Open Board Meeting Policy
1.0 Policy Statement
The Board of Directors of St. John's Rehab Hospital meetings are open to staff and other observers. This policy provides guidelines for members of the staff and others who wish to address the Board during the open session of a meeting.
2.0 Purpose
To ensure the Board Chair and Board Secretary have the opportunity to plan and notify all Board members of public addresses to the Board. To ensure that members of the staff and the general public requesting the opportunity to address the Board are appropriately acknowledged on the Board agenda and are aware of the guidelines regarding addresses to the Board.
3.0 Definitions
3.1 Open Meetings
The Open Session of the Board of Director meetings can be observed by any and all who wish to do so. Members of staff and other observers may address the Board during an Open Session only if their request is made in writing at least 14 days prior to the Board meeting. The agenda for all Open Sessions is made available. Should it be necessary to move to an in-camera Board discussion, the Board Chair will ask observers to leave the meeting for the duration of the in camera session. Some guests may be invited to stay at the discretion of the Board Chair should their expertise be required in support of the in-camera discussion.
3.2 In-Camera Meetings
The Chair may call an In-Camera session and the Board will ask observers to leave the meeting for the duration of the in-camera session. In-Camera Meetings are discussions at Board meetings which are open only to voting Board members. The agenda for an in-camera session is only available to Board members.
4.0 Attending an Open Meeting of the Board
- Meeting dates, times and locations are posted on the Hospital's website. Efforts will be made to advise the staff should the meeting times or locations be changed.
- Members of the staff and general public are welcome to attend open session of Board meetings as observers.
- Seating is available at all open Board meetings but large delegations of attendees are advised to call the CEO's office (416-226-6780 x7001) to ensure appropriate seating is available.
- Copies of the Board Agenda for the open session of Board meetings will be available at the entry to the meeting room or on the Hospital's website. Supporting materials will be distributed only to the Board, except at the discretion of the Board Chair.
- The Chair of the meeting may exclude attendees for disruptive behaviour or for addressing the Board without prior consent.
- Videotaping, recording equipment and cameras are not permitted at Board meetings.
- Minutes of the open session of all Board meetings are available just prior to the subsequent month's Board meeting upon request.
5.0 Addressing the Board
Requests to make presentations to the Board or to address the Board from individuals who represent special interest groups will be considered as follows:
- Requests shall be in writing, including the purpose of the presentation, and must be submitted at least 14 days prior to any board meeting.
- The board retains the right to determine if the subject of the requested presentation is relevant to board matter, or whether it would be more appropriately addressed by administration.
- Those making presentations shall provide a written brief at least 7 business days in advance of the scheduled presentation.
- Presentations to the Board will be limited to 10 minutes. They may be extended at the discretion of the Board Chair.
- In the interests of effective and timely decision-making, the board retains the right to limit the number of presentations made on a policy issue by the same group, and the total number of groups which will be heard on a given issue.
END OF DOCUMENT
For internal use only at St. John’s Rehab Hospital. Persons reviewing a hard copy of this document should refer to the electronic version posted on the Hospital’s website to ensure that this copy is current.
Last updated: November 3, 2008