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TCDSB Policy Register

Delegations T.14 

Date Approved:
Policy Review Cycle:
Dates of Amendment:
December 13, 2012 - Board
December 2016
November 24, 2011 – Board, November 10, 2010- Board
Cross Reference:
Attachment(s):  Delegation Registration Form
This Policy affirms and promotes the process by which students, parents and community members can present their views and concerns to the Trustees of the Toronto Catholic District School Board. The policy stipulates that delegations will not be heard at regular meetings of the Board except under specific conditions, and provides for delegations at all Standing Committees and other special Committees of the Board.
Scope and Responsibility:
The policy extends to students, parents and other community members making verbal presentations at Standing Committees and other Committee meetings. The Director of Education, with the assistance of the Recording Secretary, is responsible for this policy.
Alignment with MYSP:
Strengthening Public Confidence
Excellence in Governance
Living Our Catholic Values
Financial Impact:
Generally, there is no significant financial impact.
Legal Impact:
Generally, there is no significant legal impact.

The TCDSB is committed to advocacy for students, parents, and communities. In recognition of the need to hear the concerns of the TCDSB community and of individuals to have a voice in the decision-making process, delegations may be heard at any of the Board’s Standing Committee Meetings or other meetings, excluding regular Board meetings.
1.                  Given the current division of work between the Board meetings and Committee meetings, delegations will be accepted at Board if:
(a)                A new item/report or new information has been placed on the agenda that has not been dealt with at a Standing or other committees.
(b)               The matter is deemed to be time sensitive.
2.                  Otherwise, delegations will be heard at Standing and other Committees of the Board. The topic of the delegation will determine at which Standing or other Committee the delegation will be heard.
3.                  Delegations are to register with the Recording Secretary of the Board no later than 11:00 a.m. on the day of the Standing or other Committee meeting by submitting the Delegation Registration Form to the Recording Secretary.
4.                  The Recording Secretary will ensure that the delegation will occur at the appropriate Standing or other Committee meeting of the Board. Further information and details on the delegation protocol can be obtained by contacting the Recording Secretary at 416-222-8282 ext. 2293, or by visiting the TCDSB portal site at
5.                  Delegations who have not registered by the specified time may speak for a maximum of three (3) minutes if they are approved by the members of the Board by a simple majority on a matter of urgency provided that:
(a)                A motion to hear the delegation is approved
6.                  Delegations may register to speak at Special Board meetings to the issue on the agenda.
7.                  Delegations will be listed on the agenda of the meeting or in an addendum, and their topic and point of view shall be included in the documentation. Private information shall not be included.
8.                  Delegation period shall be limited to a maximum of 60 minutes at the discretion of the Chair.  The maximum time limit may be amended.
9.                  A Delegate may only speak once at a particular meeting.
10.              Where there are multiple delegations from the same school community on the same topic, the presentations will be reduced or combined for a maximum time allocation of twenty (20) minutes.
11.              Where there are multiple delegations on the same topic but unrelated to a particular school community, the presentations, at the discretion of the Chair, may be reduced or combined for a maximum time allocation of twenty (20) minutes. 
12.              Priority will be given to a delegate to speak to an issue who has not spoken to the same issue in the last six months.
13.              Delegates must provide electronic copies of their submission upon confirmation of acceptance as a delegation or provide 20 or more hard copies before the start of the meeting.
14.              All stakeholders who choose not to, or are unable to appear before a meeting of a Standing or other Committee, may provide a written submission to the Recording Secretary two (2) business days prior to the meeting.
15.              Trustees may ask questions of the delegation for clarification through the Chair for a period of time which shall be at the discretion of the Chair.
16.              Delegations are requested to:
(a)                present concerns in a positive and constructive manner;
(b)               maintain a level of decorum which will allow meetings to proceed effectively; and
(c)                refrain from the use of abusive or derogatory language.
17.              During a delegation in public session of a Standing or other Committee, should the delegate use the name/title/position of any person in a negative, critical or derogatory fashion, the Chair of the committee shall advise the delegation to limit comments to non-personal references. Should personal references continue to be made, the Chair has the authority to stop the delegation from proceeding.
18.              During a delegation in a private session of a Standing or other Committee, should a situation arise where a delegate intends to refer to someone in a negative way then the following will apply:
(a)                Delegations intending to use the name/title/position of any person in a negative, critical or derogatory fashion must indicate this intention at the time of registration, and prior to presenting, will be requested to address the Standing or other Committee in private session.
(b)               The Board shall inform staff if a delegation intends to speak of them at a Standing or other Committee meeting, in a negative, critical or derogatory fashion. The staff member has the right to be present during the presentation and be represented by the agent of their choice.
19.              The Chair and/or Director may expel or exclude from any meeting any person who engages in inappropriate conduct. 
20.              Delegations from TCDSB employees shall disclose this information at the time of registration. In the case where a TCDSB employee has not registered for delegation by the specified time, but is approved for a delegation at the Standing or other Committee meeting by the Trustees (as per regulation #4), that individual will make this disclosure to the Committee prior to the delegation.
21.              In respect of TCDSB employees delegating to the Standing or other Committee where the topic: 
(a)                is personal to the speaker, the restrictions are the same as any delegation.
(b)               is or may be dealt with under a Collective Agreement to which the Board is a party, such submission shall be dealt with in accordance with the provisions of such Collective Agreement. 
22.              Where the Board has initiated community engagement with respect to any matter, delegations will be referred to that consultation process and will not be registered to appear before a Standing or other Committee meeting.
23.              The public session of Standing or other Committee meetings is recorded and broadcast live. The recording is retained as a public record of the proceedings.  Delegations that are part of the proceedings are so advised and consent to being recorded.
24.              That at the conclusion of the presentation the Chair will advise the delegate as to how the matter will be processed.
25.              That with the majority approval of the Board, any parts of the Policy may be waived.
Not of significance in this policy.
Evaluation and Metrics:
1.                  Trustees and the Director shall review the process of delegation every year to ensure that it was fair, equitable and supported the goals of the TCDSB the Multi Year Strategic Plan.