Delegation Process

"Delegation" is the term used to define the process whereby an individual appears before the City Council in order to make a presentation, enter a request for action, register a complaint, bring Council up to date on a project/idea/concept, or to provide further information on an issue currently before the Council for a decision.

The procedure for a member of the public to appear as a delegation is as follows:

• submit a written request to the City Clerk by fax (604-985-9417), email, letter, or memo no later than noon on the Wednesday preceding the regular Monday Council meeting at which they wish to appear. Such written request should include the subject matter to be discussed with Council, complete with all relevant information, and specify the preferred date they wish to be received (heard). (Note: The earlier this request is submitted, the better the chance to obtain the preferred meeting night.)

• The City Clerk will assign an appropriate date. Every effort is made to assign a date as soon as possible depending on various factors such as whether or not a staff report is pending that should be considered by Council at the same time as the delegation appears, or upon whether timeliness is an issue.

• The City Clerk will respond to the request by telephone or in writing advising the date of the Monday Council meeting when they are scheduled, the time they should appear and advising that they are limited to a 10 minute presentation. (The Clerk's response will clarify that the presentation is limited to10 minutes regardless of the number of people in the delegation, i.e. one person gets 10 minutes, two or more people split up the 10 minutes however they wish.) The response will also affirm that the City must be in receipt of any presentation brief to be put to Council no later than noon of the Wednesday (5 days) prior to the scheduled Council Monday meeting delegation appearance.

Those persons appearing before Council as a delegation should be aware of the following matters of protocol:

• The Mayor should be addressed as "Your Worship" or "Mayor Mussatto";
• the Councillors should be addressed as "Councillor " (being certain to include the title Councillor in front of their name);
• " staff should be addressed either by title, e.g. the 'City Clerk', 'City Planner', 'City Manager, 'Director of Finance', or by name, e.g. Ms. Anderson, Mr. Penway, Mr. Tollstam, or Ms. Gordon respectively

and all responses to Council or staff should be addressed through the Mayor.

It is understandable that delegates will be nervous, but remember that Council is very familiar with this process and is very understanding of the nervousness and tries to set a comfortable and welcoming scenario for all. Council is very sympathetic, wants to entertain delegations, and wants to encourage participation. So, remember Council wants you to come forward and be heard; so 'speak up' because you are important and 'you do make a difference'.

The opportunity to appear as a delegation is at the privilege of Council so use the time wisely to make succinct, salient points. Upon completion of your presentation, Council will ask questions if they feel clarification is required.