Request to Make a Delegation
If you wish to make a delegation at an Authority, Executive Committee or Budget/Audit 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. Please read the information provided below to assist you in preparing to make a delegation.
Members of the Authority wish to ensure that everyone who appears before the Authority is able to make a meaningful contribution. It is important to ensure that everyone understands the process and has a fair hearing before the Authority, its boards or committees. 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 members of the Authority.
Rules of Conduct
The Authority has established the following Rules of Conduct:
- People or organizations wishing to address the Authority, the Executive Committee, or an advisory board must make their request in writing to the Secretary-Treasurer of the Authority at least three days in advance of a meeting
- The Secretary-Treasurer, in preparing the agenda 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
- Where there are a large number of people or organizations wishing to speak to an issue, the Authority may schedule a special meeting
- Anyone showing up at a meeting of the Authority may ask to be a delegation and the Chair of the meeting will ask for a vote of the members to determine if they wish to hear the delegation
- Each delegate is limited to five minutes
Information from Delegations
It is useful for members of the Authority to have as much information as possible from an individual or group who wishes to be a delegation.
In the Authority structure, advisory boards are the best forum to discuss issues. Delegations are encouraged to appear before advisory boards.
- 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 members of the Authority 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 members of the Authority 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 the 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 Authority 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. If this can be provided at least eight days before the meeting, then staff of the TRCA will ensure that it is circulated to members of the Authority.
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 Authority elects an Executive Committee and the Budget/Audit Advisory Board.
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 (Regulation of Development, Interference with Wetlands and Alterations to Shorelines and Watercourses).
The advisory board considers matters assigned to it as provided for in the Rules of Conduct for the Authority, and as described in the Terms of Reference which have been adopted.
All decisions made by the Executive Committee and advisory board automatically go to the Authority for final approval and/or information.
Please contact the Clerk’s Office at 416-661-6600, extension 5264 for further information or to submit a delegation request or correspondence for the board.