In order to make a presentation to Council, please see below for the appropriate process. Please ensure all listed guidelines are followed in order to simplify the process of making a presentation.
**Please note - If the topic you are interested in speaking to is already being discussed as part of a Council Meeting Agenda, there is a designated time for community members to speak to agenda items. There is no requirement to request a formal delegation if the issue of concern is a part of Council's agenda for the meeting you plan to attend.
The Process:
Anyone may request to speak to Prince Rupert City Council as a "delegation" within the City's Council Procedure Bylaw to request to present on relevant municipal matters to Council. Please provide a minimum 1 week notice of your request to the Corporate Administrator. The deadline for complete submissions to the Corporate Administrator of items for inclusion on the Council meeting Agenda must be 12:00 noon on the Monday prior to the meeting. Once your request is made, you will be designated as a "delegation” to speak.
To have an item placed on a Council agenda, you can address your request to:
Rosamaria Miller, Corporate Administrator
City of Prince Rupert
City Hall Corporate Administration
424 – 3rd Avenue West
Prince Rupert, B.C.
Canada V8J 1L7
Alternatively, you can email rosamaria.miller@princerupert.ca.
Additional Information on Delegations
- The Mayor shall have the authority to determine if the said subject matter warrants the delegation to come before Council at that particular meeting and may determine at which meeting of Council such delegation may appear and be heard.
- Each address must be limited to five (5) minutes.
- Groups defined as a community partner (e.g. other government agencies) delegations must be limited to ten (10) minutes no more than twice per year.
- The Council may waive strict compliance of the time limit by unanimous vote of those members present.
- To be considered each submission must include:
- The name and address of the person(s) that will address Council;
- A description of the matter to be presented;
- The request being made and the reason(s) for making the request;
- (where relevant) A Summary of current and proposed legislation and policy relevant to the request; and,
- A copy of all materials that will be discussed.
- A maximum of three (3) delegations will be scheduled per meeting, and
- A maximum of two (2) delegations will be heard on any given issue
- Council must not permit a delegation to address a meeting of the Council regarding a bylaw in respect of which a public hearing has been held, where the public hearing is required under an enactment as a pre-requisite to the adoption of the bylaw.
- A delegation must be not be permitted if the purpose is to address an issue which is before the courts or on which Council has authorized legal action.
For additional information on the procedures and regulations surrounding delegations to Council - see the full Council Procedure Bylaw.
See below for some tips for speaking to Council:
- Please keep your presentation brief. Council may hear numerous presentations, especially on controversial issues. For everyone to be heard, and a decision to be made, Council may limit speaking time.
- Council may ask you questions after your presentation.
- If you need audio-visual equipment for your presentation, your presentation must be provided no later than 4 pm on the Friday before the Council Meeting. Call the Corporate Administration at 250-627-0934 or email rosamaria.miller@princerupert.ca to provide your presentation.
- If you do not wish to speak to Council but still want to express your views, you may submit a letter or a written document. Similar to requests to present to Council, written submissions should reach the Corporate Administration Office one week (7 days) in advance of the meeting to be sure they can be distributed prior to the meeting.
Presenting to Council FAQ:
What should I include in my letter to Council?
Letters to Council should include the date, your first and last name, (if representing an organization include the organization’s name), your mailing address, daytime phone and fax number. Please outline the details of your request providing background information or any other details you feel will be helpful in presenting your information to Council. If it is your desire to address the Council Meeting, please include in your letter the name of the person who will be speaking to Council.
How much notice do I need to give?
The deadline for complete submissions to the Corporate Administrator of items for inclusion on the Council meeting Agenda must be 12:00 noon on the Monday prior to the meeting (a week in advance).
What types of issues does Council consider?
Items brought to Council meetings vary widely. Issues may include petitions, delegations or a variety of other concerns.
Are all requests to have an item discussed at a Council meeting granted?
Depending on the nature of the item you would like discussed, City Administration may be able to handle your request and it may not need to proceed to Council. There are also cases where a request will not be granted if a similar item has appeared on the Council Agenda in the recent months, or if the topic requested is outside of the jurisdiction of the municipality. For more information on those specific regulations. See the full Council Procedure Bylaw.
When will my issue be discussed?
Once your letter has been received and reviewed, City Administration will contact you, either by telephone or letter to provide information regarding your request to have your item placed before Council.
When are Council Meetings held?
