How to be a Delegation at a Council Meeting

Before appearing before Council residents are advised to contact staff first. Staff often can resolve your questions or concerns and at times the issue is one that can't be  dealt with by Township Council because it could involve another municipalities jurisdiction ie... waste collection.  Failing that, residents wanting to address Council are to complete the Delegation Form and submit it to the Clerk.  Copies of the Delegation form are available at the Township Office.

Often ratepayers' questions or concerns can be resolved by Township staff. If staff cannot answer your questions or resolve the situation or if it is a matter which requires the approval then of Council, you may wish to appear before council as a delegation.

The following information is provided for your assistance when preparing to address Council members at a Council meeting as a delegate.

All Council meetings are open to the public for viewing. Ratepayers have an opportunity to address Township Council at meetings by scheduling to appear before Council with the Township Clerk.

If you wish to be a delegation at a Council meeting, you are required to:

• Notify the Township Clerk, no later than noon the Wednesday prior to the regular Council meeting and complete the Delegation Form and submit it to the Clerk no later than 4:00 p.m. on the Wednesday prior to the regular Council meeting.
• Delegations wishing to address Council on a matter not scheduled to be on the upcoming agenda will be directed to the appropriate Department Head or Chief Administrative Officer and must provide a written outline identifying the subject matter and the general nature of the request.
• Delegations are limited to a maximum of five minutes.
• Delegations are not to appear for the sole purpose of generating publicity.
• Delegations who have previously appeared before Council on a subject matter are to provide new information only in any subsequent presentation relating to the matter.
• Organizations wishing to address Council are limited to a maximum of ten minutes regardless of the number of representatives of the group wishing to speak.
• Delegations will be contacted to confirm the scheduled date and time of the delegation

The aforementioned information is required to assist staff and Council members. It may be necessary for Council and/or staff members to research the subject matter in which you are speaking, prior to the meeting commencing. Notification of your delegation allows the meeting to proceed efficiently and will assist in providing direction to the issue which you are addressing.

It should be noted that requests to appear as a delegation, without the required formal notification being submitted to the Clerk, may result in the refusal of your request.

Agenda preparation commences on the Thursday at 9:00 a.m. before the Council meeting date. Therefore the deadline for receiving a formal request to appear as a delegation is the Wednesday at 12:00 p.m., prior to the date of the Council Meeting.

When you appear as a delegation before Council, it is not necessary for you to read your submission to Council. Your correspondence will have been included in the agenda package which is distributed prior to the Council meeting. The Mayor will invite you to the delegation table at which time you will state why you are attending, the reasons for your request and what action you are requesting.

After Council has received your delegation, Council will then direct questions that they may have to you. Council will then bring forward and pass a resolution responding to your delegation.

If you have any questions concerning the delegation process, please do not hesitate to contact the Clerk.