City Council Delegation Request Form
We're pleased to offer residents the opportunity to make electronic or phone delegations at City Council meetings. However, due to the risk of technical difficulties, instead of making an electronic delegation you are encouraged to submit written correspondence to the Office of the City Clerk, which will be shared with the members of Council and form part of the public record of the meeting. Visit our Council Meetings webpage for information on submitting correspondence to City Council.
Please read the information below should you wish to continue with making a request for an electronic or phone delegation before City Council. Please note, the process and timelines are different than our normal practice for making delegations.
Note Regarding the April 12 Meeting of Council
Members of the public are advised that delegations regarding the Transportation Master Plan must be focused on the content within the Transportation Master Plan. The public has already been provided with opportunities to comment on what should be in the plan. As the Transportation Master Plan has now been prepared, public comments are to be limited to the content of the plan as it is written.
Delegation Rules
- Delegation requests must be submitted using this form the day prior to the meeting by 11:59 p.m. Example: for a Monday meeting, this form must be submitted by Sunday at 11:59 p.m.
- Delegations are only permitted for items on the agenda.
- Electronic Meetings are held using Zoom (Zoom is a free online meeting tool). Visit www.zoom.us to learn more about Zoom.
- You are responsible for accessing Zoom on your device (i.e. laptop, PC, mobile phone, tablet) and ensuring that your device meets the minimum technical requirements needed to run Zoom.
- To ensure optimal audio and visual representation, electronic delegations will be limited to one individual speaking at a time. Group electronic delegations will not be permitted.
- Delegates are limited to five minutes to present.
- PowerPoint presentations must be submitted by noon five days before the Council Meeting (example: submitted by Thursday at noon for a Monday meeting).
- PowerPoints will not be accepted after the submission deadline.
- If you register as delegate after the submission deadline you will not be able to submit a PowerPoint presentation.
- Delegates will not be able to control their PowerPoint presentations during the meeting. City staff will advance PowerPoint presentations for delegates.
- Electronic delegates must take part in a test session with City staff in advance of the Council Meeting.
- When they are not speaking during the meeting, delegates are required to turn off their camera and their microphone must be muted (delegates will still be able to see and hear the meeting when their cameras are off and their microphones are muted).
- In order to participate via phone you must have a landline or cell phone. Rotary phones cannot be used.
Process for Requesting to Make an Electronic or Phone Delegation
- Complete the questions listed on this form. Requests to make a delegation will ONLY be accepted using this form.
- Once the form is submitted, a member of the Clerk's Office will email you information regarding the mandatory test session.
- After successfully participating in the test session you will be emailed information for the Council Meeting.
Forms must be submitted in full to be accepted. Upon submitting your form, this page will refresh and the message "form successfully submitted" will display. If you do not see this message it means your electronic delegation request form has not been received by the Office of the City Clerk.