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Procedures for Delegations

 

What is a Delegation?View of Boardroom from delegation chair

Parents and any residents of Toronto who are interested in Catholic education are always welcome to attend public sessions of Board and Committee meetings. Each meeting agenda has time set aside to hear delegations. These are brief verbal presentations from parents and others who wish to inform the Board of Trustees about a concern, idea or initiative at the local or board-wide level.
 
The speaker is viewed as being “delegated” by his/her school community or organization with the authority to speak on their behalf.
 
Individual concerns about personal matters involving one specific child or family, can also be dealt with at the school level by discussing the issue with the teacher or principal. If the matter has not been resolved locally, the parent/family may contact the superintendent of education for assistance.
 

Private Matters


During a deputation, should the delegate use offensive language or the name/title/position of any person in a negative, critical, or derogatory fashion, directly or indirectly, the Chair of the meeting shall advise the delegate to cease using offensive language or refrain from negative or derogatory personal references. Should derogatory language or personal references continue to be made, the Chair has the authority to stop the delegate from proceeding.


The Board may decide to move a public deputation to a private session. During a deputation in a private session of a regular or special Board meeting or Committee meeting, should a situation arise where a delegate intends to refer to someone in a negative way then the following will apply: 


  1. Delegates intending to use the name/title/position of any person in a negative or critical fashion must indicate this intention at the time of registration and prior to presenting. The delegate will be required to address the Committee or Board in private session.
  2. The Board shall inform staff if a delegate intends to speak about them at a Committee or Board meeting, in a negative or critical fashion. The staff member has the right to be present during the deputation and be represented by the agent of their choice.


How Do I Register to Speak at a Board Meeting?


Complete the online Delegation Registration form on the board’s website Delegation Information webpage.
 
For inquiries, call the office of the recording secretary at 416-222-8282 ext. 2293.
 

What Happens Once I am Registered?


The recording secretary will confirm the date and time of the meeting. Delegations are to speak for no more than 3 minutes. 

Delegates must submit a written copy of their deputation to the Recording Secretary’s Office no later than two (2) business days preceding the meeting at which the individual or group intends to delegate. If a delegate requires accommodation to submit their request, they should contact the Recording Secretary’s Office for assistance. (Where possible, please email your submission to the recording secretary in advance of the meeting: Sophia.Harris@tcdsb.org).
 
NOTE: if a person is not able to attend a meeting but wishes to have their delegation received and considered by the Board, a written submission can be provided to the recording secretary for distribution.
 
The recording secretary should be informed if the delegation has any specifi c audio visual needs. A delegation may only speak once at a meeting. There may be up to a maximum of ten (10) delegations per meeting. Delegations will be listed on the meeting agenda or in an addendum, and the topic and point of view shall be included in the documentation. Private information shall not be included. First priority will be given to delegations speaking to a specific item on the meeting’s agenda and those who have not yet spoken to the issue. Next priority will be given to delegations speaking to time-sensitive topics.
 
Board and Standing Committee Meetings are Videotaped

All delegations, as well as attendees at Board and Standing Committee meetings are reminded that the proceedings are videotaped and webcast live as they happen. The video footage is also archived and posted to the Board’s website. This does not apply to statutory committees, special committees or advisory committees such as SEAC or CPIC.
 
NOTE: Private sessions of Board and Committee meetings are not videotaped.
 
To tune in to the live webcast of these meetings, please visit Live at TCDSB​.
 

What Happens at the Meeting?


Delegations are invited to address the Board of Trustees in the order in which they registered. This portion of the meeting takes place early on in the proceedings after the opening prayer, initial approval of the agenda, approval of the minutes and any special presentations that may be scheduled.
 
Once the delegation finishes the presentation, Trustees have an opportunity to ask questions so that they can fully understand the concerns/ideas expressed. They may also have some further inquiries for staff with respect to the presentation they have heard.
 
After each delegation the Trustees will do one of the following:
 
  1. Receive the presentation (this means that the presentation becomes part of the formal record of the meeting but no further action is required.)
  2. Receive and refer to staff for a report (this means that Trustees feel the issue needs further exploration and discussion and want to see a report brought back to them for consideration. Timelines should be specified so that the delegation knows when the report will come before the Board.)
  3. Receive and refer to staff for a follow up with the individual making the presentation (this means the Trustees feel that the matter can be resolved through the appropriate department or staff member(s) without a report coming back to board.)
     

When do Meetings Take Place?


Meetings typically begin at 7:00 p.m. Board and Standing Committee meetings are held in the Boardroom on the 2nd floor of the Catholic Education Centre, 80 Sheppard Avenue East. These meetings are usually held on a Thursday, but there are some exceptions. Please visit the TCDSB Meeting Schedule website.
 

Finding the Catholic Education Centre


The CEC is easily accessible by public transit. We are located one block east of the Yonge and Sheppard subway station on the north side.

 
Driving di​rections: Highway 401 to Yonge Street, north to Sheppard, east to Greenfield. Turn right on Greenfield and drive through first set of lights into the laneway leading to the underground parking garage. Parking is provided free of charge for those attending board and committee meetings.
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