Delegation is the term used to outline the process where an individual or group appears before Clearwater County Council in order to make a presentation. This may include a request for action, or a request to bring Council up to date on a project, idea or concept; or provide further information on a current issue that is before Council for decision. Council does not typically hear from the public during Regular meetings unless the matter is of broad interest and falls within the jurisdiction of Clearwater County.
Please be aware that due to the public nature of Council and Committee meetings, any communication directed to a Councillor or Clearwater County staff member may be disclosed during a public council or committee session.
Clearwater County is committed to safeguarding sensitive personal information that may be included in such correspondence, such as personal financial or health-related details. In such instances, a redacted record or a summary of the inquiry or complaint may be prepared for presentation during the council meeting to ensure privacy.
The process is governed by the Meeting Procedures Bylaw 1080/19. Sections 20 states that the Chief Administrative Officer is granted the authority to schedule delegations according to the nature and priority of the subject matter and must adhere to the time allocated for this purpose at Council meetings. Every effort is made to assign a date as soon as possible depending on various factors such as whether or not a staff report on the matter is pending and upon the timeliness of the issue. The Chief Administrative Officer may also refuse a delegation request if the matter is outside the jurisdiction of Clearwater County.
Submit an Item for Council's Regular Meeting Agenda
All persons wishing to be appear before Council are asked to submit a written request or complete the Request to Appear Before Council Form (download & fill out PDF) to the Executive Assistant, or complete the form at the bottom of this page. The written request should specify the date at which the delegation is to appear, include the name(s) of the person(s) making the report (or presentation) together with a copy of the relevant presentation. The written submission must be complete and clearly state any requests being made of Council and any recommended Council resolutions. Please keep in mind that time restriction exists to permit the Executive Assistant enough time to prepare the upcoming Council Agenda.
Each delegation may speak for a maximum of five minutes to make their presentation unless the Reeve and/or Council extend the time allotted by resolution. After the presentation is made, time will be given for Council members to ask questions of the delegation.
The Executive Assistant will respond to the request in writing (via email) to confirm the date of the meeting at which the delegation is scheduled and the time they should arrive.
Key points to remember when appearing before Council:
- You must discuss your concerns with the Department Manager or Chief Administrative Officer to assist in preparing your presentation to Council.
- You must provide Council with a written submission that explains your concerns. This will allow Council time to better prepare for questions and have some background on the item being brought forward.
If you are unsure who you should be speaking with, please feel free to contact our office and you will be directed to the correct department. For more information about appearing before Council contact the Executive Assistant at 403-846-4021.
Tips for Addressing Council
The Reeve will invite delegations to speak according to the order shown on the Agenda. Only the speaker at the table will be addressed, and if there is a delegation of more than one person, the delegation should identify the representative who will speak on their behalf.
When speaking to Council, use "Reeve" followed by their last name to directly address the Reeve and use "Councillor" followed by their last name when addressing a Council member. State your name clearly for the record and indicate any related professional affiliations. Eg. "My name is .............. Representing ........................” State the purpose of your address, "I would like to ...............". Speak within the time allotted, and ensure the information you provide is related to the item on the agenda. When you complete with your , ending with "This concludes my comments," advises Council that you are finished with your presentation.
Questions from Council
The Reeve will invite Council members to ask any questions of the speaker individually. Again, you will address the Reeve in your response, not individual Council Members with "Thank you Reeve/Councillor (followed by their last name)". If referring to a Council member, use their title, "Councillor", followed by their last name.
Please ensure you respectfully answer the question as directed by Council. If there are no further questions, the Reeve will thank you for your comments after which time you may leave the meeting if you wish.