PART 8 - Annual meeting
Persons eligible to attend annual meeting
29(1) The following persons are eligible to attend the annual meeting:
(a) a jurisdictional representative and any other delegate to the Conference appointed by a constituent jurisdiction;
(b) subject to subsection (2), a member of a working group attending the meeting in connection with the presentation of a report being made by that working group;
(c) subject to subsection (2), a presenter;
(d) the past Presidents;
(e) the immediate past Vice-President;
(f) the immediate past Chairs of the Civil Section and Criminal Section;
(g) an international guest attending at the President’s invitation;
(h) the President, Vice-President, Conference staff persons and Chairs of Conference committees; and
(i) a person invited to be an observer under subsection (3) or (4).
29(2) A person referred to in clause (1)(b) or (c) who is not a delegate is only eligible to attend a meeting of the Conference or Section during the presentation of the working group’s report and during the discussions related to the report.
29(3) The Chair of a Section may invite a person who is not a delegate to attend an annual meeting or a part of an annual meeting as an observer.
29(4) A jurisdictional representative may, with the approval of the Chair of the relevant Section, invite a person
who is not a delegate to attend an annual meeting or part of an annual meeting as an observer.
Confidentiality and release of materials
30(1) Subject to applicable law, delegates and other participants in the Conference shall, in carrying out the work of the Conference, respect and maintain the confidentiality of Conference materials and deliberations in accordance with policies that the Conference may adopt from time to time.
30(2) Subject to this section, materials prepared for consideration by the Conference may not be released to a person who is not a delegate or a member of a working group, except for the purpose of consultations undertaken with that person.
30(3) A delegate or working group member who has released materials to a person in the circumstances referred to in subsection (2), shall request that the person to whom they have released materials does not further release the materials without their approval.
30(4) Materials prepared for consideration by the Civil Section or the Criminal Section of the Conference may be released to a person who is not a delegate with the approval of the Chair of the Civil Section or the Chair of the Criminal Section, as the case may be.
30(5) Materials prepared for consideration by a joint session of the Civil and Criminal Sections of the Conference may be released to a person who is not a delegate with the approval of the Chairs of both Sections.
30(6) In determining whether to approve the release of materials under subsection (4) or (5), the Chair of the Civil Section and the Chair of the Criminal Section shall consider the need to foster and maintain strong collaboration between participants, the principle of confidentiality of Conference discussions and the need to provide access to information.
30(7) At the end of an annual meeting, the following materials may be released to the public:
(a) the recommendations contained in the resolutions of the Criminal Section at the annual meeting, including the corresponding votes;
(b) the reports of working groups that have been approved by the Criminal Section at the annual meeting;
(c) the uniform acts, model acts, statements of legal principles, documents setting out legislative proposals, interim and final reports and resolutions adopted by the Civil Section at the annual meeting; and
(d) the minutes of the annual meeting.
Views of Delegates
31 Views expressed by delegates are not necessarily those of the constituent jurisdiction that appointed them.
Voting
32(1) To be eligible to vote at the annual meeting, a person must be:
(a) a delegate,
(b) a member of the Executive Committee, or
(c) a past President.
32(2) Subject to subsection (3), each duly appointed delegate, member of the Executive Committee or past President is entitled to cast one vote on any question at an annual meeting.
32(3) Voting on any question at an annual meeting shall be done by constituent jurisdictions in the following circumstances, in which case each constituent jurisdiction represented at the annual meeting shall be entitled to cast three votes if:
(a) requested by a delegate; or
(b) the question concerns an approval under subsection 33(2).
32(4) The result of any vote shall be determined by a majority of the votes cast.