Regular Council meetings are held the second and fourth Monday of each month, at 7:00 p.m. in the Council Chambers (upstairs) at City Hall 424 – 3rd Avenue West Prince Rupert, B.C. If any of these Mondays is a holiday, the Council will meet on the following Tuesday. Council meetings start at 7:00 p.m. precisely. Council meetings are televised on Channel 10 at 7:00 p.m. as the schedule of meetings reflects.
Are Council Meetings open to the public?
Yes. You are welcome to attend all regular Council Meetings. You may choose to stay for the entire regular Council Meeting or just for the items that interest you. We ask that cell phones be turned off or too silent while the Council Meeting is in session.
According to the Order of Business described below, each Council meeting also has a section dedicated to hearing public feedback on items that are on the agenda for that meeting.
What is the Order of Business at Regular Council Meetings?
Please note that the City's 2022 Council Procedure Bylaw has moved to a "Consent Agenda" process for Council Meetings. A "Consent Agenda" is a tool used to streamline meeting procedures by collecting routine, non-controversial items into a group whereby all are passed with a single motion and vote. Consent agenda items may include: approval of previous minutes; staff and committee reports provided for information only; and, correspondence requiring no action.
The agenda for all regular Council meetings contains the following matters in the order in which they are listed below, however, where appropriate for timing or other reasons, the Corporate Administrator may determine an alternative order or variation in the agenda:
- Call to Order
- Introduction of late items
- Approval of agenda
- Recess to Committee of the Whole - To hear all delegations and applicable staff presentations
- Reconvene Regular Meeting
- Public comment regarding agenda items (this opportunity is now available at every Council meeting)
- Consent Agenda
- Adoption of Council minutes
- Committee and Board Minutes and Reports
- Staff Reports for information purposes (No action required)
- Correspondence (No action required)
- Release of Closed Meeting items
- Committee and Board Recommendations
- Correspondence, Council decision requested
- Staff Reports
- Recess to Closed Meeting as required
- Reconvene Regular Meeting;
- Readings or adoption of bylaws where applicable where required, and approval of permits
- Land Matters
- Notice of Motion
- Business Arising
- Council Round Table & Public Question Period
- Adjournment
Public and statutory hearings are held at 6:00 p.m. the same day as the Regular Council Meeting unless otherwise posted.
How can I get a copy of the Council Agenda?
Copies of agenda items are available after 4:00 p.m. on the Friday prior to the Council Meeting, and can be picked up in the Administration Office at City Hall.
Will my item still be discussed if I don’t attend the meeting?
Yes.
Do I have to speak at the Council Meeting?
No, however, if you wish you may speak to your item. Please indicate your desire to address the Council Meeting in your letter, or contact the Corporate Administrator prior to the meeting. If you don’t wish to make a presentation you might choose to be available to answer any questions that the Mayor or Councilors may have.
How will I know when it is my turn to speak?
If the Corporate Administrator has been notified that you wish to speak, the Mayor will invite you to come forward to the microphone at the appropriate time.
How do I begin?
Begin by stating your name and, if applicable, the name of the company or group you are representing. If several members of a group are present, one person should be appointed to act as a spokesperson for the entire group. When addressing Council remember to keep your comments brief (5-10 minutes) and confined to the topic.
How do I address the Mayor?
The Mayor, or his/her delegate, is the Chairman of the meeting and should be addressed as “Your Worship”.
Can I ask Council or the Administration a question during my presentation?
If, while addressing Council, you wish to ask a question of someone in the Council Chambers, such as an individual member of Council or the City Administration, please direct your question to the Chairperson (Mayor or Acting Mayor).The Chairperson will then direct the individual concerned to respond to the question if felt it is appropriate to do so.
What do I do after my presentation?
Council may wish to ask you questions. Please remain standing at the microphone until excused by the Chairperson (Mayor or Acting Mayor).
When will a decision be made?
A decision will often be made at the Council Meeting if you have asked for a specific Motion to be considered by Council. However, there are occasions when additional information is required before Council can make an informed decision. In this event, the item will be tabled to a future Council Meeting until the additional information is received. The Corporate Administrator or designate will advise you via letter of Council’s decision with respect to your item.
Where can I get more information on this process?
The Office of the Corporate Administrator is your direct link to Council. Staff will provide you with as much assistance and current information as possible to ensure that your issue is brought to Council in a timely and impartial manner