Appearing Before Council as a Delegation

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Appearing Before Council as a Delegation

What is a delegation?

Delegations are opportunities for members of the public and/or organizations to make presentations to Council on matters of public interest.

When are Council meetings held?

Typically, every second and fourth Monday at 3:00 PM in the Council Chambers of Town Hall.  The exception is July, August and December when Council only meets once a month.

The Mayor also has the ability to call Special Council Meetings as required.

Are Council meetings open to the public?

Council meetings are open to the public and you are welcome to attend.

What types of issues does Council consider?

Items brought to Council meetings vary. Issues may include adopting municipal policies or bylaws, financial matters, planning matters, petitions, and a variety of other matters.

How do I get an item on the agenda?

Please complete the Delegation Request Form and send or deliver to:

Can I attend as a Delegation during COVID-19?

Yes, in order to attend a virtual Council meeting as a delegation, please complete the Delegation Request Form and a member of Legislative Services will contact you to provide you with access details to the meeting.

What should I include in the Delegation Request Form?

  • The date, your first and last name, your mailing address, daytime phone/cell number and/or email address;
  • Outline the details of your request providing background information or any other details you feel will be helpful in presenting your information to Council;
  • The date of the Council meeting that you wish to present at;
  • Attach all documents that may assist Council in making a decision. If your issue is land or building related, please include the street address and legal description of the property in question. Attach maps, sketches or drawings where applicable;

When do I need to submit the Delegation Request Form by?

Council usually hears from a maximum of three delegations per meeting. Delegations are scheduled on a first come first serve basis.

The Delegation Request Form must be received by Legislative Services two weeks before the Council meeting at which you would like your item discussed.

Will my name and address be public?

All information submitted including your name, address, telephone number and email address will become part of the public record and may appear as part of the Town of High River Council Agenda.

Are all requests to have an item discussed at a Council meeting granted?

Depending on the nature of the item you would like discussed, Administration may be able to handle your request and it may not need to proceed to Council. There are also cases where a request will not be granted if a similar item has appeared on the Council agenda in the last six months or if the matter has been heard or will be heard through a public hearing.

When will my issue be discussed?

Legislative Services will advise you of the date your item will be considered.

What time do delegations start?

Delegations typically start at 3:00 p.m. and  you must be in attendance when your agenda item is called.

Will I get a copy of the Council agenda before I attend the Council meeting?

Copies of the Council agenda are made available on the Town’s website the Wednesday prior to the Council meeting.

Do I have to speak at the Council meeting?

Yes, please be in attendance and prepared to give a five-minute presentation to Council on your item. You should also be prepared to answer any questions that Council may have regarding your presentation.

What if I can’t attend?  Can I have someone else attend in my place?

Yes, you may have someone else deliver your presentation, provided that you have completed and submitted the Authorization to Speak on Someone Else’s Behalf form.

Can I use audio–visual equipment for my presentation?

Yes, please indicate any specific audio-visual needs you may have along with any testing of the equipment that is required in advance. A computer and screen are available for your use for in person meetings.

How will I know when it is my turn to speak?

The Mayor will call out your item on the agenda.  At that time, you may begin your presentation if delivering it virtually or come forward to the presentation desk if delivering it in person.

How do I begin?

Begin by stating your name and, if applicable, the name of the company or group you are representing. If several members of a group are present, one person should be appointed to act as a spokesperson for the entire group.

How do I address the Mayor?

The Mayor or, if the Mayor is unavailable, the Deputy Mayor is the chair of the meeting and should be addressed as “Mayor….” or “Deputy Mayor….”

How do I address a Councillor?

When addressing a Councillor, the Councillor should be addressed “Councillor….”.

Can I ask Council or Administration a question during my presentation?

If, while addressing Council you wish to ask a question of someone in Council Chambers, such as an individual member of Council or Administration, please direct your question to the Mayor. The Mayor will then direct the individual concerned to respond to the question, if felt it is appropriate to do so.

What do I do after my presentation?

Council may wish to ask you questions, please remain at the presentation desk until excused by the Mayor.

When will a decision be made?

A decision will normally be made at the following Council meeting. This is to allow the opportunity for Council to obtain additional information in order to make an informed decision. In any case, Legislative Services will advise you via a letter of Council’s decision with respect to your item.

Where can I get more information on this process?

Legislative Services (403-652-2110) is happy to answer any questions regarding the Council process. Staff will provide you with as much assistance and current information as possible to ensure that your issue was brought to Council in a timely and impartial manner.