Board in providing a work environment expected by WorkSafeBC.
MEETING STRUCTURE CHANGE RATIONALE
1. To ensure safe and respectful meetings for staff and trustees The Board must meet its WorkSafeBC obligations to protect workers from bullying and harassment. Moving public participation online reduces the likelihood of disruptive or unsafe behaviours during meetings.
2. To improve the efficiency and effectiveness of Board governance A controlled online environment allows trustees to focus on open, productive discussion of agenda items without interruptions, helping the Board conduct its business more effectively.
3. To maintain transparency while managing public participation responsibly Meetings will continue to be open to the public—via live streaming or online access— ensuring transparency while allowing the Board to manage attendance and participation in an orderly manner.
4. To enhance the clarity and relevance of public questions Requiring written questions submitted by 2:00 p.m. on meeting days ensures that questions relate directly to agenda items, prevents disorderly commentary, and allows the Board Chair to provide well-informed responses during the meeting.
5. To modernize Board meeting processes using reliable technology The district’s Microsoft Teams infrastructure supports secure, well-managed online attendance and delegation presentations, making it an effective tool for hosting public meetings in a controlled and accessible manner.
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PROCEDURAL BYLAW CHANGES In order for the Board of Education to implement the proposed board meeting structure recommended herein, the following changes are required to Procedural Bylaw B2702-1:
2.3.1 The purpose of the regular meeting is for the Board to conduct its business. Meetings will be open to the public and may be live streamed at the Board’s discretion. The Board may restrict the public’s physical access to meetings open to the public, provided such meetings are live streamed through teleconferencing or videoconferencing.
2.6.4 Public Information Meetings may be held by teleconferencing or videoconferencing, as determined by the Board.
2.8.1 If a trustee(s) is unable to attend a meeting, The Board, or Board committee may permit attendance through teleconferencing or videoconferencing, provided that all trustees in attendance are able to communicate with one another. The Board may schedule a meeting where all participants, including the general public, attend through teleconferencing or videoconferencing.
2.8.2 If a member of the general public is unable to attend through teleconferencing or videoconferencing, then the Secretary-Treasurer’s office shall work with the member of the general public to facilitate access through the use of district technology.
3.3 The regular meeting agenda shall generally follow the order outlined below: … • Question and Comment Period
3.5 For all regular meetings, one (1) public question/comment period will be held to a maximum of ten (10) minutes. Only questions/comments that relate to agenda items at the meeting may be asked. The question/comment period is dedicated only for members of the public in attendance at a meeting. All questions must be submitted to the Secretary-Treasurer’s office by 2:00 p.m. on the meeting date in order to be considered by the Board. The Chair may defer answering a question duly received to a subsequent meeting.
3.10 The list of items Regular Meeting agenda package, with supporting documents, shall be posted on the district website at least 24 hours prior to the regular public meeting. 5.3 A list of official correspondence received by the Board will be available at each regular meeting.
9.2 The Board will receive representations and delegations on any subject pertinent to Board business, provided the item has been placed on the agenda.
9.8 Delegates will present to the Board through teleconferencing or videoconferencing when the Board has restricted physical access as provided for in clause 2.3.1.
