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Public Delegation Board Meetings

Public Delegation Board Meetings are intended to provide members of the community with the opportunity to present to the Board on matters relating to governance and/or budget.

Guidelines for Delegations Wishing to Make Presentations to the Board

We value input from members of the community on matters before the Board.

To ensure the business of governing education takes place as smoothly as possible, Board of Education public delegation meetings follow structured rules of order, so all viewpoints are heard.  Public Delegation Board Meetings are conducted in accordance with Policy 7 – Board Operations. 

The following guidelines have been prepared specifically for delegations interested in preparing and delivering presentations.

It's a simple process

Public Delegation Board Meetings are intended to provide members of the community with the opportunity to present to the Board on matters relating to governance and/or budget. Formal stakeholder representatives shall not be heard as delegations as they have other avenues, including representation on Standing Committees, to provide input to the Board. Matters involving employees or individual students shall not be heard.

Groups or individuals who wish to present their views on a specific matter at a Board meeting must complete the online delegation request form (see meeting dates below) no later than 4:30 pm on the Wednesday prior to a scheduled public delegation board meeting. If you have issues accessing the form, please email the Secretary-Treasurer’s office at delegations@vsb.bc.ca. The request must include a copy of the brief and/or presentation you wish to make.

For the 2024-2025 school year, the following dates have been scheduled for the Public Delegation Board Meetings. Please click on the meeting date below to complete your online delegation request.Links to the online submission form are included below; please note that only the online submission form for the next immediate Public Delegation meeting will be open for responses. If you wish to present at a future meeting, please wait until the appropriate submission window.  

The Board Chairperson will review all requests and will place delegations on a Board public delegation meeting agenda if the subject is pertinent to Board business. The Chairperson may consult with the Agenda Setting Committee in making a decision. 

A delegation shall not be permitted to present on the same topic more than once. Items not related to the governance function of the Board may be referred to staff. Presentations that contain expressions of violence or threats of violence will not be permitted. 

The Board will not allow presentations that contravene the Human Rights Code of British Columbia. In particular, presentations will not be allowed if they:

  • are likely to expose a person or group or class of persons to hatred or contempt (which includes statements exposing persons to detestation or vilification); or 
  • if they promote discrimination or an intention to discriminate against a person or group or class of persons, because of the Indigenous identity, race, colour, ancestry, place of origin, religion, marital status, family status, physical or mental disability, sex, sexual orientation, gender identity or expression or age of that person, group or class of persons. 

A time limit of 5 minutes has been established for individual delegations to allow all registered delegations to present at the meeting. 

No Board business, other than the receipt of public delegations, shall be conducted at this meeting and as such, no matter raised by a delegation shall be considered at this meeting and no questions raised by delegations shall be answered at this meeting. 

Preparing your presentation

A written submission is essential to assist Board members’ understanding of your issues and recommendations. Written statements must be submitted to the Board via the Office of the Secretary Treasurer with your delegation request form to ensure your presentation is consistent with these Guidelines. If your delegation request is approved, you will be expected to keep your comments consistent with your written statement. 

Your delegation should be prepared to answer questions for clarification from Board members. The matter will not be debated.

Procedures for Delegations

Policy 7 Board Operations established the following procedures for all delegations presenting at a Public Delegation Board Meeting:

  • The time allotted for the delegation’s presentation is five minutes.
  • Delegations are welcome to present information, perspectives, and opinions for the consideration of the Board. Delegates are expected to comply with Board norms of conduct and decorum at meetings. Personal, inflammatory, or accusatory language will not be tolerated. 
  • Delegations are encouraged to provide feedback on matters currently in an active public engagement through the engagement process rather than as a delegation to the Board. 
  • Board members may direct questions for clarification through the spokesperson for the delegation; however, the matter will not be debated. 
  • Board questions for staff in relation to delegation presentation will be emailed to the Superintendent who shall determine how best to provide the information requested.

Expected Behaviour of Audience and Presenters

In Public Board of Education meetings, all attendees, including the audience and presenters, are expected to behave respectfully and professionally. Audience members should listen attentively, avoid disruptions, and show respect to everyone present. They should follow the established procedures for commenting or asking questions and refrain from personal attacks or derogatory language. Presenters should deliver clear and concise presentations, treat all participants with respect, and support their arguments with relevant information. Following these expectations will create a productive and respectful environment for meaningful discussions and decision-making.

It is prohibited to make video or audio recordings of the meeting. 

Persons contravening these Guidelines, Board Policy 7 or causing a disturbance will be asked to leave the meeting.  

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