Procedure for delegations to the Board

When delegations desire to be present at meetings to address the Board, such individuals will be permitted to do so at the discretion of the Chair, provided that the matter(s) to be addressed fall within the jurisdiction of the Board. Every attempt will be made to direct the delegation to the appropriate venue. Operational matters will be directed to the Chief.

Delegations appearing before the Board are subject to the following:

1. The delegation(s) shall provide written notice of their request. This request shall contain an outline of the subject matter of the address and also include a list of person(s) who will be appearing before the Board and a copy of the materials to be presented.
2. Upon receipt of the written notice requesting a delegation, the Executive Assistant shall list the delegation(s) on the next appropriate meeting agenda at the discretion of the Chair.
3. Delegations shall address the Board through one speaker, be restricted to presentations of ten (10) minutes and shall address their remarks to the stated business. Notwithstanding the foregoing, the time allotted for any delegation may be extended an additional five (5) minutes at the discretion of the Chair.
4. Members shall not ask questions until all delegations and the Chief/designate has been heard, either in support of, or in opposition to, the specific matters on the agenda before the Board.
5. Upon completion of a presentation to the Board, any discussions between Members of the Board and the delegation shall be limited to Members asking questions for clarification and obtaining additional, relevant information only. Members of the Board shall not enter into debate with the delegation respecting the presentation.

No delegation shall:

1. Speak disrespectfully of any person;
2. Use offensive words or unparliamentary language;
3. Speak on any subject other than the subject for which they have received approval to address the Board; or
4. Challenge the rules of procedure or a decision of the Chair.

The Chair may curtail any delegation for disorder or any other breach of this by-law and, where the Chair rules that the delegation is concluded, the persons or person appearing shall immediately withdraw.