Delegations

pdf fileDelegation Request Form

DELEGATION INFORMATION SHEET & REQUEST FORM

Committee & Council welcomes the opportunity to hear from citizens and community groups. If you wish to address Committee & Council as a whole, you are welcome to attend a Committee or Council meeting as a delegation.

HOW DO I BECOME DELEGATION?

Please complete the delegation request form. Deputations to Committee/Council are generally received at the Committee/Council meetings held on the first (1st) and third (3rd) Tuesday of each month.  Confirmation of the meeting date will be provided by the Administration Department.

Please note, your request and any additional information you would like Committee/Council to have may be attached to the agenda and circulated publicly, unless otherwise requested. It is recommended that when a delegation requests to attend a Committee/Council meeting that they provide to Committee/Council a copy of their presentation and/or copies of materials they wish to speak about. These documents must be provided to CAO within 48 hours before the meeting.

MEETING TIMES/LOCATIONS

Council meetings are held the first (1st) and third (3rd) Tuesday of the month. Committee/Council meetings are formal meetings, covered by the media and open to the public.

All meetings are held in the Council Chambers, located in the Municipal Office (49 Bonnechere Street East).

Confirmation of the meeting date will be provided by the Administration Department.

RULES FOR DELEGATION

Maximum time permitted is fifteen (15) minutes for Committee or ten (10) minutes for Council but may be extended depending on the nature of the delegation;  You may want to have speaking notes to ensure that you are able to effectively utilize your time;

  • You may speak only to the matter in which permission has been granted to be addressed;
  • Start by thanking the Mayor and Council;
  • Introduce yourself and explain the purpose of your deputation;
  • If you represent a group, explain a little bit about the group and their mandate;
  • Be sure to present your information through the Mayor;
  • Be prepared for questions at the end of your deputation as Members of Council may seek additional information or clarification on what you have presented;
  • Be respectful of everyone in attendance including Committee/Council, the public and staff.  Do not use offensive words or disobey the rules of procedure or the decision of Committee/Council.
  • If your concerns relate to an individual, please contact the CAO to discuss your options.

HOW DO I GET INFORMATION TO COUNCIL?

Information provided to the CAO will be circulated to the members of Committee/Council prior to the meeting and included as part of the agenda package. If you will be bringing information to the meeting, 7 copies should be made if you want each Councillor and staff to have a copy of the information (additionally copies should be made for the press/public). If it is a larger document, you can leave it with the Mayor or CAO and it will be circulated to others.

HOW MANY TIMES CAN I BE A DELEGATION?

You may appear once before Committee/Council on any given issue. If there is significant new information or lapse of time, exceptions may be permitted.

HOW WILL MY CONCERN BE ADDRESSED?

If you are requesting action of Committee/Council, the issue will be considered at that or an sequential Council meeting.

Please contact the CAO (annetteg@eganville.com / 613-628-3101 ext. 222)  for further information – we look forward to hearing from you.