Presenting to Council

The Process:

 

Anyone may ask to speak to Council. It's called being a "delegation." However, you can only speak about an item that is on the agenda for that particular meeting.
 
To have an item placed on a Council agenda, you can write a letter and address it to:
 
Mayor and Council 
City of Prince Rupert 
City Hall Corporate Administration
424 – 3rd Avenue West 
Prince Rupert, B.C. 
Canada V8J 1L7 
 
Otherwise you can deliver it to the Administration Office, upstairs at City Hall, or you can fax it to (250) 627-0999.
 
Here are some tips about speaking to Council: 
  • Keep your presentation brief. Council may have to hear numerous presentations, especially on controversial issues. For everyone to be heard, and a decision to be made, Council may limit speaking time. 
  • Council may ask you questions after your presentation. 
  • If you need audio-visual equipment for your presentation, please arrange for it at least 24 hours prior to your presentation by calling Corporate Administration at 250-627-0934. 
  • All electronic presentations and/or documents must be provided to the City's IT Department via a USB flash drive or CD/DVD at least 24 hours prior to the presentation. 
  • If you are bringing written submissions for Council, please bring at least 10 copies with you. 

 

If you do not wish to speak to Council but still want to express your views, you may submit a letter or a written document. Unless you are taking copies to the meeting, written submissions should reach the Corporate Administration Office at least one day before the meeting to be sure they can be distributed in time.
 

Presenting to Council FAQ:

 

What should I include in my letter to Council? 
Letters to Council should include the date, your first and last name, (if representing an organization include the organizations name), your mailing address, daytime phone and fax number. Please outline the details of your request providing background information or any other details you feel will be helpful in presenting your information to Council. If it is your desire to address the Council Meeting, please include in your letter the name of the person who will be speaking to Council.
 
How much notice do I need to give? 
Your written request to have an item placed on a Council Agenda must be received by City Hall Administration no later than the Monday prior to the scheduled meeting of Council.
 
What types of issues does Council consider? 
Items brought to Council meetings vary widely. Issues may include petitions, delegations or a variety of other concerns.
 
Are all requests to have an item discussed at a Council meeting granted?
Depending on the nature of the item you would like discussed, City 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 recent months.
 
When will my issue be discussed? 
Once your letter has been received and reviewed, City Administration will contact you, either by telephone or letter to provide information regarding your request to have your item placed before Council.
 
When are Council Meetings held? 
Regular Council meetings are held the second and fourth Monday of each month, at 7:00 p.m. in the Council Chambers (upstairs) at City Hall 424 – 3rd Avenue West Prince Rupert, B.C. If any of these Mondays is a holiday, the Council will meet on the following Tuesday. Council meetings start at 7:00 p.m. precisely. Council meetings are televised on Channel 10 at 7:00 p.m. as the schedule of meetings reflects.
 
Are Council Meetings open to the public? 
Yes. You are welcome to attend all regular Council Meetings. You may choose to stay for the entire regular Council Meeting or just for the items that interest you. If you have a cellular telephone, we ask that the telephone be turned off while the Council Meeting is in session.
 
What is the Order of Business at Regular Council Meetings? 
Unless the Mayor otherwise directs, the business at all Regular Meetings proceeds in the following order:
 
  • Opening the meeting
  • Adoption of Agenda
  • Minutes of the last Regular Meeting
  • Petitions and Delegations
  • Unfinished Business
  • Reports and Recommendations
  • Requests
  • Correspondence for Action
  • Resolution from Closed Meeting
  • Bylaws
  • Additional Items
  • City Manager Report
  • Outstanding Council Initiatives
  • Reports, Questions and Inquiries from Members of Council 
  • Adjournment of Meeting 
 
How can I get a copy of the Council Agenda? 
Copies of agenda items are available after 4:00 p.m. on the Friday prior to the Council Meeting, and can be picked up in the Administration Office at City Hall.
 
Will my item still be discussed if I don’t attend the meeting?
Yes.
 
Do I have to speak at the Council Meeting? 
No, however, if you wish you may speak to your item. Please indicate your desire to address the Council Meeting in your letter, or contact the Corporate Administrator prior to the meeting. If you don’t wish to make a presentation you might choose to be available to answer any questions that the Mayor or Councillors may have.
 
How do I appear as a delegation before Council?
The Council may hear two delegations per council meeting. Each delegation is given up to 15 minutes to make their presentation to Council, after which Council members may ask questions and comments with regarding the information presented. Request to appear as Delegation before Council must be recieved by City Hall Administration no later than the Monday prior to the scheduled meeting of Council. 
 
How will I know when it is my turn to speak? 
If the Corporate Administrator has been notified that you wish to speak, the Mayor will invite you to come forward to the microphone at the appropriate time.
 
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. When addressing Council remember to keep your comments brief (5-10 minutes) and confined to the topic.
 
How do I address the Mayor? 
The Mayor, or his/her delegate, is the Chairman of the meeting and should be addressed as “Your Worship”.
 
Can I ask Council or the Administration a question during my presentation? 
If, while addressing Council, you wish to ask a question of someone in the Council Chambers, such as an individual member of Council or the City Administration, please direct your question to the Chairman. The Chairman 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 standing at the microphone until excused by the Chairman.
 
When will a decision be made? 
A decision will often be made at the Council Meeting. However, there are occasions when additional information is required before Council can make an informed decision. In this event, the item will be tabled to a future Council Meeting until the additional information is received. In any case, the Corporate Administrator or designate will advise you via letter of Council’s decision with respect to your item.
 
Where can I get more information on this process?
The Office of the Corporate Administrator is your direct link to Council. Staff will provide you with as much assistance and current information as possible to ensure that your issue is brought to Council in a timely and impartial manner