Public Input and Delegation Period Application

Board of Directors Meeting

Applicant(s) must provide a written application on this form prescribed by the person responsible for corporate administration no later than 4:00 PM seven days prior to the meeting.

 Public Input Period and Delegations
Code of Conduct 

Please review the following Code of Conduct for Public Input Periods and Delegations to the Board of Directors. For more information on Public Input Periods, please see Policy A-37 and Bylaw 541 Board Meeting Procedure Bylaw.

Public Input Periods and Delegations:

A public input period participant is a member of the public that wishes to present to the Board. Public Input Periods have a period of two (2) minutes to present and delegations have a period of 15 minutes to present with the following code of conduct guidelines:

Public Input and Delegation Period - Pre-Board Meeting:

• The maximum individual persons that may speak during the public input period is five (5) unless agreed to by unanimous vote by the Board.

• The maximum individual persons that may speak during the delegation period is three (3) unless agreed to by unanimous vote of the Board. The same delegation (person or organization) cannot present more than once every six months.

• An individual may address the Board during the Public Input or Delegation Period on the subject matter contained in the current agenda, provided that written application has been made to the Corporate Officer by 4:00 pm seven days prior to the meeting. 
  
  
• Public Input Period or Delegation participants must address topics related to the agenda under consideration or within the jurisdiction of the CCRD unless approved by the person responsible for corporate administration. If the delegation request is denied, individual(s) or organizations who wish to challenge the decision must do so in writing to the Chief Administrative Officer. If the Chief Administrative Officer is unable to hear the appeal, the appeal will be submitted to the Chair for consideration.
  
  
• Note - the Public Input and Delegation period or is not for debates or question and answers: it is intended for members of the public to provide feedback.
  
  
• A Public Input Period or delegation participant will receive a confirmation email from Central Coast Regional District staff confirming their Public Input Period attendance and providing them with additional information (time, log-in/in-person attendance information, etc)
  
  
• The Board must not permit a Public Input Period or delegation participant to address a meeting of the Board regarding a bylaw in respect of which a public hearing has been held, where the public hearing is required under an enactment as a prerequisite to the adoption of the bylaw.
  
  
• The person responsible for corporate administration may schedule a Public Input or Delegation Period participant to another Board meeting (including Committee of the Whole) or Advisory Body as deemed appropriate according to the subject matter of the Public Input Period.
  
  
• The person responsible for corporate administration or their designate may elect to decline or refer an applicant for the public input or delegation period if:
  
  • The issue is not considered to fall within the jurisdiction of the Board.
  • Where the subject matter of a delegation has previously been dealt with in the form of a delegation, the person in charge of corporate administration or their designate may advise the delegation of such apparent duplication and/or repetition and refuse such delegation.
  • The matter can be dealt with by way of written correspondence and placed on the Board Agenda or public input period.
  • If there are multiple delegation requests concerning the same topic, the person responsible for corporate administration or their designate may limit the number of speakers permitted to address the Board. Delegations on the same topic are encouraged to designate a spokesperson to represent their collective views.

• The same delegation, whether a person or organization, may not present more than once every six months. If a request for public input or delegation period exceeds the maximum number of persons prescribed for that meeting, or if a request for a delegation is received within a six month period, persons may be asked to submit written correspondence to the Board instead or to participate in the Public Input Period. If the delegation request is denied, individual(s) or organizations who wish to challenge the decision must do so in writing to the Chief Administrative Officer. If the Chief Administrative Officer is unable to hear the appeal, the appeal will be submitted to the Chair for consideration.

• Individual(s) are restricted to one delegation or public input period per-person at a single board meeting. Should the individual(s) like to speak on additional topics, the individual(s) may speak during the public input period or request to appear as a delegate again at the following Board meeting. 

 Public Input and Delegations During the Board Meeting

1. All speakers are encouraged to arrive (virtually or in-person) at 9:00AM the day of the Board meeting unless otherwise specified by CCRD staff.
2. Respectful Conduct: Keep the following principles in mind as you present:
   • Please be respectful and kind: Please use considerate language when referring to Directors, members of the public or employees. People engage with the CCRD to make the community a better place. Thoughtful words help create an environment where everyone feels valued and heard.
   • Be respectful of process: There are a series of rules that the Board sets for the conduct of its meetings. Respecting the process helps maintain order and clarity for all participants.
   • Communicate Constructively: Express yourself without shouting or using profane, vulgar, or offensive language, gestures, or signs. Constructive communication encourages fairness and shared respect.
   • Stay Focused and On Topic: Remember to keep on track with your main points and desired topic! Timelines for presentations can quickly be used up.

All public input period speakers have 2 minutes to address the Board. Public input period speakers are encouraged to leave some time at the end of their presentation for any questions or discussion from Directors. The delegation time may be extended if agreed to by a unanimous vote of the Directors present. If the public input period speaker finishes before their 2 minutes is complete and the Board has no questions, the Chair may end that public input period item early and move onto the next speaker and/or Agenda item.

All delegations have 15 minutes to address the Board. Delegations are encouraged to leave some time at the end of their presentation for any questions or discussion from Directors. The delegation time may be extended if agreed to by unanimous vote of the Directors present. If the delegation finishes before their 15 minutes is complete and the Board has no questions, the Chair may end that delegation early and move onto the next delegation and/or Agenda item.

Respectful Conduct Expectations:

The Chair may end any delegation or presentation if, in the Chair’s opinion, the spokesperson or any member of the delegation:

• Uses offensive words in referring to any Director or member of the public;
• Shouts, immoderately raises their voice, or uses profane, vulgar or offensive language, gestures or signs;
• Addresses issues not contained within the written application of the individual or delegation;
• Avoiding behavior intended to disrupt the meeting’s order or intimidate, humiliate, or demean any Board Member, staff member, or member of the public;
• Engages with or solicits responses from members of the gallery. Participants must not distribute materials, pamphlets, or other items to the gallery during the session.
• Does not comply with the conduct requirements as established by this code of conduct or by the Chair.

By participating in the delegation or public input period as a participant, participants acknowledge and understand that the meeting at which they wish to speak is a public meeting. By speaking at these meetings, participants are consenting to the disclosure of any personal information made evident through their speech or presentation materials.

Personal information may include participants’ image, name, address, and personal opinions. Individuals presenting to the Board are requested to respect third-party information by not disclosing others' personal information without their consent. Participants are also asserting that the presentation is compliant with the Federal Copyright Act and grant the CCRD license to publish these materials.

dmalkinson@ccrd.ca
Corporate Officer,
Central Coast Regional District
250-782-0187