Chapter 5

How to Obtain & Review Agendas for School Board Meetings

Overview:

School board meeting agendas are the roadmap of decision-making in Canadian public education. They outline what elected trustees (or service centre boards in Quebec) will discuss and decide on: policies, budgets, curriculum implementation, staffing, facilities, and student programs.

For parents, guardians, and community members, reviewing agendas is essential. It helps you:

• Stay informed about issues directly affecting your child’s school and education.

• Prepare for meaningful participation, whether attending meetings in person, virtually, or submitting written comments/delegations.

• Hold decision-makers accountable for transparency, equity, and effective governance.

In every province and territory, school boards are bound by open meeting provisions under their Education Acts (or equivalents). Agendas are generally published ahead of meetings to ensure public access and democratic participation.

Legal Framework:

Provincial/territorial legislation sets transparency rules. Common principles include:

• Advance Posting: Agendas must be posted publicly, typically 48–72 hours before meetings.

• Posting Locations: Most provinces require agendas online and at the board/centre office.

• Contents: Agendas must be detailed enough for the public to understand topics and expected decisions.

• Late Additions: Only permitted for urgent/emergency matters.

• Closed (In Camera) Sessions: Permitted only for specific issues (personnel, legal advice, student discipline, labour negotiations, land purchases). Boards must cite the relevant section of law or policy. No final decisions may be made behind closed doors.

• Accessibility: Boards must ensure public access, often via livestreams or recordings. Many provinces require digital posting.

• Retention: Agendas and minutes are part of the public record and subject to retention and disclosure under provincial Freedom of Information (FOI) or equivalent laws.

• Examples

  Ontario

  • The Education Act requires board and committee meetings to be open to the public, with exceptions for in camera items (s. 207). Agendas and minutes must be published. Many boards use platforms like BoardDocs or Diligent Community. Delegations (public comment) typically require advance registration.

  British Columbia

  • Under the School Act (s. 67), meetings must be public unless specific exemptions apply. Boards are required to make notices available to the public. B.C. boards frequently livestream meetings and post full agenda packages.

  Alberta

  • The Education Act (s. 64) mandates that regular and special meetings are open to the public, with public notice of time, date, and place. Special/emergency meetings require as much notice as “reasonably possible.”

  Quebec: 

  • School boards have been replaced by school service centres under the Education Act (Loi sur l’instruction publique). Governing boards and service centre boards must publish notices of meetings, agendas, and minutes. These are often posted online in French. Closed sessions are strictly limited.

  Manitoba

  • Under the Public Schools Act, boards must give advance public notice of meetings, and minutes must be open to the public. Special meetings require at least 24 hours’ public notice.

  Nova Scotia

  • Regional Centres for Education are accountable under the Education Act, and their governing councils must post agendas and minutes online.

What to request:

• The full agenda and package (supporting reports, policies, contracts, budget documents).

• The annual meeting schedule to plan ahead.

• Minutes and past agendas (last 12–24 months).

• The board’s policy on agenda-setting and public delegations.

• Details on notice practices (how and where agendas are posted).

• The board’s closed session policy.

• Emergency/special meeting procedures.

• Rules for public participation (delegations, time limits, advance sign-up).

• Streaming or recording links for virtual access.

Steps:

1. Check the official school board/service centre website under Meetings, Trustees/Governance, or Agendas & Minutes.

2. If not online, contact the secretary-treasurer, board office, or director general (Quebec) to request copies. Follow up in writing to create a record.

3. Subscribe to notifications (email alerts, newsletters, RSS feeds).

4. Review carefully for curriculum proposals, policy changes, budget allocations, equity or safety measures, and student achievement reports.

5. Compare with past minutes to track consistency and progress.

6. Archive copies (digital or paper) to monitor trends and prepare for advocacy.

What to look for:

• Curriculum changes or approvals - sometimes mandated by ministries.

• Budget votes - impacting staffing, class sizes, facilities, programs.

• Policy updates - equity, anti-bullying, inclusion, discipline.

• Student performance data and equity reports.

• Consent agendas - routine approvals grouped together.

• Delegation/public input sections - time limits, format.

• Closed session notices - must cite legal authority.

• Attached documents: contracts, financial reports, long-term planning documents.

Red Flags: vague language (“personnel matters”), last-minute additions without explanation, or frequent closed sessions without justification.

If your request is denied:

• Document the denial in writing.

• Request the legal authority (e.g., section of the Education Act) for withholding documents.

• Escalate to the board chair, director of education, or director general (Quebec).

• File a complaint with the provincial ombudsperson, education ministry, or information & privacy commissioner.

• Raise the issue publicly during delegations or through community advocacy.

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