Appearing as a Delegation

Persons wishing to make a presentation to Council and/or General Committee should contact the Clerk at 905-892-2607, Ext. #315 on or before 4:30 p.m. the Wednesday preceding the meeting.

All requests to appear before Council and/or General Committee must be in writing and set out on the delegation request form.  As noted on the request form a copy of any written material to be presented by the delegation must be submitted to the Clerk with the deputation request form.

All presentations to Council and/or General Committee are limited to 10 minutes.

Delegation Request

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• Application to Appear as a Delegation at a Town Council Meeting.

Town Of Pelham Deputation Protocol

The purpose of the deputation process is to allow residents to make their views known to Council.  Council values and welcomes input, comments and constructive suggestions.  Since Council generally has to consider a large number of issues and concerns at any given time, the following protocol is observed.

1. In accordance with the Town of Pelham Procedure By-law #2723(2005), delegations may only address council at a meeting with respect to matters that are on the agenda for that particular meeting.  Delegations wishing to address Council on a matter not on the agenda shall be directed by the Clerk to General Committee.  On matters clearly beyond Council’s jurisdiction, delegations will be directed by the Clerk to the most appropriate authority.
2. When called upon by the Chair of General Committee or the Mayor at Council meetings, the deputation (speaker) should proceed immediately to the podium in the Council Chambers.
3. Speakers are asked to keep their remarks as brief as reasonably possible.  Comments when stated in a clear, concise and factual manner are very much appreciated.  The maximum allowable time is 10 minutes. 
4. In order to reduce the possibility of any misunderstanding and to facilitate necessary follow-up, the Clerk shall be provided with a written copy of the presentation, which will become part of the official corporate records. If you intend to read from a prepared text, a copy of this text must be filed with the Clerk with your original request to appear as a delegation.  If additional information is to be provided at the meeting, 15 copies shall be supplied to the Clerk prior to the meeting start time for circulation.  
5. Discussion topics, other than the subject matter of the written request to appear as a deputation, will not be permitted.  Further, subsequent deputations on the same topic, without significant new information, will not be permitted.
6. Persons addressing Council shall confine their remarks to the business stated in their written request to be heard, and such shall be presented in a respectful and temperate matter, and their conduct shall be governed by the provisions set out in Article 25 (a), (b) and (c) of Procedure By-law #2723 (2005).
7. When a number of people are to appear representing one viewpoint or interest group, it is expected that the group be represented by a spokesperson, and/or submit written submissions.
8. Upon completion of his/her remarks, the speaker should remain in position to allow for any questions from Council/Committee members.  Council/Committee members may ask questions for clarification purposes.  Statements from Council/Committee members or debate on the issue are generally not permitted at this stage.  After completion of any questions, the speaker will be asked to be seated.  Council/Committee members may then enter into discussion.  However, it is general practice to refer the matter to staff for a report and recommendation.  Debate as required would take place after receiving the staff report.
9. Deputations will not be permitted on items that will be the subject to an upcoming public meeting pursuant to the Planning Act, unless exceptional circumstances apply, which have been reviewed and approved by Council.  Persons should present their concerns and opinions at the scheduled public meeting where their comments can be considered along with all other submissions.  Deputations or submissions to General Committee or Council after the Public Meeting has been completed and before Council has made its determination will not be permitted.