HomeMy WebLinkAboutADM 110-001 Presentations and Delegations to Committee and Council Meetingscity 0,1
DICKERING
Procedure
Procedure Title: Presentations and Delegations to Committee
& Council Meetings
Procedure Number
ADM 110-001
Reference
Procedural By-law
Corporate Protocols Policy ADM 110
Date Originated
(m/d/y)
May 17, 2004
Date Revised
(m/d/y)
January 2009
May 2012
February 2018
Pages
7
Approval: Chief A-nistra,•r `' Officer
Procedure Objective
Point of Contact
City Clerk
The Corporation of the City of Pickering is committed to recognizing our community events and
accomplishments and the embracing of public input.
The objective of this Procedure is to:
1. Provide procedures for accepting and coordinating presentations and delegations at
Committee and Council meetings.
2. Support local charities and community groups through recognition of significant events
and/or achievements.
3. Ensure fairness, equity and consistency in any recognition activities and maximize
promotional opportunities for the charity/group and the City of Pickering of these events
and/or achievements.
4. Promote open dialogue with the public to ensure fairness, equity and consistency to each
person, group or organization wishing to address Council.
Index
01 Definitions
02 Responsibilities
03 Presentation Procedures
04 Delegation Procedures
05 Conduct of the Delegation
06 Audio Visual Equipment Use
01 Definitions
01.01 Award— a prize, grant, honour, gift, decoration or medal presented to a person,
group or organization, or representative thereof. Also includes certificates, pins,
buttons, flags, or a financial gift in the form of a cheque.
01.02 Charity— a Pickering based not-for-profit organization or a not-for-profit
organization that serves Pickering residents, whose mandate is to benefit the
community at large through the relief of poverty, advancement of education,
advancement of religion, or any other charitable purpose beneficial to the
community. This may include, but is not limited to groups that have cultural,
ethnic, aboriginal, historic or heritage pursuits and their physical facilities,
community projects undertaken by service organizations, improvement of quality of
health, medical research, treatment programs, preventative programs, and their
physical facilities, sporting and recreational public facilities, amateur sporting
leagues or associations administering activities solely for children or youth
development.
01.03 Delegation — a person, group, organization, representative or consultant, who
addresses Council at a Committee or Council meeting regarding a specific issue.
01.04 Presentation— a ceremonial presentation to or from the City of Pickering.
02 Responsibilities
02.01 Council to direct any requests for presentations or delegations to the City Clerk no
later than fourteen (14) days preceding the Committee or Council Meeting.
02.02 Chief Administrative Officer to coordinate presentations or delegations in
consultation with the City Clerk.
02.03 City Clerk to receive, process and approve requests for presentations and
delegations in accordance with this Procedure by:
a) notifying the Mayor;
b) ensuring that the preparation of all items for a presentation or delegation are
available for the meeting; and
c) act as the City of Pickering's liaison for all presentations and delegations.
02.04 All City of Pickering Departments to direct any requests for presentations or
delegations to the City Clerk, coordinate any relevant information and provide
support where required.
Procedure Title: Presentations and Delegations to Committee & Council Meetings Page 2 of 7
Procedure Number: ADM 110-001
03 Presentation Procedures
03.01 In accordance with the Procedural By-law, charities, organizations or individuals
wishing to address Council to inform members of special events or achievements
shall contact the City Clerk and request the opportunity to be granted presentation
status.
03.02 Presentations are only conducted at Council Meetings, unless otherwise
scheduled for a Committee Meeting due to timelines that do not coordinate with a
Council Meeting date and in collaboration with the Mayor, CAO and City Clerk.
03.03 Presentations may include, but are not limited to:
a) Civic recognition/awards that are of significance to the broader City of
Pickering.
b) Presentations to Members of Council by senior levels of government or other
municipal governments.
c) Presentations to Members of Council by a charity, organization or individual as
approved by the Mayor.
03.04 The request for presentation status shall be in writing, detailing the following
information:
a) name, address, telephone/mobile number and email address;
b) full names of all presenters;
c) date you wish to make presentation; and
d) an outline of the topic and any background information.
03.05 The request must be submitted to the City Clerk no later than fourteen (14) days
preceding the Council Meeting that the presentation request is being made for.
03.06 The presentation will become a public document and may be posted on the City of
Pickering's website. All City of Pickering meetings are video streamed or
cablecast and archived to the City of Pickering website.
03.07 The City Clerk shall notify the Mayor and Chief Administrative Officer by email
upon receipt of the request for presentation status and in consultation with them,
determine whether the City of Pickering can meet the requested date.
Procedure Title: Presentations and Delegations to Committee & Council Meetings Page 3 of 7
Procedure Number: ADM 110-001
03.08 The City Clerk will confirm presentation status to the requestor in writing. Until
written confirmation is received by the City Clerk, the request is not granted.
Requested presentation dates are not guaranteed and are subject to change.
03.09 Once the presentation has been confirmed, if there are any changes to
presentation (i.e. date, persons attending) the City Clerk's Office must be notified
immediately.
03.10 When requests for presentation to Council originate from an external organization,
1the originator will be responsible for providing background information to be used
in the creation of speaking notes for the Mayor. The background information is to
be received by the City Clerk's Office at least five (5) days in advance of the
meeting date.
03.11 When requests for a presentation to Council originate from an internal department,
it will be the responsibility of the internal department to provide speaking notes for
the Mayor. The background information is to be received by the City Clerk's Office
at least five (5) days in advance of the meeting date.
