Present as a Delegation at a Council Meeting
"Delegation" is the term used to define the process whereby an individual or group appears before City Council to make a presentation, enter a request for action, request a proclamation,register a complaint, bring Council up to date on a project/idea/concept, or to provide further information on an issue currently before the Council for a decision.
Persons wishing to address City Council as a delegation should contact the Deputy Clerk well in advance of the preferred meeting date. The earlier the request is submitted, the better the chance to obtain the preferred meeting date. Regular Council meetings commence at 3:00 p.m. and delegations are scheduled at the beginning of the meeting.
The delegation must provide a written submission to the City outlining their presentation to Council on the Thursday prior to the preparation of the next meeting Agenda. Upon receipt of a request, the Deputy Clerk will follow-up with a telephone call advising the delegate of the time and date the delegation is scheduled for. Delegates need to provide the following information in their request:
- Name(s) of Speakers
- Topic(s) to be discussed
- Identification of any audio-visual equipment needed for the presentation.
All delegations are limited to a 10 minute presentation regardless of the number of people in the delegation. Upon completion of the presentation, Council may ask questions if they feel clarification or additional information is needed.
Please note that the Mayor should be addressed as "Your Worship" or "Mayor" and Councillors should be addressed as "Councillor ".
Please direct any inquiries regarding appearing as a Delegation at a Council meeting to the Deputy Clerk.
Submit a Letter to Council
Citizens may wish to correspond with Council. Letters should be addressed to Mayor and Council at the address below.
There may be occasions when your letter doesn't appear on an agenda when you think it should. This may be because a staff report is being prepared in response to your concerns and your letter will be placed on the same agenda as the staff report. It may be that your concerns are better addressed by a Council Committee. In that event, your letter may be directed to the appropriate Committee for a response. Your letter could relate to an administrative matter that has been referred to the appropriate department to investigate. Alternatively, your letter may contain information which is not suitable for a public agenda and will be dealt with on a confidential basis. If you have questions about a letter you have sent to Mayor and Council, please call the Deputy Clerk.