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Municipality of the District of St. Mary's
Presentations to Council Policy
1. Purpose
To provide an opportunity for members of the public to make presentations to Council and Municipal
Committees. It is intended to guide the CAO when approving or scheduling requests from the public to
make a presentation and help manage the impact of public presentations on Council and Municipal
Committee agendas.
2. Authority
The Municipality takes its authority for this policy under the provisions set out in section 48(3) of the
Municipal Government Act which states, "the council may adopt policies on any matter that the council
considers conducive to the effective management of the municipality."
3. Scope
This policy applies to presentations from members of the public, community organizations,
businesses, and government organizations.
4. Procedure
4.1. To obtain approval to make a presentation, the applicant shall submit a complete Form PCP-1 -
Request for Making a Presentation in writing or electronically, identifying:
a.
the nature of the presentation to be made; and
b.
the name, address, and phone number of the presenters.
4.2. The CAO will determine the most appropriate Committee/Council meeting to accommodate the
request and give the request appropriate consideration. A written or electronic copy of the
presentation may accompany the Form PCP-1 at this time.
4.3. Upon receipt of a properly completed application, the CAO shall review the application. The
application may be:
a. Placed on an appropriate agenda (Committee or Council).
b. Provided to Council as a written submission only.
c. Refused if it is determined that the subject matter is outside the jurisdiction of the
Municipality.
Municipality of the District of St. Mary's
Presentations to Council Policy
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4.4. If a presentation is approved a written or electronic copy of the presentation, if not submitted with
the application, must be submitted to the Municipal Clerk at least five business days before the
scheduled presentation. Where this deadline is not met, further consideration of the request may be
postponed, and the presenter will be appropriately notified.
4.5. After consultation with the Warden, the CAO may refuse any request to make a presentation for any
reason deemed appropriate by the CAO. Any application to make a presentation to
Committee/Council which is rejected by the CAO shall be immediately reported electronically to all
council members for information purposes.
4.6. Failure to adhere to the requirements outlined herein is basis for rejection.
4.7. Approved presentations placed on a Council or Committee agenda shall be scheduled, subject to the
following criteria:
a. A maximum of one (1) public presentation shall be scheduled per meeting, unless emergency
situations exist or if there is cause for more presentations as determined by the CAO and/or
Warden.
b. Each presentation shall deal with one topic only.
c. Each presentation shall be no more than Fifteen (15) minutes.
d. An additional ten (10) minutes will be allocated for discussion (questions/answers).
e. The presentation shall be relevant and timely.
f.
Members of Committee/Council may ask questions of the presenter(s).
g. There shall be no debate of the subject matter of the presentation, at the time of the
presentation.
4.8. Any persons making a presentation shall:
a. Be formally introduced at the beginning of the presentation;
b. Not speak disrespectfully of any person;
c. Not use offensive language;
d. Not speak on any subject other than the subject for which they have received approval;
e. Not disobey any decision of the Chairperson;
f.
Not enter into cross debate with other delegations, staff or Committee/Council members.
4.9. Only individuals listed as Presenters on Form PCP-1- Request for Making a Presentation may speak
during the presentation.
Municipality of the District of St. Mary's
Presentations to Council Policy
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4.10.
Please note that all presentations are held at a public meeting, therefore, the Presenters' name
and topic will be added to the agenda, which is made available to the public and posted on the
Municipality of the District of St. Mary's website and social media. Personal contact information will
not form part of the agenda but may be subject to the provisions of the Freedom of Information and
Protection of Privacy Act.
4.11.
The Chairperson may curtail any presentation, questions or debate for disorder or any other
breach of these conduct expectations.
5. Related Policies, Procedures and Legislation
- Council Procedural Policy
- Meetings of Council - Electronic Devices Policy
6. Revisions
6.1
The Municipality shall ensure that this policy is reviewed at least every four years and,
where necessary revised.
_____________________________________________________________________________________________
Municipal Clerk
Date
Municipality of the District of St. Mary's
Presentations to Council Policy
Page 1 of 2
FORM PCP-1
REQUEST FOR MAKING A PRESENTATION
Meetings of Municipal Council and Municipal Committees are held at the St. Mary's
Municipal Office, 8296 Highway #7, Sherbrooke, Nova Scotia.
No more than one (1) public presentation will be scheduled on the agenda of each
Committee/Council meeting. Each presentation is limited to fifteen (15) minutes and ten
(10) minutes will be allotted for discussion. Please refer to the Presentations to Council policy for
more information.
1)
Names of Presenters :
2)
Address:
3)
Phone:
Email:
4)
Reason you wish to appear before Committee/Council (provide a brief summary of
presentation/identify specific requests for funding, if any):
_____
_____
5)
Are you representing:
Yourself
An Organization/Society/Club (Name):____________________________________
A Business (Name):
______
Other (Please Specify): ___________________________________________
Please attach a paper or electronic copy of your presentation to this application or
submit it no later than five business days before the Committee/Council meeting.
Note: Failure to provide a paper or electronic copy of your presentation will result
in the processing of this request to be delayed or your scheduled presentation
postponed until the required information is received.
Please return the completed form to:
Municipality of St. Mary's C/O Chief Administrative Officer
8296 Highway #7 PO Box 296, Sherbrooke NS B0J 3C0
Email: [email protected]
Municipality of the District of St. Mary's
Presentations to Council Policy
Page 2 of 2
Once you have read the Municipality of St. Mary's Presentations to Council policy, please
confirm you have read and understand the conditions contained therein by signing this form in
the space provided below.
I have read the St. Mary's Presentations to Council Policy and understand the conditions under which
an opportunity to make a presentation to Council or Municipal Committee will be provided.
__________________________________________
Signature
Date
For Office Use Only
Date Request Received: ______________
Approved: _________________________
Refused:
Reason for Refusal:
Applicant Notification Date
If Approved, Date of Presentation:
Municipality of the District of St. Mary's
Presentations to Council Policy
Page 2 of 2
SCHEDULE A
"Policy Record"
This policy will be reviewed at least once annually. The "Policy Review Record" will be updated accordingly
to reflect policy review and amendment dates.
Date of Review
Section(s) Updated
Council Approval Date
Adoption of Policy
April 10, 1995
June 2019
June 10, 2019
July 2022
2, 3, 4.3, 5, 6, 7