Section 34 - Agenda and order of business

  1. The Chief Financial & Administration Officer prepares an agenda for all Commission Meetings.
  2. The business of the Commission is to be taken up in the order in which it is listed on the agenda, unless otherwise decided by the Commission.
  3. When an alteration of the order of business is desired, the Commission, without debate, may by a majority vote of the Members present make any such alteration of the order of the business (whether or not the time for considering such business has previously been determined by the Commission) provided that it does not delete any portion of the business which has been set out in the agenda.
  4. All notices of Motions on the agenda and not dealt with at a Meeting are placed on the agenda for the next regular Meeting of the Commission.

Section 35 – Supplementary Agenda

If agreed by the Chair, Chief Executive Officer and Chief Financial & Administration Officer, a supplementary agenda will be prepared when reports are submitted to the Commission for consideration after the regular agenda has been released. A supplementary agenda will be issued no later than two (2) Business Days prior to the Meeting.

Section 36 – Time Period for Communications to the Commission

All communications to be brought before the Commission for consideration are to be received by the Chief Financial & Administration Officer not later than 4:00 p.m. of the Business Day immediately before the day of the Meeting, failing which such correspondence is held until the following Meeting. Notwithstanding the above, any correspondence directly relating to reports before the Commission for consideration at the Meeting are submitted to the Commission at the Meeting.

Section 37 – Special Meeting Agenda

At all Special Meetings or Emergency Meetings, the agenda is prepared by the Chief Financial & Administration Officer as the Chair or the Members may direct.

Section 38 - Matters to be held for consideration

  1. Members may submit to the Chief Financial & Administration Officer a written list on the matters on the Meeting agenda that they wish to hold for debate or questions:
    (1) After the Meeting agenda has been distributed to the Members; and
    (2) Before 4:00 p.m. of the last Business Day before the Meeting.
  2. The Chief Financial & Administration Officer maintains a list of Members that have asked to have matters held for debate or questions under Section 38(A).
  3. Only the first Member to submit to the Chief Financial & Administration Officer a request to hold a matter under Section 38(A) is the Member holding the matter and is named on the list as holding the matter.
  4. When the Chair calls the matter for debate, the Member who held the matter, if present, will be the first speaker.
  5. If the Member who held the matter is not present, the Commission will continue to debate and consider the matter.
  6. Despite Section 38(D) and (E), the Commission may consent to allow the hold to continue before the matter is called for debate or questions, if the Member who held the matter has stated the reasons for continuing the hold.

Section 39 - Motion to consider matter previously deferred

A motion that the Commission consider a matter previously deferred indefinitely or to a time or eventuality which has not yet been reached or occurred, respectively, is presented only if the Commission so decides, by a two-thirds vote of the Members present and voting.

Section 40 - Administrative inquiries

  1. A Member who wants information about affairs of the Commission must:
    (1) Make an administrative inquiry in writing; and
    (2) Deliver it to the Chief Financial & Administration Officer at least seven Business Days before the Commission Meeting.
  2. The relevant TTC official answers the administrative inquiry in writing and delivers it to the Chief Financial & Administration Officer at least one hour before the Commission Meeting.
  3. The Chief Financial & Administration Officer distributes the answer to Members before the start of the Meeting or reads the answer to the Commission.
  4. Despite Section 40(B), a TTC official may decide that the answer to an administrative inquiry requires work that exceeds the normal duties of his or her staff.
  5. If Section 40(D) applies, the Commission official informs the Commission of that decision in a written letter to the Chief Financial & Administration Officer at least one hour before the Meeting and the Chief Financial & Administration Officer distributes the letter to the Members before the Meeting starts.
  6. If, in response to an administrative inquiry, a TTC official has told the Commission that the work of answering the inquiry exceeds the normal duties, the Commission, without debate, may vote on whether the TTC official should answer the administrative inquiry.
  7. The Commission receives, or refers to the appropriate TTC official or department, all administrative inquiries and answers, without debate.