Public Attendance & Delegations at Library Board Meetings Policy

 

Purpose

This policy establishes the rights and responsibilities of meeting attendees as well as approved delegates addressing the Library Board. It ensures an organized and respectful process through which community members and organizations can share information and perspectives with Board members.

Scope

This policy applies to all members of the public who wish to attend or present information to the Waterloo Public Library Board.

Policy

The Library Board recognizes the importance of open dialogue and conversation with community members. Members of the public will be permitted to attend regular meetings of the Board. Individuals and organizations may also be approved to delegate on matters relevant to the scope and mandate of the Library and its Board.

Delegation Presentation Guidelines

Individual delegates may address the Board for up to 5 minutes each. Groups of delegates speaking on the same topic may elect up to two speakers to represent their group. Each of these speakers will have up to 5 minutes to speak. Additional time may be allocated at the discretion of the Board Chair.

Members of the same delegation are expected to present new information and avoid repeating one another. All delegates are expected to speak on the topic and content identified in their delegate registration.

The Board reserves the right to limit the number of delegations presenting at any given meeting.

Board members will direct questions to delegates for clarification only. Any discussion or motions arising from the delegation will take place at the appropriate time on the agenda or at a future meeting.

Registration

Delegates must register their intent to present at least 48 hours prior to a regular meeting of the Board. With the approval of the Board, a delegation may be added to the agenda with less than 48 hours’ notice if there are extenuating circumstances to support this.

Written materials intended for distribution to Board members should be directed to the Library once the delegation request has been approved. Such materials should be received at least 24 hours in advance of the presentation.

To register as a delegation, members of the public should send their name (s), contact information, organization (if applicable) and the topic they would like to speak about to the CEO at kkipfer@wpl.ca.

Respectful Conduct

Staff and members of the public attending or delegating at a Board shall:

• maintain respectful behaviour and conduct at all times
• refrain from interrupting others while they are speaking
• not disrupt the proceedings of the meeting
• avoid offensive language or language which is discriminatory in nature based on an individual’s race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, gender identity, gender expression, age, marital status, family status, disability or any other protected grounds (Human Rights Code, R.S.O 1990 c. H.19, as amended)
• silence all devices capable of emitting sound
• not otherwise disrupt the proceedings of the Board

The Chair may expel or exclude from any meeting any person whose behaviour contravenes this policy. If a meeting cannot be called to order due to improper conduct by members of the public, the Chair may recess the meeting without need for a vote, and the meeting shall reconvene when order is restored.

Accessibility

The Board encourages public participation and will provide accommodation for individuals with disabilities or other barriers to access upon request. Accommodation may include (but is not limited to) arranging for delegates to present virtually, assistive technology to support the presentation or arrangements for translation or interpretation services.

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Document Record

January 2013 – Initial Release
October 2025 – Reviewed