Delegation

Delegation Request

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

  • Submit the application form no later than noon on the Wednesday prior to the meeting at which they wish to appear.
  • The Corporate Officer 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. Generally, Council receives no more than three (3) separate delegations at a Council Meeting, which may mean your request will be moved to the next available meeting date.
  • The Corporate Officer will respond to the request advising of the date of the Council meeting when they are scheduled, the time they should appear and advising that they are limited to a 10-minute presentation. The Corporate Officer must be in receipt of any presentation brief by the agenda deadline.

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

  • The Mayor should be addressed as “Mayor ”
  • The Councillors should be addressed as “Councillor “
  • Staff should be addressed either by title, e.g., “Manager of Corporate Services, Chief Administrative Officer”, or by name, e.g., Mr. Smith, Ms. Jones
  • All delegations and responses to Council or staff are addressed through the Mayor.
  • Please use the allotted time wisely, making succinct and relevant comments and answers

It is understandable if delegates are nervous speaking in a public forum that may be televised. Remember that Council is very understanding and tries to set a comfortable and welcoming scenario for all. Council encourages public participation, welcomes delegations, and appreciates hearing from the public.

The delegation process is governed by the rules set out in the Council Procedure Bylaw. The bylaw states that the Corporate Officer may refuse to place a delegation on the agenda if the issue is not considered to fall within the jurisdiction of Council or if the delegation has already addressed Council on the same topic in the past twelve (12) months. Further, Council must not permit a delegation to address a meeting of the Council regarding a bylaw in respect to which a public hearing has been held, where the public hearing is required under an enactment as a prerequisite to the adoption of the bylaw. If the delegation wishes to appeal the Corporate Officer decision, the information will be distributed under a separate cover to Council and the Chief Administrative Officer for their consideration. 

Please complete the application form below if you wish to appear as a delegation.

Council meetings are held the first and third Tuesday of each month.

Must be received by corporate@sparwood.ca before noon on the Wednesday preceding the meeting.  Digital presentations are not accepted at the meeting.

Important information about your privacy and your presentation

  • Information collected on this delegation request is done so under the general authority of the Community Charter and FOIPPA and is protected in accordance with FOIPPA. Personal information will only be used by authorized staff to fulfill the purpose for which it was originally collected, or for a use consistent with that purpose.
  • Please be advised District of Sparwood public meetings may be recorded and made available online for public access. By speaking at these meetings, you are consenting to disclosure of any personal information made evident through your speech or presentation materials and acknowledging that this information may be disclosed and/or accessed outside of Canada. You are also asserting that your presentation is in compliance with the Federal Copyright Act and grant the District of Sparwood license to publish these materials.

For further information regarding the collection, use, or disclosure of personal information, please contact the Corporate Services Department at 250.425.6271 or corporate@sparwood.ca. 

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