Delegation Process – Addressing a Committee

The Toronto Lands Corporation (TLC) is committed to open communication with stakeholders and communities. We welcome members of the public to bring forward issues and concerns they have through a delegation, which is addressing a committee of the Board of Directors (by speaking or submitting a written statement).

To be considered, submissions must relate to an item on the agenda of the committee to which they are directed.

TLC will strive to meet the accommodation needs of persons with disabilities. Delegates are encouraged to make their accommodation needs known 24 hours in advance of the Committee meeting by e-mail to delegations.tlc@tdsb.on.ca.

 

How to Address a Committee in Person (Policy & Planning Committee)

TLC is currently able to accommodate members of the public wishing to speak at a meeting of its Policy and Planning Committee. Requests to speak must be submitted in writing to the TLC office by 4 PM on the day before the committee meeting is scheduled.

Requests must include:

  • the name of the speaker and the name of the organization (if the speaker is representing an organization such as a school council or community group)
  • the topic and a description of the delegation matter
  • contact information for the speaker (address, phone number and/or e-mail)

A member of the TLC staff will contact the speaker with confirmation of their request within 24 hours of receiving the request and before the meeting, including confirmation of location and access instructions.

Requests to speak to a TLC committee may be emailed to: delegations.tlc@tdsb.on.ca.

 

How to Address a Committee in Writing (all committees)

Individuals may submit written statements to any committee which will be distributed to the members of the committee before the meeting. Written statements must be delivered to TLC by 4 PM on the day before the meeting is scheduled to ensure distribution to the committee members.

To be considered by the committee, written statements must include:

  • the name of the author and the name of the organization (if the author is representing an organization such as a school council or community group)
  • the topic and the agenda item to which the topic relates
  • contact information for the author (address, phone number and/or e-mail)

Written statements to a TLC committee may be emailed to: delegations.tlc@tdsb.on.ca.

 

General Delegation Rules

Subject Matter – Delegations may address a TLC committee on an item on the agenda.

Time Allotted – The length of time allotted for presentation by a delegation will be up to five (5) minutes. If a delegation involves more than one speaker, the maximum time allotted remains at five (5) minutes.

Acceptable Behaviour – Delegations are encouraged to voice concerns but should not use any offensive language, make negative or derogatory personal references, or cross-debate with other delegates, staff, or committee members.

Questions – Following presentations, members of the committee and other trustees or board members may ask brief questions for clarification only.

Discussion – Discussion of presentations will take place when their corresponding items are reached on the meeting agenda.

Limitations – A delegation may be made on a topic only once to any committee within 12 months unless the subject matter of the delegation has changed substantially.

Exceptional Circumstances – If the agenda cannot accommodate the number of delegations submitted for a committee meeting, the committee chair, in consultation with the TLC Board Chair and CEO, may alter the delegations procedure to ensure the manageable flow of the agenda and meeting.

Confidential Matters РRequests by delegations to appear before a committee on matters which are deemed to be of a confidential nature, (Section 207 (1) and (2) of the Education Act), will be considered in private session.

Disclaimer – A delegation request does not guarantee the approval of your request for a delegation. Please be aware that, under the Municipal Freedom of Information and Protection of Privacy Act, information submitted will be public information and may be subject to full disclosure.

 

For Additional Information

TLC Delegations Procedure