Addressing the Board

A delegation is an opportunity to appear before Board of Directors, Executive Committee, or an advisory board concerning an item on the agenda.

A person wishing to make a delegation shall submit a request to the Clerk through the Delegation Request 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.

All delegations are limited to the items on the agenda.

If a delegation request is received nine (9) calendar days in advance of a scheduled meeting, the delegation will be listed on the regular agenda, and if received three (3) calendar days in advance will be listed on the amended agenda. The cut-off time is 12:00 p.m. EST in each instance.

If a person or organization misses the delegation submission deadline, they may appear before a meeting of the Board of Directors but will be heard only if such a motion is made by a Board Member at the meeting and the motion passes by the majority in attendance.

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) or in special circumstances described in the Administrative By-Law.

Where there are a large number of persons or organizations wishing to speak to an issue, the Board of Directors may schedule a special meeting.

If you make a delegation, you will be listed as a delegate in the agenda and minutes of the meeting. We post these documents online, so the listing of your name in connection with the agenda item may be indexed by search engines like Google.

We also livestream meetings on our website, so your delegation will be streamed live and recorded. Video recordings are publicly available on our website and YouTube and are indexed by agenda item, so you can easily find the part of the meeting you want to watch.

In special circumstances, the Clerk, in consultation with the Chief Executive Officer, may direct that a Board of Directors, Executive Committee or advisory board meeting be conducted wholly as an electronic meeting through electronic participation, via a meeting platform as determined by the Clerk.

If any person or organization misses the delegation submission deadline when the meeting is conducted electronically, they should contact the Clerk no later than 9:00 a.m. on the day of the meeting to have an opportunity to request consideration of their delegation. Due to technical considerations associated with the electronic meeting conduct, any late request cannot be accommodated.

Persons or organizations may submit a correspondence item for the upcoming Board of Directors, Executive Committee, or an advisory board agenda package.

If correspondence is received nine (9) calendar days in advance of a scheduled meeting, the item will be included on the regular agenda and if received three (3) calendar days in advance will be listed on the amended agenda. The cut-off time is 12:00 p.m. EST in each instance.

If a person or organization misses the correspondence submission deadline, they may submit their item by 12:00 p.m. EST on the day preceding the meeting but will be only added to the agenda as a walk-on item if such a motion is made by a Board Member at the meeting and the motion passes by the majority in attendance. Due to circulation requirements, any submissions after this deadline cannot be accommodated.

When sending correspondence that is intended for consideration by the Board of Directors, Executive Committee, or advisory board please clearly indicate the following details:

• That you are submitting comments for distribution to the Board of Directors, Executive Committee, or advisory board
• The date of the meeting.
• The name of the item and the item number (e.g., Item 8.1 – Greenlands Acquisition Project).

When the Clerk’s Office is unsure whether received correspondence was intended for distribution to the Board of Directors, Executive Committee, or advisory board, the team will err on the side of caution and not submit the correspondence.

Please note that if you submit a correspondence item, it together with your personal information, will form part of the public record. If you are writing as an individual in a personal capacity, you will be listed as a correspondent in any relevant agendas and minutes.

We post these documents online, so the listing of your name in connection with an agenda item may be indexed by search engines like Google. A full copy of your correspondence will be made available for public inspection to anyone who asks before or after the meeting.