Subject:  Board Meetings Policy and Procedures
Group:  Institutional    
Approved by:   Board of Regents
Approval date:  13 October 2017
Effective date:  October 2017
Administered by:   Secretary to the Board of Regents

1 - PURPOSE
The purpose of this policy is to provide guidelines for guests to attend the open portion of
Board of Regents meetings.

2 - TYPES OF BOARD MEETINGS
Board of Regents meetings may consist of the following three types of sessions involving the following individuals:

  • Regular — for Regents and invited participants
  • In camera — for Regents only (generally to deal with land, legal, or labour matters)
  • Open — for Regents, invited participants and any other individual who may attend as an observer (“guests”)

3 - GUIDELINES FOR GUESTS ATTENDING AN OPEN BOARD OF REGENTS MEETING

  • Guests should arrive before the meeting commences and sit in the designated guest seating area.
  • Larger groups (more than 8 people) planning to attend a meeting should advise the Board of Regents’ secretary of their intention to attend one week prior to the meeting to confirm that sufficient seating is available.
  • Seating is limited to the gallery area provided.  Invited participants are provided priority to seating with the remaining seating on a first come, first served basis.
  • Guests are not permitted to block entrances/exits to the room.
  • No person may photograph or audio or video record any meeting content or part thereof without the prior approval of the Chair. Any person attempting to do so may be asked to leave the meeting.
  •  Signs and props are not permitted in the meeting room, nor is any item to be affixed to the walls or furniture in the space.
  • Meeting attendees are considered guests and must respect that they are spectators only. Guests may not vote and may not speak other than at the invitation of the Chair. Should a guest interrupt a meeting or cause any disturbance, the guest may be asked to leave the meeting immediately. If a disruption continues, the Chair may determine that continuing with the business of the meeting is not reasonable and may choose to adjourn the meeting or move to an alternate location to continue the meeting; in such situations, guests may not be re‐admitted to the meeting.
  • Guests must exit the room as directed for any in camera sessions, but may be re-admitted for any remaining public portion of the meeting.
  • Guests leaving the meeting while it is in progress are asked to do so discreetly and with as little disruption as possible.

4 - POLICY AND PROCEDURE REVIEW
This policy and procedure will be reviewed and amended or confirmed every three years or as required.

5 - ATTRIBUTION

This policy and procedure is based on similar procedures at Dalhousie University.