Board of Governors Meeting Procedures

Purpose

The purpose of these Procedures is to ensure the consistent administration of Meetings of the Board of Governors and its Committees.

Definitions

For the purposes of these Procedures the following definitions apply:

“Non-Public” means a Meeting that includes all members of the Board of Governors and those individuals invited by the Board to attend.

“Closed” means to move or hold a Meeting, or portion of a Meeting, to Non-Public or In Camera.

“Confidential” means information that, if broadly disseminated, would harm the organization, compromise strategic plans, disclose personal information or impact on competitive advantage.

“In Camera” means a Meeting, or portion of a Meeting, that includes only members of the Board of Governors.

“Meeting” means any gathering that:

• Includes the full membership, or quorum, of the Board, Executive or standing Committee of the Board; and
• Is intended to discuss and/or materially advance the business or decision-making of the Board or a Committee of the Board.

“Public” means a Meeting open to all individuals, both internal and external to the University, in accordance with University of Ontario Institute of Technology Act, 2002, SO 2002, c 8, Sch O.

Scope and Authority

These Procedures apply to all Meetings of the Board of Governors and the standing Committees of the Board.

The University Secretary, or successor thereof, is the Policy Owner and is responsible for overseeing the implementation, administration and interpretation of these Procedures.

Procedures

Public Meetings

1. A meeting will be deemed Public in accordance with the Board of Governors Meeting Policy.

2. Notice of regularly scheduled Public Meetings of the Board and its standing Committees will be posted on the Board of Governor’s website.  

Attending and Participating in Public Meetings

1. Attendance at Public Meetings will be subject to space limitations.  Attendees will be admitted on a first come, first served basis.  

2. Individuals requesting to address or present to a Public Meeting will need to make a request in writing to the University Secretariat at least ten (10) working days prior to the Public Meeting.  All requests will be approved by the Chair of the Board.  Requests will include:

   • Subject and purpose of the address or presentation;

   • Copies of presentation materials and/or materials to be distributed to the Board;

   • Name, address and telephone number of the spokesperson; and

   • Names of all individuals participating.

3. The University Secretariat will inform the individual of the Board Chair’s decision regarding the request address/present to the Board.  If an individual’s request is approved, the University Secretariat will also advise the individual of the time allotted for the address/presentation.

4. A copy of the Public Meeting agenda and supporting materials will be posted on the Board of Governors website prior to the Public Meeting.  Minutes of each Public Meeting will be posted on the Board of Governor’s website following approval of the minutes by the standing Committees and the Board.

Non-Public Meetings

1. The Board’s standing Committees will hold Non-Public Meetings as part of their regular administration, in accordance with section 5.2 of the Board of Governors Meeting Policy.

2. Depending on the nature of the discussion, additional participants may be invited to attend all or part of a Non-Public Meeting.  

3. Meeting materials and minutes for Non-Public Meetings will be deemed Confidential and will only be distributed to members of the Board and those individuals invited to attend. 

In Camera Meetings

1. In Camera Meetings will be scheduled as part of the regular agenda for each Board Meeting.

2. Depending on the nature of the discussion of an in Camera Meeting, certain individuals normally present at a Board Meeting may be excused.

3. The agenda, if any, for in camera Meetings will be reviewed and approved by the Board Chair.

4. Minutes will not be taken for in camera Meetings.  The actions or decisions arising from discussion in in camera Meetings will be brought forward and minuted in either a Non-Public or Public Meeting of the Board.  

Monitoring and Review

These Procedures will be reviewed as necessary and at least every three years.  The Governance, Nomination and Human Resources Committee, or successor thereof, is responsible to monitor and review these Procedures.

Relevant Legislation

University of Ontario Institute of Technology Act, 2002, SO 2002, c 8, Sch O

By-Law Number 1 of the University of Ontario Institute of Technology Legislation

Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. F.31 

Related policies, Procedures & Documents

Board of Governors Meeting Policy