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Delegations at Council Meetings

View this simple guide to help you prepare your presentation to City Council. Providing the right material can help Council make informed decisions.

What is a Community Delegation?

A Community Delegation is a citizen or group of citizens who want to make a presentation on matters of municipal business.

Making a Request

Submit your preferred meeting date, in writing to the City Clerk at least two weeks in advance. Council and Committee agendas are often set weeks in advance, and having your request in writing will help us to accommodate your schedule to the best of our ability.

Your request should include a description of your presentation and the action that you are seeking. Be sure to include a contact name, number, email and address as well as the names of the individuals who will be making the presentation.

If the topic is appropriate as an agenda item, municipal staff will contact the delegation representative with the scheduled date and time for the presentation and the letter of request will be included in the agenda for the chosen meeting date. All information contained in the letter, including names, is available to the public through the meeting agenda.

Before the Meeting

Prepare your presentation. Community Delegations have a maximum of 5 minutes to speak at meetings of Council and Council Committees. As a general rule, one slide is equal to approximately one minute of speaking time.
Provide any background materials to the City Clerk at least one week before the meeting so that we can arrange for duplication and distribution.

Provide any visual aids, such as PowerPoint presentations, to the City Clerk at least one week before the meeting. We'll do all the set-up - all you have to do is speak!

At the Meeting

Wait until the Chair announces your presentation before going to the podium.

Remember to introduce yourself, as well as anyone who may be accompanying you to the podium. State the reason for your presentation.

The Chair of the meeting is responsible for conducting the meeting and ensuring proper meeting decorum. Always follow directions and instructions from the Chair.

Address your presentation and answers to any questions to the chairperson. The proper protocol is to say, "Through you, Mr./Madam Chair" or, if the Mayor is chairing the meeting, "Through you, Mr./Madam Mayor."

Make eye contact with your audience and try not to read directly from your slides or speaking notes.

Once you have finished speaking, remain at the podium until you have been thanked by the Chair. The Chair may ask you to answer questions. Please wait for direction from the Chair before responding to comments or questions from the members.
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