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Appearing as a Delegation

RDCK Procedure Bylaw

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Receiving Delegations Policy

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Letters of Support Policy

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The RDCK Board and its Commission and Committee’s welcome public input on matters relevant to the regional district’s governance and community interests. Appearing before the Board, a Commission, or a Committee as a delegation is an opportunity for direct engagement with elected officials to speak or seek support on a particular issue, permit or application. If you and/or your organization wish to appear before the Board, a Commission or a Committee as a delegation, please fill out the assigned delegation form below.

The following steps are taken when considering a delegation request:

  • The Executive Committee will review delegation requests for conformance with RDCK policy and approve or deny these requests on behalf of the Board. In the case of Committees or Commissions, the Committee or Commission Chair will review Delegation requests for conformance with RDCK policy and approve or deny Delegation requests on behalf of the Committee or Commission.
  • The meeting coordinator will notify the delegation of the date, time and place of the meeting at which the delegation is scheduled to appear and shall include the delegation on the meeting agenda along with any accompanying materials.
  • A full presentation and any accompanying materials must be provided to the meeting coordinator at least ten (10) days prior to the meeting at which the delegation is to appear.
  • Please note the Board, Commission/Committe will not consider a motion related to a delegation at the same meeting as a delegation was received at, unless there is timely RDCK business requirement to do so and/or the delegation relates to business already included on the meeting agenda.

To ensure the efficient and respectful operation of meetings, please observe the following guidelines: 

  • Time Limit: Each Delegation shall be limited to a maximum time of ten (10) minutes to make a presentation and a maximum of ten (10) minutes to answer questions of the Board, Committee or Commission unless the time limits have been altered by the Executive Committee or Chair.
  • Focus: Comments should be concise, focused on the issue, and relevant to the region and RDCK’s areas of responsibility.
  • Materials: Any additional materials (e.g. slides, handouts) should be submitted to the meeting coordinator along with the request form to allow for distribution and review by Board, Commission/Committee members prior to the meeting. See the Board Delegation Request Form and the Commission/Committee Delegation Request Form below.

When presenting:

  • Arrive early and check in with the Meeting Coordinator. 
  • Wait to be called upon by the Board, Commission/Committee Chair.
  • State your name and organization (if applicable) at the beginning of your presentation. 
  • Direct all comments to the Chair, maintaining a respectful tone and avoiding personal attacks. Start the conversation with “Through the Chair ……………….” 
  • Be prepared for Board, Commission/Committee members to ask follow-up questions after your presentation.
     

BOARD DELEGATION FORM

Click here to fill out the Board Delegation Request Form

Board Delegation Request

Please be specific, provide details and list key discussion points.
Preferred meetings date(s)
Will a PowerPoint presentation be made?
If yes, a copy of the documentation must be submitted to the RDCK no later than 10 days prior to the meeting.
Max. file size: 128 MB.
Contact Name
(If different from above)
Disclaimer(Required)

COMMITTEE/COMMISSION DELEGATION FORM

Click here to fill out the Commission/Committee Delegation Request Form

Committee-Commission Delegation Request Form

Please choose which Commission or Committee you wish to contact
Please choose from the Commission/Committee calendar for scheduled dates
Will you have additional documentation to be provided at the meeting?
If yes, a copy of the documentation must be submitted to the RDCK no later than 10 days prior to the meeting.
Max. file size: 128 MB.
Will a PowerPoint presentation be made?
If yes, a copy of the documentation must be submitted to the RDCK no later than 10 days prior to the meeting.
Max. file size: 128 MB.
Contact Name
(If different from above)
Disclaimer(Required)