Delegation Request

There may be times when a citizen or a group of citizens may want to appear before a Committee or Council regarding an issue. You can arrange to be a delegation by completing the Delegation Request form and submitting to the County Clerk by fax 613-342-2101 or emailing to Clerk@uclg.on.ca.

In order to ensure that delegations are listed on agendas, all requests for delegation must be received by the County Clerk by noon the Tuesday one week prior to the scheduled meeting.
The request must include the name(s) of the speakers, the subject matter to be discussed, and supporting documentation.
Delegations are limited to 10 minutes.
The request must also indicate if there are any audio/visual components to the delegation, such as a Power Point slide show.
If the individual/group intending to distribute any reports or supporting documentation shall provide same to the County Clerk in order that the material can be circulated with the agenda.
Please note Committee/Council may not provide an immediate decision regarding any matter raised at a meeting. Generally, the Committee/Council will refer the matter to staff to report back.
Staff will contact delegations to confirm the scheduled date and time of the delegation to Committee/Council.
The inclusion of a delegation on the agenda shall be determined on a first come first served basis and regard shall be given to the length of the agenda. In general, no more than two delegations will be heard at any meeting.

Members of the public who constitute the audience in the Council Chambers during a meeting shall maintain order and may not:
- Address Council or the Committee except upon request of the Warden or the Chair and with the approval of the Warden or Chair. In such circumstances the presentation shall be limited to five minutes;
- Interrupt any speech or action of the Members of Council or the Committee, or any other persona addressing the Committee or Council;
- Display or have in their possession picket signs or placards in the Council Chambers or Meeting Rooms on United Counties property.

Please review 'Information for the Public on Making Presentation to Committee/Council" to help prepare for your delegation.

Information on Making Presentations to Committee/Council

We are pleased to provide you with some information that will help make your presentation to Committee/Council effective. All meetings are open to the public (unless a meeting is closed to the Public as per legislation) and the media and an audience may be present. It is therefore necessary to follow certain procedures to ensure that your presentation is seen and heard by everyone. Delegations are limited to 10 minutes, after which the Committee/Council members may ask questions. The following are our suggestions for making an effective presentation:

Provide information in advance

If possible, please provide a copy of your presentation to the County Clerk's office prior to Monday, one week before the Committee/Council meeting so that items can be placed on the agenda and the Members are aware of your presentation topic. Contact
(613) 342-3840, Extension 2454 or Clerk@uclg.on.ca.

Speak through the Chair

When addressing Committee/Council or answering a question, regardless of where the question came from, you should always address your comments to the Chair or Warden. This helps maintain order in the meeting. The Warden is addressed as Warden, Your Worship, or Mr. Warden and the Chair of the Committee can be addressed as Chair.

Speak into the microphone

When addressing Committee/Council or answering a question, regardless of where the question came from, always use the microphone.

If you must move from your position to use the microphone, please adjust the microphone to your speaking level before you begin speaking.
If you have moved back to a seat in the gallery and you are asked another question, please return to the microphone to respond.
Do not try to address Council/Committee from a seat in the audience.

Test your presentation materials before the meeting

If you are presenting drawings, documents, or PowerPoint Presentation that you wish to display using the projector, ensure your presentation can be properly loaded and displayed. Email or copy your PowerPoint Presentation onto a USB stick or burn it to a CD-ROM, it can then be plugged into the County's laptop. If you need information regarding the presentation equipment in the Council Chambers, contact the Clerk's Department at (613) 342-3840, Extension 2454 or 2307.

Ask Us for Advice - we're here to help you

If you need assistance or advice regarding making a presentation to Committee/Council, contact the County Clerk at (613) 342-3840 Extension 2454 or Clerk@uclg.on.ca. We are here to help make your presentation successful.

Delegation Request Form

The request for a delegation, any written submissions, and background information for consideration by Committee/Council, must be submitted to the County Clerk's office by noon on the Tuesday one week prior to the scheduled meeting.

Delegation Request Form