Appearing as a Delegation

Appearing as a Delegation

If you wish to speak at a Board or Committee meeting, you’ll need to request to appear as a delegation. Members of the public or organizations who wish to make presentations to the Board are called delegations. Delegations have the option to attend in-person or virtually for most meetings. 

Meetings of the Regional District are held electronically and are webcast using live streaming livestreaming video technology and recorded for video-on-demand access for subsequent viewing.

To request to appear as a delegation, you’ll need to know the meeting, as well as the date, you wish to speak at:

  • Electoral Area Services Committee Meetings: generally held on the first Thursday of the month at 1 p.m.
  • Regular Board Meetings: generally held on the second and fourth Tuesdays of the month at 1 p.m.

Please note that delegations are not permitted regarding:

  • A bylaw in respect of which a public hearing has been held, where the public hearing is required under an enactment as a pre-requisite to the adoption of the bylaw
  • Matters where legal proceedings are ongoing and judgement hasn’t been rendered
  • Other delegation’s requests
  • Matters that are the subject of a claim for damages
  • Personnel matters
  • Publicly tendered contracts or proposal calls for the provision of goods, services or construction for the Regional District of Nanaimo between the time that such contract or proposal has been issued and the time such contract or proposal call has been awarded either by the Board or staff

Request to Appear as a Delegation

To request to appear as a delegation, you can complete an online form. Remember to click the ‘Submit’ button at the bottom of the page.

Each delegation will be provided up to five (5) minutes to make a presentation unless otherwise determined by the Chair. Additional time will be allowed for members of the Board or Committee to ask questions of the delegation.

If you would like to speak to an agenda item, then your request must be received no later than 24 hours prior to when the meeting is scheduled. If you would like to speak to an item that is not on the agenda, then your request must be received no later than seven (7) working days before the meeting is scheduled. Please be aware that only three (3) delegations are allowed to speak to non-agenda items per meeting.

Delegations speaking to items on the agenda will be placed at the item on the agenda. Delegations speaking to items not on the agenda will be placed near the start of the agenda.

When requesting to appear as a delegation, you'll need to provide some information about what you want to speak about. This includes:

  • The date of the meeting
  • The subject of your presentation
  • The name of the spokesperson
  • The telephone number or email where the representative of the delegation can be reached during the day
  • If you will be using a visual presentation
  • What action you are requesting of the Board or Committee
  • An executive summary of up to two pages of your presentation for inclusion in the agenda package
  • Whether you plan to attend in person or virtually

It is recommended that you arrive 10 minutes in advance to check in with the recording secretary and technical support staff.

In some situations, you do not need to request to appear as a delegation to speak at a meeting. These situations include: 

  • Speaking on a Development Permit with Variance, Development Variance Permit or a Temporary Use Permit. You will be able to present at the time the item is being considered on the agenda. Presentations are limited to five minutes. 
  • Owner(s) speaking on an Unsightly Premises or a Building Bylaw Contravention. You will be able to present at the time the item is being considered on the agenda. There is no maximum time. 

Regardless of the situation, you must submit any visual presentations at least 24 hours prior to the meeting.

Delegation Rules and Guidelines

Please refer to the RDN's "A Guide for Delegations to the Regional District of Nanaimo Board" to learn more about delegations, formalities during meetings, format of meetings, and presentation requirements. For additional rules on delegations, you can refer to "Regional District of Nanaimo Board Procedure Bylaw No. 1862, 2022" (Consolidated up to .02) Section 17.

Disclaimer

By submitting a delegation request you acknowledge and understand that the meeting at which you wish to speak is a public meeting and by speaking at these meetings you are consenting to the disclosure of any personal information made evident through your speech or presentation materials. Personal information may include your image, name, address and personal opinions. Individuals presenting to the Board are requested to respect third-party information by not disclosing others' personal information without their consent. You are also asserting that the presentation is in compliance with the Federal Copyright Act, and grant the RDN license to publish these materials.

Personal information collected through delegation requests is protected in accordance with the Freedom of Information and Protection of Privacy Act, and will only be used by authorized staff for contact purposes.

For additional information, or to submit a delegation request in person, mail, or by fax, please contact Legislative Services at 250-390-4111 / toll-free: 1-877-607-4111, 6300 Hammond Bay Road, Nanaimo, B.C., V9T 6N2, fax: 250-390-4163 (if faxing please call or email to confirm).