Overview of Rules for Deputations
Board’s Commitment to Input and Consultation
The Toronto Police Services Board is committed to the principle of meaningful and comprehensive public engagement and consultation. We are committed to providing a wide variety of different opportunities for people across the City to share input and feedback on our ongoing work, ensuring that a diverse range of voices are heard. We continue to encourage feedback and input, whether it is supportive or critical and constructive. We are very open to hearing dissenting opinions, and ideas that challenge our recommendations – indeed, this is often the pathway to a better understanding of the issues, and improved governance and oversight.
The Board believes that deputations at Board meetings are a valuable and significant way in which the Board can receive public input. To ensure Board meetings are efficient and effective, and allow for the contribution of submissions by members of the public in a respectful and orderly manner, the Board has established rules and processes which are enshrined in its Procedural By-law.
Relevant By-Law Provisions
Prior to making a deputation to the Board, members of the public should be aware of the rules governing deputations that are set out in the Board's Procedural By-law. Among others, the Procedural By-law contains the following:
- Deputations are limited to five minutes, or the time limit specified by the Board;
- Deputants are to keep their comments focused on the agenda item to which they are speaking (for example, a deputation on the Minutes of the previous meeting should be focused on noting corrections to the Minutes and not on the substance of a previous agenda item);
- Comments about the conduct of a police officer or Members of the Toronto Police Service or Board Office staff are not permitted;
- Deputants must be respectful and not use offensive words or language in making their deputation.
- Should a deputation continue in violation of the rules in the Procedural By-law, the Chair may rule that the deputation is concluded;
- Under the Procedural By-law, a deputant may not disobey a decision of the Chair, and must immediately withdraw where the Chair has ruled a deputation is concluded; and,
- After a deputation, Board Members may ask the deputant questions for clarification. The Board reminds all deputants that the rules state that Board Members will not enter into debate with deputants.
While deputants may not make comments about the conduct of a police officer or Members of the Toronto Police Service or Board Office Staff at a Board meeting, the following avenues exist to make complaints about these individuals:
- Ontario’s Office of the Independent Police Review Director may receive complaints about the conduct of a police officer, including the Chief or another sworn Command Member. More information is available at the OIPRD's website.
- The Ontario Civilian Police Commission may receive complaints about the conduct of a Board Member. More information is available at the OCPC's website.
- The Board's Executive Director and Chief of Staff can receive complaints about the conduct of Board Office staff, and can be contacted at: 
- The Chair of the Board can receive complaints about the conduct of the Executive Director and Chief of Staff, and can be contacted through the Board's Contact Us form.
Request to Make Deputation
In addition to requests to make deputations on items on the Board's agenda, members of the public may request to make a deputation on a matter that falls within the jurisdiction of the Board’s governance and oversight roles which does not appear on a Board agenda. Such a request must be made in writing to the Board Administrator at least ten business days before the meeting date. Requests may be sent through the Board's Contact Us form.
The request must set out the particulars of the matter, include a copy of any materials that will be presented, and indicate the name, telephone number and email address of the person who will speak to the matter. The Chair, in consultation with the Executive Director and Chief of Staff, will assess the request and determine whether to grant or refuse the request.
The Board appreciates the public's co-operation with our rules and with maintaining respect and decorum at all Board meetings.
The above provides just a brief overview of some of the rules and that apply to deputations. Please review the complete version of the Procedural By-law for additional details.