A Citizen's Guide to Making a Public Presentation to Council, Committees of Council and Advisory Panels
We’ve put together this simple guide to help you prepare your presentation. Providing the right material can help Council make informed decisions.
What is a Community Delegation?
A Community Delegation is any citizen or group of citizens who represent a recognized community group or organization who wish to make a presentation at a meeting to address existing or proposed municipal policies or initiatives.
Community Delegations are usually heard by a Committee of Council or Advisory Panel. Requests for new funding may only be heard at scheduled public input meetings during municipal budget deliberations.
Making a Request to Appear
Community Delegations are required to submit a letter, preferably written on community group or organizational letterhead, or from the organization’s email account, describing how the presentation will relate to existing or proposed municipal policies or initiatives and the desired outcome of the presentation.
The letter must include a primary contact name, telephone number, mailing address and email, as well as the name(s) of the individual(s) who will make the presentation. A maximum of three people may appear at the podium at the same time.
Clerk’s Services will review the letter of request in context of the City of Greater Sudbury’s Procedure By-Law 2011-235 to determine if the topic is appropriate as an agenda item.
If the topic is appropriate as an agenda item, municipal staff will contact the delegation representative with the scheduled date and time for the presentation and the letter of request will be included in the agenda for the chosen meeting date. All information contained in the letter, including names, is available to the public through the meeting agenda.
In some circumstances, a Community Delegation may not be placed on an agenda, in which case the information provided may be circulated for information.
Community Delegations may mail or deliver their letter of request to: Clerk’s Services, Tom Davies Square, 200 Brady Street, Box 5000, Station A, Sudbury, ON P3A 5P3
Before the Meeting
Prepare your presentation. Community Delegations have a maximum of 10 minutes to speak at meetings of Council, Council Committees and Advisory Panels; however, at Public Input Meetings, speakers are limited to five minutes. As a general rule, one slide is equal to approximately one minute of speaking time. Presenters are required to provide any background materials to Clerk’s Services at least one week before the meeting to allow time for duplication.
If your presentation makes use of any visual aids, such as PowerPoint presentations, please provide them to Clerk's Services at least one day before the meeting. We’ll do all the set up – all you have to do is speak.
Please be advised that this is a public process. The City of Greater Sudbury livestreams meetings of Council and Committees and any materials submitted including pictures, presentations, written submissions, etc., will form part of the public agenda. All agenda content is a permanent record of the corporation.
It is the Community Delegation's responsibility to ensure that prior to submission of presentation materials to the City of Greater Sudbury, consent has been obtained for the Collection of Personal Information and use of pictures and their disclosure to the general public in print, digital, electronic, audio or any other format.
At the Meeting
Wait until the Chair announces your presentation before going to the podium.
Remember to introduce yourself, as well as anyone who may be accompanying you to the podium (up to three people). State the reason for your presentation.
The Chair of the meeting is responsible for conducting the meeting and ensuring proper meeting decorum. Always follow directions and instructions from the Chair.
Address your presentation and answers to any questions to the chairperson. The proper protocol is to say, “Through you, Mr./Madam Chair” or, if the Mayor is chairing the meeting, “Through you, Your Worship.”
Make eye contact with your audience and try not to read directly from your slides or speaking notes. Many excellent resources for effective speaking and presentation techniques are available online and at the Greater Sudbury Public Library.
Once you have finished speaking, remain at the podium until you have been thanked by the Chair. The Chair may ask you to answer questions. Please wait for direction from the Chair before responding to comments or questions from the members.
TIP: Meetings are held in English, but delegations may address Members in either English or French.
Notice of Collection:
Personal information is collected under the authority of section 10 of the Municipal Act, 2001, S.O. 2001, c. 25 for the purpose of registering a Community Delegation for a presentation to Greater Sudbury Council, Council Committees or Citizen Advisory Panels. The originator's name and address, and that of other members of the Community Delegation, as well as any material submitted, become part of the public record, may be viewed by the general public and may be published in a report to Council, included in a Council Agenda and posted on the City's website. Questions relating to the collection, use and disclosure of this personal information may be addressed to the Deputy City Clerk at PO Box 5000, Stn A, 200 Brady St. Sudbury, ON, P3A 5P3. Telephone 705-674-4455, ext. 2010.