Notes to Assist Deputants
Public Attendance at Council Meetings or Information Sessions
Application for Deputants to Council
All Meetings and Information Sessions, are open to the public unless a resolution is passed to have a Closed Session to deal with matters in accordance with Section 239 of the Municipal Act, 2001.
Council Meetings are generally held the on the 2nd and 4th Tuesday of each month.
Who do I speak to about wanting to appear as a delegation?
In order to appear as a delegation, you must advise the City Clerk, in writing. You can do so by completing the form at the end of this document. If you would like to appear before Council with respect to an item on an upcoming agenda, you must notify the Clerk on or before 12:00 o'clock noon on the business day preceding the date on which the Agenda for that Meeting will be circulated. (Monday of the week preceding actual meeting date.) Agendas are circulated the week prior to the meeting date to allow Council time to review the material.
Any person wishing to address the assembly on an item of business already listed on a circulated Agenda must submit to the Clerk, a signed, written brief, stating the Agenda item that they wish to speak to, no later than 12:00 o'clock noon on the business day preceding the day of the Meeting at which they wish to appear. If the day preceding the day of the meeting is a holiday, the written request to speak must be received no later than 11:00 a.m. on the day of the meeting.
How long can I speak to Council?
Delegations are limited to a time period of not more than five (5) minutes. Delegations consisting of two or more persons shall be limited to two (2) speakers, with the total time not to exceed 5 minutes.
How do I distribute information to Council Members?
A written brief and background information will assist Council in their review of the issue. The written brief and any background information should be delivered to the Clerk's Office by Monday noon the week preceding the date of the meeting, if possible, for circulation to the Council Members.
Ensure that the brief is legible, signed and contact information provided. If it is not possible to have the information available by that date, it can be delivered to the Clerk's Office any time up to 11:00 a.m. on the day of the meeting.
No printed material may be distributed by a Delegation on the Council Floor
On the day of the meeting you should arrive 15 minutes prior to the start of the meeting and advise the City Clerk of your arrival.
Delegations who read from a printed script must provide the Clerk with a copy of the script for the record. Delegations who present slide shows or computerized display presentations must provide the Clerk with a copy for the record, preferably prior to the meeting.
How do I arrange for Use of Audio Visual Aids for the Deputation?
Delegations should notify the Clerk's Office one week prior to the meeting if they wish to arrange for the use of Audio Visual Equipment. The following equipment is available: Laptop; Multi-Media Projector; Overhead Projector and Small Portable Screen.
PLEASE NOTE: Delegations must bring their files in a format that is compatible with our installed programs, otherwise our computer will not be able to read or open them. Currently, our standard versions are Office 2003 and Windows XP.
Please contact the Clerk's Office if you have any questions, 324-9411, Ext. 1266.
