Presenting to the RPL Board of Directors

Consulting with the public is important to the Directors of the RPL Board. You have the opportunity to share your opinions and participate in the decision-making process. Your ideas help our Directors to make decisions that address the needs of the community.

If you’re interested in learning more about the Board’s role and its contributions and oversight, you are welcome to attend Board meetings. Our public meetings calendar, as well as the minutes from past board meetings, are available here.

RPL is a board governed, integrated cultural organization that exists to provide opportunities for discovery and learning in an inclusive, customer-centred, and safe environment.

You are welcome to submit your comments to the Board or appear as a delegation before the Board to present your views on agenda items. For your convenience, a draft agenda will be publicly posted on the RPL website two (2) Fridays before a regular Board meeting. The final agenda will be posted on the RPL website the Friday before the Board meeting.

If you are unsure whether a request is appropriate to discuss at a Board meeting, you may contact the Library Director & CEO to discuss your request.

To make a presentation to the RPL Board of Directors:

Whether a written submission only, or a delegation request, the request and supporting documentation are due by NOON on the Tuesday before the meeting. Your written submission may be in the form of an email or a PDF document attached to an email. If you wish to submit your document in another format, please contact the CEO's Office.  

Written submissions must be sent to therplboard@reginalibrary.ca, or by post to:

Regina Public Library
CEO’s Office
2311 12th Avenue
Regina, SK S4P 3Z5

The Submissions & Delegations Policy provides a more thorough overview of the process – please consult it as you prepare your documents. In summary, if you wish to present in-person to the Board, some key points on presenting to the Board are listed here:

• Your brief must clearly state your interest in appearing before the Board, the subject of your submission, and the date of the Board meeting.
• Your written submission must be received in the CEO’s Office NO LATER THAN 12 p.m. (noon) on the Tuesday PRIOR to the scheduled meeting.
• We will acknowledge receipt of your request. If you do not receive a receipt, contact the CEO’s Office to confirm you are on the meeting agenda.
• Any questions you have for the Board must be included with your written presentation.
• Board meeting agendas are posted on the RPL web site on the Friday before the Board meeting (please note, the location of the meetings is subject to change, so please check the website before heading out).
• Board meetings are called to order by the Chair promptly at 4:30 p.m., unless otherwise stated on the RPL web site.
• Seating for the public is available but limited due to room size and fire code maximum occupancy regulations.
• The Chair will introduce the presenting delegates in the order their names appear on the agenda.
• The presenter(s) approach the boardroom table; a chair will be provided, should you wish to sit down.
• You have up to 5 minutes to provide a brief, verbal summary of your presentation.
• Following your presentation, the Board may have questions for you. Please note, the Board will have received and read your full written submission prior to the meeting.
• Submissions must be respectful and adhere to the RPL’s Safe Use and Conduct Bylaw.

RPL Board Meetings are now taking place as hybrid meetings, with both in-person and virtual participants. Due to size constraints of the Central Library Boardroom with the use of hybrid meeting technology, members of the public can view and participate in Board Meetings as follows:

• CE-1, a meeting room across the hall from the Central Library Boardroom, will be set up with livestreamed video and audio for members of the public to watch the meeting. This additional room will only be set up when more than 4 public attendees are anticipated; for smaller numbers, a chair will be made available in the Boardroom for any public attendees. 
• A dial-in option for the Board Meeting will be posted in advance on the Board Meetings page, so that members of the public and delegations can attend the meeting virtually.
• To attend the meeting online via Microsoft Teams, which allows attendees to view the meeting's video stream, members of the public may contact the Library Director & CEO's Office at librarydirectorsoffice@reginalibrary.ca to request the meeting link. Note that these requests must be received before noon on the day of the meeting. 
• If there is a delegation scheduled to present, they may join the meeting virtually or attend the meeting in-person (either in the Boardroom, or in CE-1 as space permits). The delegation will be asked to approach the Boardroom table when it is time for their presentation, and will return to their seat following their presentation. If they are attending via Microsoft Teams, they will be asked to unmute their mic for the duration of their presentation and for Board Member's questions.