To speak to a committee, you must first apply. You are encouraged to submit your application at least 7 working* days prior to the scheduled meeting so that you qualify to speak on any topic within the specific committee’s terms of reference. You do not need to wait for the agenda to be published to apply and may withdraw your application at any time. What is 7 working days prior? This means weekends, Holidays, the day you apply and the meeting day are not included in the number of days counted. Example: If the meeting date is Thursday, April 20, 2017, applications must be received by no later than Thursday, April 6th. Why? The day your application is received, weekends, Good Friday and Easter Monday do not count.
Submit a written request to the Board & Information departure and ensure the following required information is included:
- your contact information. This information is needed in the event of a meeting change or cancellation,
- the name of the designated speaker (if not you),
- the name of the Committee you wish to speak to,
- the date of the meeting you wish to speak at,
- the subject of your presentation,
- the specific action you are asking the committee to take, and
- a summary of your presentation*
What if the deadline has already passed?
No problem, submit your application right away. You may apply as a delegation after the deadline and up to the start of a meeting if there is a report on the agenda that relates to your subject.
If you are applying late also include:
- the circumstances preventing you from giving earlier notice,
- how your interests are affected by a report on the agenda, and
- the name of the report on the agenda that you wish to speak to.
*Note regarding the summary: It is important to provide a summary of your presentation for inclusion in the agenda package so that committee members are familiar with your subject. The Summary can be up to two pages (single sided). Copies of presentations or other handouts cannot be distributed at meetings however, you may submit to the Corporate Officer, prior to or at the meeting, a copy of your complete presentation or other relevant background material for the record. Your summary and any presentation material provided are public and may be published to the Metro Vancouver website.
How do I address the elected officials?
When it is your turn to address the members, the Chair will call your name. At that point, step up to the presenter’s desk and be seated. Be sure to speak directly into the microphone on the table so that all members and the audience can hear you.
When addressing Committee or Board members, make your comments to the Chair. This helps maintain order in the meeting. Address the chair as Mr. Chair or Madam Chair, as appropriate.
Delegations have a maximum of five minutes to present.