Board Policy – Delegations
Policy Statement
The Fraser Valley Regional Library Board’s Regular Meetings are convened in public session and delegations are welcome on any matter of interest to FVRL.
Purpose
To establish procedures for residents and representatives of community associations and interest groups to attend and address the Board as a delegation and/or in question period.
Scope
This applies to all residents.
Procedure
In order to appear as a delegation, the following conditions must be met:
- Written request to speak as a delegation must be submitted to the office of the Chief Executive Officer at least one week prior to the date of the Board Meeting. The request must include details in full of the issue to be addressed and name the organization or interested parties to be represented.
- The Board reserves the right to request any additional information regarding a particular issue or association.
- Delegations will be provided with a maximum of 10 minutes to make presentation to the Board. No more than two persons per delegation may speak to address one issue.
- The Board reserves the right to limit the number of delegations per meeting.
- A delegation may not address the Board on the same issue a second time.
- Delegations may choose to remain for the balance of the public meeting but may not speak to other items on the agenda, except during the question period.
- The Board, through the office of the Chief Executive Officer, will communicate its decision to the delegation in writing. The Board will not respond or make a decision at the time of presentation.
Definitions
Delegation: The process whereby an individual(s) appears before the FVRL Board to make a presentation, enter a request for action, bring the Board up to date on a project/idea/concept, or to provide further information on an issue currently before the Board for a decision.