To appear before Council as a Delegation, here is what you need to know.
How do I get on a Council agenda?
You must submit your request to appear before Council by completing the Request for Delegation form by noon on the Thursday preceding the Council meeting you would like to appear at. The request is to be directed to the Clerk at the Municipal Office and may be delivered in person or emailed. If you are placed on the agenda, you will be provided with a time to appear. If your request is received after the deadline or if there are already four deputations scheduled, your request will be placed on the next regular Council agenda.
When I submit my request, what do I need to include?
- Contact information
- Reason for attending the meeting
- Background information including a brief summary for inclusion in the electronic Council package
If your submission is vague, you will be contacted for clarification. If you do not provide sufficient information or refuse to disclose the reason for your delegation you will not be permitted to appear as a delegation.
My issue is urgent, why can't I be put on the agenda tomorrow?
The Procedural By-law requires this notice period. Council also needs to know what your reasons for attending are and staff need to be provided with time to generate background information. To meet the requirements for accountability and openness, sufficient notice needs to be provided so that members of the public are aware of what will be discussed at the meeting.
Who is in charge at the meeting, and who will be there?
The Council meeting is an open meeting and any members of the public are welcome to attend. You will be making your presentation in front of Council which is composed of the Mayor, Deputy Mayor and five Council members. Senior staff members may also be in attendance along with the Clerk and Administrator Treasurer. All comments are to be directed to the Mayor who is the head of Council. The Mayor has control of the meeting and if comments are made which are rude, insulting or grossly inappropriate you will be requested to cease this behaviour. If this behaviour continues, you will be requested to leave the Council Chambers.
How long can I speak for?
Delegations are limited to ten (10) minutes.
Can a group attend as a delegation?
Your group can request to attend as a delegation, but only two members are permitted to speak to the issue. The ten (10) minute limit applies to groups as well as individuals.
Where do I present from?
Delegations are requested to present from the desk directly in front of Council. It is important that Council and the members in audience can hear your comments.
I am really upset about my issue and want Council to answer my questions and resolve the issue on the spot. Will this happen at the meeting?
The purpose of the delegation is to provide information to Council. As a delegation you are there to make a presentation. Council will look into your matter and may ask staff to report on the issue so that they can make an informed decision. You will be informed of Council's decision when it is made.
I presented my issue at Council but I would like to come back again on the same issue. Is this a problem?
You cannot come back to Council to speak on the same issue within a three (3) month period, unless a Council member requests a reconsideration of the issue.
I need Council to know about my problem but I can't appear as a delegation. How do I reach them?
You have several options:
- Write a letter to Council and it will appear as correspondence on an upcoming agenda
- Contact Councillors directly via the Council Directory page
Individuals who submit letters and other information to Council and its Committees should be aware that any personal information contained within their communications may become part of the public record and may be made available through the agenda process which includes publication on the Municipality's website.