Guide for Delegations

The following information is intended to assist you in presenting your views and concerns to Essex Town Council.

What is a Delegation?

Members of the public who wish to make a presentation to Council on their own behalf or on behalf of a company or organization are called delegations.

Before you make a request

Before deciding to appear before Council, please consider discussing your concerns with a member of Council or Town staff.

Staff can provide valuable advice on many issues and may be able to address your concerns or assist in solving your problem without requiring a formal appearance before Council.

How to make a request

Any person who wishes to appear before Council as a Delegation on a matter that relates specifically to a matter contained in the Regular Council Meeting Agenda shall submit a Delegation Request Form no later than 4:30 PM on the Friday immediately preceding the date of the Regular Council Meeting. The Clerk shall have the sole authority to determine if the subject matter does in fact relate specifically to a matter contained in the Regular Council Meeting Agenda for purposes of allowing or denying the Delegation and the Clerk will introduce such Delegation Request Form(s) at the time of adopting the Published Agenda.

The form collects contact information and details on the issue you wish to present to Council and, if relevant, any steps you've already taken to resolve the matter.

Copies of printed or presentation materials must be provided to the Clerk in advance of the meeting.

Rules for Delegations

Delegations are heard by Council at the beginning of the meeting. The Clerk will invite you to approach Council to make your presentation.

The following rules are intended to provide guidance in addressing Council:

• Prior to beginning your presentation, state your name as you would like to be addressed by Council.
• If you are a group of individuals, you should designate one individual as the spokesperson for the group. Up to 3 members of a group may sit at the Delegation table and contribute to the presentation, but every effort should be made not to repeat what has already been said.
• Your presentation may not exceed 5 minutes. Once the 5 minutes is up, you may not speak further without permission from Council. Groups of up to 3 members may speak for 10 minutes total.
• You must direct your comments to the Chair, which is generally the Mayor, and address the Mayor as "Your Worship". When referring to Councillors by name, you should use their title and last name (e.g. Councillor Smith).

Procedural rules for the conduct of meetings, as set out in By-law 2159 and By-Law 2230, are followed by Essex Town Council. In keeping with those rules, you must observe proper decorum in the Council Chambers and follow directions given by the Chair. Please refrain from the following:

• Speaking disrespectfully of any person
• Using offensive language
• Speaking on any subject other than the subject for which you received approval to address Council
• Disobeying the rules of procedure or a decision of the Mayor/Chair
• Entering into cross-debate with other delegations, Council members, the Mayor/Chair, or Town staff.

After your presentation, you should remain at the table to answer questions from Council members. The Chair will determine when the question period is over and will thank you for your presentation. At this point you may leave the table and return to the gallery. Council may then debate the issue or deal with it in the order in which it appears on the agenda.

Council will move to the next item on the agenda immediately after your matter is dealt with.

How to contact the Clerk's Office

Clerk's Office
33 Talbot Street South
Essex, Ontario N8M 1A8
Phone: 519-776-7336 ext. 1100 or 1101
Email: clerks@essex.ca
Office Hours: Monday to Friday
8:30 a.m. to 4:30 p.m.