Surrey DPAC has co-sponsored 3 special resolutions for this year’s BCCPAC AGM. Here are the first 2 special resolutions:
2025.11 Amendment of Bylaws: Observer Access to Board Meetings (Special Resolution)
Submitted by: COPAC (SD23 DPAC, Central Okanagan)
Co-Submitted by: SD40 DPAC (New Westminster) and SD36 DPAC (Surrey)
Be it resolved that the BCCPAC Bylaws be amended to include the following new section in Part 6 – Proceedings of
Directors:
Observer Access to Board Meetings
6.3 (a) All meetings of the Board of Directors shall be open to PAC and DPAC executives of BCCPAC member
organizations as non-voting observers.
(b) Observers may attend virtually or in person. When the Board meets in person, virtual accessibility must be
provided for observers.
(c) The Board will enter in camera session only for discussions involving confidential, personnel, legal, or
financial matters, during which observers will be excused.
(d) The Board will establish and publish clear procedures for how observer participation will be managed,
including a code of conduct for observers.
Proposer’s Positioning Statement: The BCCPAC Board serves as the primary representative of parents at the provincial
level and is entrusted with ensuring transparency and accountability to its membership. As clearly emphasized at the
2024 BCCPAC AGM, providing PAC and DPAC executives of BCCPAC member organizations observer access to board
meetings is essential to fostering openness, transparency, and inclusivity within the organization.
Although a resolution passed at the 2024 AGM requested the Board to trial open board and committee meetings, no
tangible actions have been taken as of March 15, 2025. The membership allowed a full year for the Board to implement
these trial meetings; however, no open board meetings have occurred, nor have any related updates or policy decisions
been communicated back to the membership.
Parents and their representatives require meaningful access to discussions shaping advocacy efforts and policy decisions to ensure that BCCPAC accurately represents the diverse perspectives of its members. Previous AGM resolutions consistently document calls from BCCPAC members for increased transparency. Incorporating observer access directly into the bylaws will formalize this commitment, ensuring lasting transparency and strengthened trust and engagement among members. Given that the previous year’s resolution proposing a trial was softened at the recommendation of the 2024 resolutions committee, yet still resulted in no action, it is now essential to clearly establish these transparency measures through a special resolution amending the bylaws.
2025.12 Amendment of Bylaws: Observer Access to Committee Meetings (Special Resolution)
Submitted by: COPAC (SD23 DPAC, Central Okanagan)
Co-Submitted by: SD40 DPAC (New Westminster) and SD36 DPAC (Surrey)
Be it resolved that the BCCPAC Bylaws be amended to include the following new section in Part 6 – Proceedings of
Directors: Observer Access to Committee Meetings
6.9 (a) All meetings of BCCPAC committees, with exception of those listed in (c) (i), shall be open to PAC and DPAC
executives of BCCPAC member organizations as non-voting observers. Observer participation beyond
attendance is at the discretion of the Committee Chair.
(b) Observers may attend virtually or in person. When the Committee meets in person, virtual accessibility must
be provided for observers.
(c) Committees may hold closed sessions only for discussions involving confidential, information including
information regarding personnel, legal, financial matters or sensitive personal experiences, consistent with
trauma informed practice, during which observers will be excused.
(i) The following Board committees are closed committees, due to the nature of the discussions meeting the
requirement of Bylaw 6.9 (c):
1) Ethics Committee
2) Human Resources Committee
3) Inclusive Education Committee
4) Indigenous Education Committee
5) Nominations Committee
(d) The Board shall establish and publish clear procedures for how observer participation will be managed,
including a code of conduct for observers.
Be it further resolved that all subsequent bylaws be re-numbered accordingly.
Proposer’s Positioning Statement: The BCCPAC Board and its committees represent parents at the provincial level and
are entrusted with ensuring transparency, accountability, and responsiveness to the membership. As clearly articulated
at the 2024 BCCPAC AGM, observer access for PAC and DPAC executives of member organizations to committee
meetings is essential for fostering openness, collaboration, and inclusivity within the organization.
BCCPAC committees often engage deeply with specific issues, benefiting significantly from specialized knowledge,
insights, and resources provided by observers. Facilitating observer access to committee meetings can enhance
committee effectiveness by introducing diverse perspectives and expertise, which may encourage attendees with
valuable contributions to formally join committees in the future.
Although the 2024 AGM resolution called upon the Board to trial open board and committee meetings, there has been
no demonstrable action toward implementation as of March 15, 2025. With nearly a full year granted to the Board for
trial implementation, the lack of transparency and absence of updates or policy advancements necessitate formalizing
observer access into the bylaws.
Historical records and previous AGM resolutions consistently document a clear and sustained call from the BCCPAC
membership for increased transparency and greater engagement opportunities. Formalizing observer access to
committee meetings within the bylaws solidifies this commitment, fosters greater trust among members, and
strengthens the organization’s collective ability to advocate effectively on behalf of parents across the province.
