Procedure to Ask a Question

Any person attending a board meeting may, with the authorization of the chairman, ask a question as long as he or she abides by the following rules and procedures:

Duration

During each board sitting, a thirty-minute question period is allotted to allow persons in attendance who are not administrators to ask questions. The question period is allotted in the agenda and may not be prolonged without the authorization of the chairman.

The chairman announces the beginning and the end of question period.

Procedure to submit a question to the board of directors

Questions may only be addressed verbally during the question period.

A person who wishes to ask the board of directors a question must show up in person in the room in which the sitting is held at least fifteen minutes before the sitting begins. It is recommended to call to find out whether the schedule has been modified (819 780-2220 ext. 46313).

Individuals must provide their last name, first name and address and, if necessary, the organization which they represent. In addition, the individual must indicate the subject of his or her question.

At the beginning of the sitting, the list of individuals who have shown up as well as the information mentioned above is given to the chairman.

The chairman gives the right to speak by order of registration to the individuals whose names appear on the list.

A person who has obtained the right to speak must limit his or her intervention to the question that he or she indicated. The chairman answers the question or asks another administrator to answer it.

The chairman may allow the individual to ask a maximum of two accessory questions to the one he or she already asked.

Rules regarding questions which may be submitted to the board

A question must refer to a subject of interest which falls within the jurisdiction of the board of directors.

The chairman may refuse to answer a question, in particular:

  • If, in the opinion of the chairman, the question is frivolous, vexatious or made in bad faith;
  • If, in the opinion of the chairman, answering the question is contrary to public interest;
  • If the question requires compiling many pieces information which would require a significant amount of work;
  • If the question has already been asked;
  • If the question deals with a matter pending before the courts, an organization which exercises an adjudicative function or a matter which is being investigated;
  • If the question concerns personal or other confidential information under the Act Regarding Health Services and Social Services (R.S.Q., c. S-4.2) or the Act Respecting Access to Documents Held by Public Bodies and the Protection of Personal Information (R.S.Q., c. A-2.1).

The chairman is under no obligation to produce a document in response to a question or during a question period.

Questions which are not admissible include:

  • Questions which are preceded by an unnecessary and long introduction;
  • Questions which contain an hypothesis, an expression of an opinion, a deduction, a suggestion or which impute a motive;
  • Questions whose answer would require or would constitute a professional opinion or a personal assessment.

It is forbidden for the person asking a question:

  • To use violent, hurtful or disrespectful language about anyone;
  • To refer to the chairman other than by her title, namely "Ms. Chairman."

The chairman may revoke the right of speech from anyone who asks a question without following the procedures or basic rules of conduct during a sitting.