A person or group of people making a formal presentation at a council meeting is called a delegation.
Council’s Procedural Bylaw limits the topics delegations may address. They are:
- Community events,
- New initiatives, and
- Updates on items of Council interest or that the Town has funded.
Delegations will not be accepted when the topic of the presentation:
- Relates to an undecided matter that has been the subject of a public hearing,
- Is a matter scheduled for discussion on a future council agenda, or
- Causes concerns around procedural fairness.
Scheduling a delegation
Council meets regularly. Business meetings are appropriate for items that require a decision, such as requests for funding. At Committee of the Whole meetings, Council considers only informational briefings – no decisions are made. Examples of briefings include updates on program or project activities.
Written submissions from delegations are required at least 22 days prior to the meeting. The submission should provide a summary of the topic or request and be appropriate for inclusion in a public agenda package.
Council does not make a decision at the same meeting in which a delegation makes their presentation unless Council agrees by majority vote to do so. Requests are scheduled for decision at the next business meeting. If the request is time-sensitive, this should be addressed in the written submission.
Anyone requesting to appear as a delegation will be first referred by the municipal clerk to an appropriate Town staff member, who will determine if the item can be addressed administratively or if it is appropriate for Council consideration.
When administration determines a delegation is appropriate for a Council agenda, the next stop is the Agenda Review Committee. This committee, consisting of the mayor, the deputy mayor (see Meet Town Council for the deputy mayor schedule), and the Town’s CAO, has final approval for all agenda items.
Agenda review committee meetings are held two weeks before a Council meeting. After the meeting, the municipal clerk contacts everyone who has made requests to schedule delegations.
Download the following information to help you prepare to be a delegation to Council.