Please note: Council meetings begin at 6:30pm and delegations are usually heard at the beginning of the meeting. Each delegation is limited to 10 minutes to present, with a brief period for questions following. Please limit delegation material submitted to no more than 15 pages.
Meetings of Council are webcast on the Town’s website. Your image and personal opinions may be collected and disclosed as part of Council proceedings.
A delegation is a presentation by a person or persons on behalf of an organization or association wishing to appear before Mayor and Council, to provide input on matters of relevance to civic affairs. It is not intended to be a forum for issues that are not the responsibility for the Town (i.e. provincial or federal policy).
To appear before Council, you must submit a Delegation Request Form to the Corporate Services Department, by noon at least six (6) business days prior to the meeting. Delegations are not confirmed on the agenda until you are contacted by the Corporate Services Department. Please limit submitted materials to a maximum of 15 pages. Applications are accepted on a first come, first served basis. No more than two delegations will be permitted at each meeting.
- A completed Application form to Appear as a Delegation, that includes the following:
- the name and address of the person who will address Council;
- a description of the matter to be presented to Council;
- the request being made of Council;
- the reason for making the request;
- an explanation of the issue that is the subject of the request;
- a summary of any current and proposed legislation and policy relevant to the request; and
- a copy of all materials that will be discussed (15 page maximum)
- Presentation materials, handouts, video or PowerPoint, must be submitted with your application (15 page maximum for all documents). This will allow for advance testing to ensure your presentation runs smoothly. You may wish to contact us in advance to prepare your audio or visual presentation to confirm what presentation equipment is available.
- A completed Application form to Appear as a Delegation, that includes the following:
The Corporate Services Department will communicate with the delegation’s contact person to confirm a place on the agenda, and to facilitate any audio/visual support that is required. Background information submitted with the application and presentation material will form part of the agenda package and will be published on the website.
Visual presentations must be in compliance with the federal Copyright Act and by speaking at the meeting, you grant the Town of Smithers license to publish the presentation materials.
Every effort is made to assign the earliest possible meeting date. A delegation is not confirmed on the agenda until contacted by the Corporate Services department. Once the application is reviewed, the delegation may be referred to a committee or staff for direct action or response as deemed appropriate.
Council does not hear delegations on subject matters that:
- Have been considered by Council at a closed meeting;
- Relate to a matter before the courts that involves the Town of Smithers;
- Are a claim for damages against the Town;
- Relates to bylaw enforcement action by the Town;
- Will be received during a Public Hearing held in accordance with an enactment that is a pre-requisite to the adoption of a bylaw or a Public Input Opportunity;
- Relates to an application before the Board of Variance that is pending or has been decided;
- Have been referred to a staff;
- Are related to labour or employee relations;
- Are related to a Town purchasing process;
- Are related to an election campaign or election related issue.
As a Delegation you should be aware of Council procedures.
- The Mayor is the Chair of the meeting, and is addressed as “Your Worship”, “Mayor [Last Name]”, or “Madame / Mister Mayor”.
- The delegation will be introduced by the Chair of the meeting.
- The delegate should than proceed to the delegation table.
- Please be sure to state your name and address clearly at the start of your presentation and speak directly into the microphone provided.
- Direct your presentation to Council and communicate through the Chair, including answering questions that Council members may have of you.
- The delegation is limited to ten (10) minutes and a yellow card may be presented as a warning your time limit is approaching. After ten minutes a red card may be presented and you will be notified the time limit has been exceeded.
- Be prepared, have a purpose, support your position with facts, state your request (if any) and be courteous, respectful and polite.