Making a presentation to Council
Opportunities to speak to Council
Preparing your presentation
Meeting procedures
Tips for making your presentation
Topics that cannot be discussed
Written statements
Use of audio-visual materials
Staff in Legislative and Legal Services prepare the Council agendas and coordinate public presentations. Call the Legislative Officer at 464-8105:
- to register to speak to Council
- for information on Council meeting procedures
- for dates and times of Council meetings
- for the time that an item is scheduled on an agenda
Strathcona County Council generally meets twice a month on Tuesdays.
- Dates and times of Council meetings are advertised in the local newspaper and are posted on our website.
- The meetings are held in Council Chambers on the main floor of the Community Centre, 2001 Sherwood Drive in Sherwood Park. Free public parking is available on the north side of the building.
- All Council meetings are open to the public. Residents are welcome to attend and observe the proceedings.
- The agenda and Council packages (reports) are posted to the County's website the Friday prior to each Council meeting, usually by 4:30 p.m. A paper copy is also available from the Strathcona County Library and the office of Legislative and Legal Services by the Friday prior to each meeting; or at the Council meeting.
Opportunities to speak to Council
1. Council open house
Council holds an open house as part of the first regular Council meeting of each month at 5:30 p.m. to hear from residents once on most topics.
2. Public hearings
Most public hearings deal with land use planning and development, and are required by the Municipal Government Act. Public hearings enable residents who might be affected by a proposed development to provide direct input to Council's decision. The process also allows the applicants who are proposing the development to address Council and clarify issues that may be raised during the public hearing.
Public hearings are held on Tuesdays at either 5 p.m. or 7 p.m. during regular Council meetings. They are advertised in the local newspaper.
3. Public input sessions
Council sometimes holds special sessions to obtain public opinion on a specific issue. Public input sessions usually take place during regular Council meetings and are also advertised in the local newspaper.
4. Public presentations
Public presentations may be arranged for special recognition of community members, organizations and events, or for award presentations.
To request the opportunity to make a public presentation, contact the Legislative Officer at least 12 days before the meeting. Include with your request:
- your name and address
- the reason for the presentation
- the length of time required for the presentation if five minutes is not enough
The Mayor's Executive Committee will decide whether the presentation should be made at a Council open house or whether time should be set aside on the Council meeting agenda.
Preparing your presentation
Register in advance: call 780-464-8105.
If you want to speak at a Council open house, public hearing or public input session, you are strongly encouraged to register in advance so that you can be sure time is set aside for your presentation. When you register, you will be asked for your name, address and topic.
Council always hears first from people registered to speak. If there is time, Council will hear from people not registered.
If you register to speak and then are unable to attend, please let us know. You may authorize someone else to speak on your behalf and this authorization is best provided in writing. If possible, send it in advance to Legislative and Legal Services, otherwise have your representative bring it to the meeting.
If you are a registered speaker in attendance at a meeting, you must speak on your own behalf. You cannot give your time to another speaker or bring a representative to speak for you unless you have Council's approval.
Meeting procedures
The names of people registered to speak are given to the Mayor. When it is your turn, the Mayor will call you forward, and invite you to sit at the table directly in front of Council.
When you have finished your presentation, please remain at the table if Council members have questions.
Tips for making your presentation to Council
- Once you are seated at the presentation table, state your name and give the spelling of your last name.
- Speak directly into the microphone to ensure you are heard.
- Address the Mayor as "Madam Mayor."
- When responding to questions from Council, direct your answers through the Mayor.
- Time limit
Each speaker has five minutes to make his or her presentation. The five-minute limit applies even if a speaker represents other people; however, Council may decide otherwise, depending on the specific circumstances. Another five minutes is allowed for questions from Council.
We follow these time limits in order to give everyone a fair opportunity to speak, and to allow as many people to speak as possible.
Topics that cannot be discussed with Council
While most matters can be discussed at a public
meeting with Council, a few cannot. These include:
- matters that must be kept confidential under the Freedom of Information and Protection of Privacy Act: for example, personnel matters
- decisions of the Subdivision and Development Appeal Board or the Assessment Review Board
If you are wondering whether your topic can be discussed, check with Legislative and Legal Services.
Written statements are welcome
If you have a written submission you would like Council to read, Legislative and Legal Services staff will make copies and distribute it to Council in advance of the meeting. You can provide it by email to(kelly.kruger@strathcona.ca) or as a paper copy. For a Tuesday Council meeting, we need your submission by 4:30 p.m. on the Wednesday prior to the Council meeting. You can also leave written material with the Legislative Officer at the Council meeting for distribution later to Council. All written presentations will become a matter of public record.
Use of audio-visual materials
You are welcome to use audio-visuals as part of your presentation if you stay within the five-minute limit. PowerPoint presentations are permitted and should be e-mailed to the Legislative Officer one week in advance.
If you plan to use photographs, video or other audio-visuals, please let Legislative and Legal Services know ahead of time. We will make sure the right equipment is on hand.
How you will learn of Council decisions
At public hearings, Council will make a decision about each item immediately after the conclusion of the hearing. You are welcome to stay in Council Chambers to hear the decision.
Some items may be referred to County administration or a committee for further work or research, and reviewed again by Council at a future meeting.
If this is the case, the Mayor will let you know to whom the matter is being referred. A staff person will notify you at another time of the outcome of the administrative review or of the date and time that your item will come back to Council.
Further information
- Dates and times of Council meetings
- check the local newspaper
To register to speak at a Council meeting contact:
Strathcona County Legislative and Legal Services
County Hall
2001 Sherwood Drive
Sherwood Park, Alberta T8A 3W7
Phone: 780-464-8105
Fax: 780-464-8194
Last updated: Friday, January 04, 2013
Page ID: 2861