Board Meeting Records

Open Board Meetings

MeetingDateAgendaMinutesRecording
Conference CallFebruary 6, 2020 Open Board AgendaMinutes
Conference CallMarch 13, 2020Closed MeetingMinutes
Conference CallMarch 17, 2020 Open Board Agenda

In accordance with Board Policy 4.10, the Board will ensure that its business affairs are conducted efficiently and that processes are open and transparent.

Confidentiality

Board members should not divulge any confidential information unless authorized to do so or required to do so by law. The proceedings of in‐camera and closed (i.e. in‐camera, but attended by the appropriate staff) sessions, including the minutes and other records, shall be kept in confidence by all attendees.

Subject matter related to any of the following matters is to be considered in a closed meeting:

  • Personal information about an identifiable individual who holds or is being considered for a position as an employee, contractor, appointee, or agent of the Association.
  • Personal information about an identifiable individual who is being considered for an award or honour
  • The security or property of the Association.
  • The acquisition or disposition of land or improvements, if the Board considers that disclosure could reasonably be expected to harm the interests of the Association.
  • Law enforcement, if the Board considers that disclosure could reasonably be expected to harm the conduct of an investigation, discipline matter, unauthorized practice matter, or consideration of the suitability of a candidate for admission to the Association.
  • Litigation or potential litigation affecting the Association.
  • Complaints and accusations against members, other than hearings held by the Board under section 60, 61, 62 and 63 of the Land Surveyors Act.
  • Receipt of advice that is subject to solicitor‐client privilege, including communications necessary for that purpose.
  • Information that, if disclosed, may harm the business interests of the Association or a third party.
  • Negotiations and related discussions respecting the proposed provision of a service that are at their preliminary stages and that, in the view of the Board, could reasonably be expected to harm the interests of the Association if they were held in public.
  • A matter that, under another enactment, is such that the public may be excluded from the meeting.
  • The consideration of whether a Board meeting should be closed.
  • The consideration of whether the Board should allow other persons to attend at a closed meeting.
  • The consideration of information received and held in confidence relating to negotiations between the Association and the provincial government or the federal government or both, or between a provincial government or the federal government or both and a third party.
  • A matter that is being investigated under the Ombudsperson Act of which the Association has been notified by the Ombudsperson.
  • A matter related to the protection of any person or the public interest which outweighs the principle that meetings should be open to the public.

Guests

  • Board meetings will include a guest participation period.
  • Guest presentations should generally be limited to 5 minutes unless there is convincing reason for more time to be allotted.
  • The chair may consider all requests which are relevant to the membership and the public and are within the Association mandate.
  • Preference should be given to guests who have opinions on current issues before the Board.
  • Guests may not address the Board on matters relating to unresolved complaints or discipline.
  • The Board may decline to answer questions or deliberate on matters in the presence of guests.

Procedures

Agendas:

  • The Chair will identify agenda items in consultation with the Secretary and Chief Administrative Officer who will prepare the agenda for each meeting.
  • Agendas and attachments will be available to the Board a minimum of seven (7) days in advance of meetings.
  • Except for in-camera or closed sessions, agendas and attachments will be published on the Association website.

Board Meetings:

  • Except for in-camera or closed sessions, meetings will be recorded, posted on the Association website, and remain available.