Engaging with the TTC Board and Committees

Submitting Correspondence

Correspondence may be submitted on any item which appears on a meeting agenda. Please be sure to follow the submission instructions below.

When sending written comments for consideration by the TTC Board or a Committee of the Board, please clearly indicate the following details:

• Address your correspondence to the TTC Board or Committee of the Board (please specify).
• State that you are submitting comments for distribution to the TTC Board or a Committee of the Board.
• The name of the agenda item and the item number (e.g. Item TTC1.5 – TTC Corporate Plan 2024 - 2028: Progress Update).
• The date of the meeting.
• Your name and contact information including email or mailing address.

Please submit all written communications to the Clerk by emailing commissionservices@ttc.ca. Correspondence can be submitted up to the start of the meeting; however, we encourage early submission to ensure Members have sufficient time to review and consider your comments.

Correspondence is added to the archived historical record. Correspondence is not typically posted to the agenda page or displayed as part of the meeting live-stream, though it may be discussed during the meeting.

Making a Deputation

When Comments Will Not Be Distributed to the TTC Board or Committees of the Board

• Anonymous comments or those that use defamatory language will not be accepted.
• When it is unclear if comments sent to us were intended for the TTC Board or a Committee of the Board. Correspondence must be addressed to the TTC Board or a Committee.
• Emails sent to individual Board Members or TTC staff that are copied to the Director – Commission Services or commissionservices@ttc.ca will not be distributed.
• If you are submitting comments on behalf of someone else and do not include confirmation of their consent for you to submit comments on their behalf, we will not distribute them.
• If we receive your comments after a matter has been decided, they will not be accepted, distributed, or included as part of the official meeting record.

Making a Deputation

The public can request to make a deputation (presentation) to the TTC Board or its Committees.

The TTC Bylaw to Govern Board Proceedings requires that deputations:

• Be made on reports marked as For Action only; and
• Relate to a matter that is within both the report and the Board’s mandate.

You can request to make a deputation by emailing commissionservices@ttc.ca

Deputation requests will be accepted until 12:00 p.m. (noon) of the business day immediately before the meeting day. Please provide the following information in your request for deputation:

• Your name;
• The organization you represent (if applicable);
• The agenda item number and item title;
• A brief description of the reason for your deputation and how it is related to the agenda item; and
• Whether you intend to speak in-person or by video conference.

You may also submit written material as correspondence to support your deputation (see Submitting Correspondence above).

Preparing to Participate in Meetings

Once you have registered to speak at a meeting, you will receive an email confirming that you have been added to the speakers list. The email will also include important meeting information. If you have materials to support your presentation, please submit them by email.

What to Expect

• The meeting begins when the Chair calls the meeting to order.
• Board members review the agenda and may set the order for items they will consider.
• Your speaking time and/or the order you appear on the Speaker’s List is not guaranteed. The Chair will call registered speakers in the order that they appear on the Speaker’s List, whether they are speaking in person, or by video conference or telephone.
• We are unable to provide a time when specific agenda items will be discussed and recommend that presenters be prepared to speak as early as the posted meeting start time.
• Public Presentations are limited to five minutes, unless the Board decides otherwise; keep track of your time while speaking. Your presentation should relate to the item under consideration.
• Members may ask you questions following your presentation; the limit is five minutes per Member (unless the Committee decides otherwise), including their question and your response. You are not able to ask questions of Members.
• Be respectful of other meeting participants. Offensive and disrespectful language will not be tolerated in a presentation (or by the public attending). Do not display signs or placards, applaud debating participants, or engage in conversation or other behaviour that may disrupt the meeting. You may be asked to leave the meeting at the discretion of the Chair.

In-person Participation

When you arrive at City Hall, follow all City screening protocols before attending the meeting room. For meetings conducted from the TTC Head Office (1900 Yonge Street), please check-in with security.

When you arrive at the meeting room, take a seat in the public gallery. You can make your presentation from the presentation desk in the room.

Electronic Participation

What to expect when speaking at electronic committee meetings

1. Upon joining the meeting, you will be placed in a lobby until the item you’ve registered to speak on is being considered.
2. The Chair will call your name when it is your turn to speak. At this time, you will be able to unmute your microphone and will have the option turn on your video, if you wish.

Tip: For best sound quality, use a headset or microphone. Try to limit background noise especially any audio of the meeting (e.g. from the YouTube livestream), so that Members can hear you clearly and without feedback. Mute or turn off televisions or radios.

Connecting to an Electronic Meeting

You can connect to the electronic meeting using a phone, computer, or mobile device.

Some computers and mobile devices, like smart phones or tablets, may require you to download the Cisco Webex application. You can test your device  in advance of a meeting. The Webex Application is available for download in the Google Play or Apple App Store

By Phone:

• To join the meeting by phone call 416-915-6530 and use the meeting ID provided in your registration email.
• You should call from the same phone number provided at the time of registration.

Tips when connecting by Phone: Press “* 6” to mute or unmute or use your phone’s “mute” option.

By Computer:

• Click the meeting link provided in your email or open a web browser and go to: toronto.webex.com.
• Enter the meeting ID and password provided by email and follow the login instructions.
• You may be prompted to “run the temporary Webex application,” Select Run.
• Or, select “Join from your Browser” to join without downloading the Webex application.

By Tablet or Smartphone:

• Download the Cisco Webex Meeting app from the Google Play Store or Apple App Store. Allow WebEx to access your microphone and telephone, if necessary.
• Enter the meeting ID and password provided by email and follow the login instructions.

Troubleshooting

• If connecting using a smartphone or tablet, you will need to allow Webex application access to your device’s microphone.
• If connecting by computer, you must have a microphone connected. If you do not have a microphone, “switch audio” connection from your computer to your phone using the “Audio & Video” menu in the Webex window.
• Instructions for switching your audio while in a meeting are available online.

To prepare for your presentation, we recommend that you:

• Read the materials that make up the agenda item, as posted to the meeting page;
• Watch or listen to past deputations to understand the process, formality, etc.
• For virtual meetings, test your internet and telephone connection in advance of the meeting.