Speak at Board Meetings

2.9          Delegations

2.9.1       No Delegation shall address the Board more than twice in a calendar year without prior approval of the Board.

2.9.2       Any person or persons (a “delegation”), not being a Member or employee of the Board, wishing to address a regular Meeting of the Board, shall make a request to the Board Office in writing by noon, one day in advance of the Board meeting, and include the topic that the delegation is speaking to.  There may be a limit on the number of delegations able to appear at a given Board meeting and all speaking topics must meet the criteria in this policy.

2.9.3       To ensure meaningful and effective use of the Delegation time, the following criteria shall apply to ascertain appropriate speaking topics.  The topic should:

  1. Relate to Vancouver police services or policies;
  2. Affect a segment of the community, as opposed to a single individual;
  3. Relate to a strategy of policing, as opposed to a single action by an officer(s);
  4. Relate to the Board’s oversight mandate, as opposed to day-to-day police operations;
  5. Not relate to a conduct complaint within the jurisdiction of the Office of the Police Complaint Commissioner;
  6. Not be a substantial repeat of information presented by the delegate to the Board within the past 6 months.

2.9.4       The Chair shall curtail any delegation which does not adhere to its topic.

2.9.5       Speaking time for a delegation shall be limited to a maximum of five minutes. A time extension may be given by agreement of the Board.

2.9.6       A written submission by the delegation and a list of persons attending, wherever possible, shall be filed with the Board Office for distribution with the meeting agenda.

2.9.7       Members shall not enter into debate with the delegation upon the completion of their presentation.  Members should only ask questions for clarification and obtaining additional, relevant information.

2.9.8       No delegation at either a regular Meeting or Special Meeting of the Board shall:

  1. speak disrespectfully of any person;
  2. use offensive words or unparliamentary language;
  3. speak on any subject other than the subject for which they have received approval to address the Board; or
  4. disobey the rules of procedure or a decision of the Chair.

2.9.9       The Chair may curtail any delegation, any questions of a delegation or debate during a delegation for disorder or any other breach of this policy and, where the Chair rules that the delegation is concluded, the delegation shall immediately withdraw.

2.9.10     The Board will not hear any delegation concerning a conduct complaint against officers of the Vancouver Police Department, but will refer the delegation to the appropriate oversight body, which is the Office of the Police Complaint Commissioner.