03.12 A presentation checklist to determine requirements for the presentation will be
completed by the City Clerk's Office before the presentation date, (i.e. Model
Release form, photography, speaking notes, reserved seating, collection of
awards, promotional items).
03.13 Any material or information regarding the presentation must be given to the
Mayor's Executive Assistant five (5) working days prior to the presentation by the
Mayor.
03.14 The Mayor's Executive Assistant shall give presentation items to the Councillors'
Executive Assistant to ensure that the necessary material(s) is placed in the
designated secure area of the Council Chambers so that it is readily available for
the presentation. The Councillors' Executive Assistant shall confirm with the City
Clerk once in place.
03.15 It shall be the duty of the Mayor to make presentations and to accept
presentations, on behalf of Council, at scheduled Council Meetings.
03.16 The Mayor may accept or present jointly with other Members of Council or staff as
deemed appropriate.
Procedure Title: Presentations and Delegations to Committee & Council Meetings Page 4 of 7
Procedure Number: ADM 110-001
04 Delegations Procedure
04.01 Delegations are encouraged to appear before the Standing Committee having
charge of the matter which is the subject of the delegation.
04.02 Delegations that have appeared at a Standing Committee regarding a particular
matter and wish to appear at a Council Meeting on the same matter can only do so
if they are submitting additional or new information.
04.03 All delegations for items listed on an agenda shall register in writing with the City
Clerk by 12:00 noon on the meeting date.
04.04 All delegations for items not listed on an agenda shall register ten (10) days prior
to the meeting date. In consultation with the Chief Administrative Officer it will be
determined whether the City of Pickering can meet the requested date. In some
cases the City Clerk and/or CAO will direct the delegation to a City of Pickering
Department for additional information before approval of the delegation is made
depending on the nature of the delegation request. Requested delegation dates
for items not on an agenda are not guaranteed and are subject to change.
04.05 Delegation requests must be submitted by the person who is making the
delegation and can be submitted by using the delegation form on the City of
Pickering's website, emailing the request directly to the Committee Coordinator or
by written submission.
04.06 The request for Delegation status shall detail the following information:
a) name, address, telephone/mobile number and email address;
b) full name;
c) date proposed to make presentation; and
d) an outline of the topic and any background information.
04.07 The City Clerk will confirm delegation status to the requestor in writing. Until
written confirmation is received from the City Clerk the request is not granted.
04.08 Once approval is confirmed, by the City Clerk, the Committee Coordinator reviews
the following with the delegation:
• date of meeting
• timelines
• protocols
• audio visual requirements
• supporting documentation
Procedure Title: Presentations and Delegations to Committee & Council Meetings Page 5 of 7
Procedure Number: ADM 110-001
04.09 Delegations are encouraged to submit a written brief and, if the brief is submitted
to the City Clerk by 12:00 noon on the Friday preceding the Committee or Council
Meeting, it shall be copied and distributed as "Delegation" submissions to
Members of Council.
04.10 The delegation will become a public document and may be posted on the City of
Pickering's website. All City of Pickering meetings are video streamed or
cablecast and archived on the City of Pickering's website for the term of Council.
04.11 Once the delegation has been confirmed, if there are any changes to the
delegation (i.e. date, persons attending) the City Clerk's Office must be notified
immediately.
04.12 Delegations have a maximum of 10 minutes to present their position at a Meeting.
04.13 Delegations shall be listed in the agenda in the order in which requests were
received by the City Clerk. It should be understood that where more than one
person wishes to make a presentation on a particular matter, the proponent or his
or her authorized representative will be listed last in order to afford the proponent
the opportunity of making a presentation after all other interested persons have
done so.
04.14 Delegations that have not registered in writing by the timelines noted shall only be
heard at a Committee or Council Meeting if permitted by a two-thirds majority vote
of Members of Council present at the meeting.
04.15 Delegations at a Statutory Public Meeting will be permitted from the gallery without
prior registration only during the Statutory Public Information Meeting portion of a
Committee or Council Meeting held under the provisions of the Planning Act, or
prior to the adoption of certain by-laws at a Council Meeting, if required to comply
with applicable laws.
04.16 Delegations which appear at a Committee or Council Meeting and request that
action be taken by the Council shall, if required by a majority of the Members
present at the Committee or Council Meeting, be referred to City of Pickering staff
for a report that shall be dealt with at a future Meeting of Council.
04.17 Delegations by staff or Consultants will be noted with the Report they are speaking
to and the timelines for the request to speak is the same timeline as the report
deadline schedule.
05 Conduct of the Delegation
05.01 The Chair may curtail any delegation and any questions to a delegation for
disorder or any other breach of this by-law. If the Chair rules that the delegation is
concluded, the person or persons appearing shall end the delegation.
Procedure Title: Presentations and Delegations to Committee & Council Meetings Page 6 of 7
Procedure Number: ADM 110-001
05.02 Delegations shall not:
a) speak disrespectfully of any person;
b) use offensive words;
c) speak on any subject other than the subject for which they have received
approval to address Committee or Council;
d) disobey a decision of the Chair or Committee or Council; and
e) debate with other delegations, City staff, Council Members or the Chair.
06 Audio Visual Equipment Use
06.01 The City of Pickering's audio visual equipment may be used to assist in
presentations by delegations, provided that permission has been obtained for use
of such equipment from the City Clerk at least five (5) working days prior to the
meeting date. All presentation materials must be provided to the City Clerk by
12:00 noon on the Friday prior to the meeting at which the delegation is to appear.
Procedure Title: Presentations and Delegations to Committee & Council Meetings Page 7 of 7
Procedure Number: ADM 110-001