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Town of Mulgrave
Delegations Appearing Before Council Policy
Title:
1. This Policy is entitled the "Delegations Appearing Before Council Policy".
Interpretation
2. This policy relates to delegations who wish to address the Mulgrave Town Council or a Standing
Committee of Council.
3. All delegations will be required, if requested, to discuss the content of their presentation with the
Chief Administrative Officer or designated staff member. If presenters require audiovisual
equipment to make their presentation, then they are also expected to be present 30 minutes in
advance of their appointment
4. Any individual or group wishing to address Council/Committee shall give notice no less than 7
days notice prior to the meeting at which the delegation wishes to appear and shall submit its
presentation (including potential Resolutions for Council consideration/endorsation) in writing to the
Chief Administrative Officer for distribution with the agenda package.
5. Subject to paragraph (a) and (b) below, only one delegation will be heard at any Council meeting.
(a) Only in extra-ordinary or emergency circumstances only, and with the approval of the
chair, will there be more than one delegation allowed to present at a regular Council meeting.
(b) Any approved delegation that fails to submit the required documentation within the
specified time limits will be deferred to another date.
(c) Delegations with exceptional issue or an issue deemed to be of an emergency nature may
be granted a special meeting; this decision will be at the discretion of the chair.
6. Committees may entertain more than one (1) delegation per meeting. If a group appears before a
Committee, they will not be entitled to appear at Council to speak on the same issue.
7. Issues coming before Council must be of a global municipal nature. If the topic is of a localized
nature or is service specific, then the delegation will be directed and heard at the appropriate
Standing Committee of Council. The Chief Administrative Officer, in consultation with the Chair,
will decide what constitutes a global issue.
Town of Mulgrave Policy & Procedures Manual
Delegations Appearing Before Council Policy
Adopted by Council: September 2, 2008
Page 2 of 2
8. A delegation is encouraged to have only one speaker who will be limited to a 20 minute
presentation. A delegation may have more than one speaker, but collectively speakers are limited to
an aggregate of twenty minutes speaking time. The Chief Administrative Officer shall make
presenter(s) aware of this time limit when arrangements for the presentation are being made.
9. Questions from members of Council/Committee may follow the presentation; however, debate
will not be permitted until Council formally deals with any required action coming out of the
presentation. Council may deal with the requests for action:
(a) under new business - (time permitting),
(b) at the next Regular Council meeting,
(c) or by referral.
10. Once a delegation is heard at Council, a Resolution will not be put forth on the issue until the
next meeting of Council. If urgency dictates an early decision, there is a requirement for a two-thirds
vote in favour of Council dealing with the issue.
11. The Chair will acknowledge and thank the presenting delegation.
12. This policy is Council's provision for the process of dealing with delegations and supersedes
Robert's Rules of Order.
13. All former Delegations Appearing Before Council Policies of the Town of Mulgrave are hereby
repealed and this policy is substituted therefore.
Certification for Town of Mulgrave Policy & Procedures Manual:
Date of notice to Council Members of Intent to Consider [7 Day minimum]: August 26th, 2008
Date of Passage of Current Policy: September 2nd, 2008
I certify that this Delegations Appearing Before Council Policy was adopted by Council as
indicated above.
____________________________ ________________________
Municipal Clerk Date