By-law 4835-06.C, as amended was approved at Council on August 22, 2006 changing the process for conducting meetings of Council and Committees, including the delegation process. By-law 5300-11 as amended was approved at Council on March 8, 2011.
The following is an excerpt from By-law 4835-06.C and By-law 5300-11 relating to the Delegation/Presentation Process.
Manager of Legislative Services/Deputy Clerk
Attn: Cindy Janzen
Department of Customer & Legislative Services
100 John West Way
Phone: (905) 727-3123 ext. 4217
Fax: (905) 726-4732
Please note: Please ensure that you include the topic of your delegation. If you are representing a group, please include a phone number where you can be reached during business hours to enable staff to contact you to confirm your attendance. Also please ensure that you include your mailing address for follow-up correspondence.
We are pleased to provide you with some information that will help make your delegation/presentation to Council and/or Committees effective. These recommendations should be followed to ensure that your delegation/presentation is seen and heard by the Council/Commitee Members, the audience and the recording device utilized at each meeting.
Provide a copy of your presentation to the Manager of Legislative Services/Deputy Clerk on the Tuesday morning one week prior to the meeting, so that you can be placed on the agenda, and the Members are aware of your presentation topic. The Manager of Legislative Services/Deputy Clerk can be contacted by phone at 905-727-3123 ext. 4217 or by email to firstname.lastname@example.org.
Delegations are permitted five (5) minutes to speak. A delegation consisting of 3 or more persons who are present at the meeting and wish to discuss the same issue may have more than 1 speaker, provided that the speaking time collectively does not exceed fifteen (15) minutes. When addressing Council/Committees or answering a question, regardless of where the question came from, you should always address your comments to the Chairperson. This helps maintain order in the meeting. Members of Council shall only ask questions for clarification from delegates and shall not engage in any debate with delegates.
Meetings held in the Council Chambers utilize a microphone system. When addressing Council/Committees or answering a question, regardless of where the question came from, always use the microphone.
If you are presenting drawings, documents or a PowerPoint presentation that you wish to display, you are requested to provide the presentation, if possible when submitting your request for delegation status, or by noon the Tuesday prior to the meeting so that the presentation may be loaded on the computer. All electronic versions of documents and presentations must be compatible with Microsoft Office XP and must be provided by email and on a CD/DVD disk. Please note: The use of memory sticks is not permitted. If you require information regarding the presentation equipment in the Council Chambers, please contact the Manager of Legislative Services/Deputy Clerk by phone at 905-727-3123 ext. 4217 or by email to email@example.com.
When preparing any drawing or document to project using the document camera or digital projector, please ensure that the text or the diagram will be visible in the Council Chambers or meeting room. This means that any text or diagram on sheet or overhead is large. For a presentation on the screen to be legible for the audience, the words on the document or drawings on the sheet of paper should be legible from a distance of 8 feet away (this means using a minimum font size of 24).
If you would like assistance or have an accessibility issue and would like advice on making a delegation/presentation to Council, please contact the Manager of Legislative Services/Deputy Clerk by phone at 905-727-3123 ext. 4217 or by email to firstname.lastname@example.org