Delegating the Board of Trustees

Delegates wishing to make a presentation to the Board of Trustees, are requested to follow the process:

·         Register their delegation with the Manager of the Director’s Office at least 24 hours prior to the agenda deadline for the next Regular Meeting of the Board, (by 4 p.m. on the Wednesday preceding the next Regular Meeting of the Board).

·         Pending registration, a copy of the Board’s by-law will be provided to all delegates, with appropriate timelines reviewed.

·         Delegates must provide a copy of their written presentation by 4 p.m. on the Thursday preceding the next Regular Meeting of the Board,  Materials will be circulated to trustees only, and will appear as part of the trustees’ agenda package for the meeting at which the presentation is made.

·         Delegates will be given up to five (5) minutes to make their presentation before the Board.

·         Following the presentation, the Chair will ask the members of the Board if there is any point which they wish clarified.  Except for questions of clarification, members of the Board or staff shall not enter into discussion with the speaker or any member of the delegation concerning the presentation.

·         The Chair will limit delegations to six (6) per meeting, and give priority to delegations speaking to items on that meeting agenda.

·         While a request for a delegation shall not be unreasonably denied, the Chair retains the right to hear or deny delegations. Should a delegation be denied, the Chair will notify the delegate and trustees with a written rationale.