Deputations to the Board are generally used to provide the
Board with information not available in writing or not
brought before the Board as part of committee or staff
reports. Deputations are not a forum for debate between
deputants and directors, but are to be used as an
opportunity for the sharing of new information and the
clarification of issues.
Any member of the public may request to make an oral
deputation on public items that are on the Agenda of
the Board or a Committee of the Board. Deputations
cannot be heard on items that are not on the meeting
Oral deputations are limited to five minutes.
Deputants are requested to inform the Board Secretary
of their intent to depute before the meeting in order that
the Chair may:
- confirm that the deputation is related to agenda and
the recommendations before the Board/Committee.
- ensure that it contains information that furthers the
Board or Committee’s understanding of the issue.
While it is preferred that deputants inform the Board
Secretary of their intention to depute it is not a
requirement. Deputants who have not registered before
the board meeting have an opportunity to identify
themselves at the beginning of the meeting at the call
of the Chair. Stakeholders who wish to ensure that
their concerns can be adequately addressed by
Directors at the meeting may submit a written or
alternate format* copy of their deputation at least 3
days ahead of the meeting in order to allow enough
- the distribution of deputation materials to
Board/Committee members for their review prior
to the meeting;
- information-gathering by the Committee Chair
and/or committee members;
- briefing of committee members on the issues
- clarification of issues/concerns raised.
All reports to the Board and Committees of the Board are to include an overview of any stakeholder engagement process that may have occurred and some sense of the stakeholder input so that directors can be aware of what all stakeholders have said with respect to the item. Board reports will also include an overview of any deputations received at the committee level on any agenda item.
Summary of the policy
This policy provides guidelines for using deputations as a means to further inform the Board of Directors of Toronto Community Housing on an item that is before them. The Policy confirms Toronto Community Housing's commitment to the consideration of stakeholder opinion and input.
Toronto Community Housing Board of Directors Deputation PolicyDeputation Policy for Stakeholders (PDF)