Request to Make a Delegation
If you wish to make a delegation at a Board of Directors, Executive Committee or advisory board meeting, please complete and submit the Request for Delegation Form. Your request will be considered and you will be contacted by the Clerk’s Office to confirm your delegation prior to being put on an agenda. If approved, you will be allocated 5 minutes to address the Board Members. Please read the information provided below to assist you in preparing to make a delegation.
Members of the Board of Directors wish to ensure that everyone who appears is able to make a meaningful contribution. It is important to ensure that everyone understands the process and has a fair hearing before the Board of Directors, Executive Committee or advisory boards. Not every issue can be resolved to the satisfaction of every delegate. However, by explaining the process and offering suggestions for delegations, there can be effective communication between delegations and the Board Members.
Board of Directors Administrative By-law
The Board of Directors has established the following rules in its By-law:
- People or organizations wishing to address the Board of Directors, Executive Committee or an advisory board must make their request in writing to TRCA at least three days in advance of a meeting.
- In preparing the agenda, staff will identify the delegation and advise the organization or individual that they are listed as a delegation and inform them of the date, time and location of the meeting.
- Delegations are limited to one meeting of either the Board of Directors, Executive Committee or advisory board, except by approval of the Chair to be heard at an additional meeting(s).
- Where there are a large number of people or organizations wishing to speak to an issue, the Board of Directors may schedule a special meeting.
- Each delegate is limited to 5 minutes.
Information from Delegations
It is useful for Board Members to have as much information as possible from an individual or group who wishes to be a delegation.
Delegations are limited to one meeting of either the Board of Directors, Executive Committee or advisory board, except by approval of the Chair to be heard at an additional meeting(s). The Clerk’s Office will work with prospective delegations to ensure they are scheduled for the most appropriate meeting, when the decision is being made by the Board Members.
- Name of the organization, and name of the person representing the organization including their position with the organization, if applicable.
- A summary of the issue to which they intend to speak.
- A clear statement of their position on the issue.
In addition, it is helpful to Board Members to have as much background information as possible about the organization and the organization’s view of the issue. Some of the questions that are frequently asked by Board Members are:
- How many people are represented by your organization? How long has the organization existed?
- Has the organization approached other public bodies with respect to the issue? Has the organization held public meetings to discuss the issue? Is the organization open to the public?
- Has the organization approached staff of Toronto and Region Conservation Authority (TRCA) to try to resolve the issue? Has the organization or individual approached local members of a municipal council for assistance in this matter?
The Board Members usually have the benefit of a staff report on the issue, but it is always helpful to have supporting facts or other information from the delegation. Should you wish the Board Members to have additional information, please bring 35 copies with you to the meeting when you are speaking.
Overview of Structure
TRCA is a body corporate whose administration of policy is determined by its mandate under the Conservation Authorities Act and by regulations and rules which it has adopted. To carry out its responsibilities, the Board of Directors elects an Executive Committee.
The Executive Committee (meeting monthly) is responsible for overseeing some of the day to day management decisions of TRCA and the administration of Ontario Regulation 166/06, as amended (Regulation of Development, Interference with Wetlands and Alterations to Shorelines and Watercourses).
Advisory boards considers matters assigned to them as provided for in the Terms of Reference contained in the Board of Directors Administrative By-law.
Please contact the Clerk’s Office at 416-661-6600, extension 5381 for further information or to submit a delegation request or correspondence.