Presenting information to Council and its Committees
Council welcomes and encourages public input. The following is intended to help you provide information and comments about items on Council and Standing Committee agendas.
Submitting written comments
o When you submit written comments, you will need to include the full name and address of the presenter and who they are representing, if applicable.
o Any comments submitted in writing to Council and its Standing Committees are considered public documents which may be posted on the Town of Sussex website.
o Written submissions can be forwarded in two ways. The first is by hard copy, and this can be sent to:
o An alternate method of submission is to send the presentation and information via email.
o If the Clerk's department receives the submission no later than noon on the day of the meeting, then only one copy of the presentation and information is needed. The Clerk's department will make sure the material is distributed before the meeting. However, if the submission will be coming in after noon, then 12 copies of the written material will be required to be provide to the office of the Clerk's department for distribution at the time of the meeting / presentation.
Speaking at meetings (delegations)
Individuals appearing in person to present information at meetings are referred to as "Delegations" as defined in Council's Procedure By-law. The By-law also outlines the times allotted to a delegation to make their presentation and is generally limited to a 10 minutes verbal presentation. The following are a areas of note that will assist Delegations to present:
- Delegations may only speak to items that are listed on the agenda for that meeting.
- All delegations shall address their comments through the Chairperson presiding over the meeting.
- Delegations are permitted to speak for a maximum of ten minutes, unless otherwise authorized by the Chairperson.
- Delegations appearing before Council, who have previously appeared on the same subject matter, shall be limited to providing only new information in subsequent presentations.
- Delegations intending to present PowerPoint or computer generated materials are required to forward the electronic file to the Clerk's Office by noon the day of the meeting. This will allow technical support to find out if the material is compatible with the town's system and to properly load the materials for presentation.
- Once a delegate has finished, the Chair of the meeting will ask Members of Council or Committee if anyone has questions for the delegate.
- Delegations planning to ask questions relating to the item they are addressing are encouraged to submit them, in writing, to the Clerk prior to the meeting.
- Delegations relating to public hearing of items at Planning & Advisory Committee (PAC) are required to file a written outline of the submission with the Town Clerk
Registering to speak at meeting
- Delegations to Council meetings must be registered with the Clerk's Office no later than noon on the day of the meeting.
What you should know:
- Delegations are heard at the beginning of the meeting.
- Delegations are not permitted to speak to an item after the matter under consideration has been confined to table.