Present to Council

What is a deputation?
Why does the city do this?
Where are they presented?
Why make a deputation?
When can you make a deputation?
How to arrange to speak
Preparing your deputation
Preparing to go to City Hall
On the day of your deputation
Tips for being most effective
The Deputation - What To Cover
Getting the facts to support your message.
Attend an Action Forum

What is a deputation?

A deputation is a formal written or verbal presentation to make your views known to City Council. City Council provides opportunities for citizens, community groups and agencies to present deputations.

Why does the city do this?

It is one way for municipal politicians to listen to those who elected them. In this way, City governments demonstrate they are open and accessible to the views of its citizens.

Where are they presented?

Deputations are generally made in front of Standing Committees, so you can inform the Councillors sitting on it. You cannot present at City Council, except for special meetings, like the annual budget consultations. Deputations are delivered orally to the committee at an appointed date and time. Written deputations may also be submitted. In the event you cannot be present, a written deputation will be submitted into the record, but will not be read aloud.

Why make a deputation?

This is a great way to educate your city Councillor about your issue and to get your message out publicly. You get your point of view on public record. And, it's one way of exercising your rights as a citizen and assuming responsibility for creating a quality city. As a woman you have a particular contribution to make in helping the views of diverse women to be known. Making a deputation allows you to speak to a group of politicians at one time and to ask and answer questions. The media are also often present.

When can you make a deputation?

You can only give a deputation if a Committee or City Council has opened "the floor" to it. This means allowing community members to present their views and opinions on the issue(s) in front of the committee. This usually happens when policy and funding directions are being introduced or reviewed. Deputations are usually heard at the beginning of each agenda item of the committee meeting, but committees may decide to hear deputations at specific times during their meetings.

How to arrange to speak

• Monitor the committee in question so that you know when time for deputations is scheduled. There are a number of ways to do this: you can check the City web site –City Council and Committee Agenda & Minutes, or better yet – get to know a friendly Councillor or the committee coordinator they often give warning if they think you should speak to an agenda item.
• Call the Committee Coordinator to get put on the list to address the committee; city council has a web site and telephone information line - Council and Committees 580-2470 or general information 580-2400 that can put you in touch with the coordinator of a specific Standing Committee.
• Ask when, and for how long you can speak – this will usually be only 3-5 minutes. If you have more than two people speaking, they can share this time or you can request two back-to-back spots.
• If you are a staff member at an agency it can be helpful to have a client/service user speak as well.
• Ask who else is addressing the committee
• Decide who is best to give the deputation from your organization – usually the politicians want to hear from a constituent (user of a service or member of an organization) but sometimes hearing from the chair or executive director of an organization is fine too
• If you need translation services, check if the clerk can arrange them, or if you may bring your own translator with you.

Preparing your deputation

• Write out what you want to say – there is a sample structure to guide you below.
• Make your deputation as personal as possible. Explain how the proposed cuts or changes will affect you, your family and your community.
• If you are a user of service that is at risk, explain what benefits you have gained from that service, what help a centre or agency gave you, and how the community would suffer if the program were gone.
• Deputations that use statistics to help make a point are good, but only use a few and be prepared to back up the statistic if asked by a Councillor.
• Practice reading or saying it out loud before hand. Time it to be sure you are under the time limit! If you are close to the time, you will feel the pressure to rush. Better to keep it short.
• If you are speaking in your second-language, plan to give yourself the time you need to present. You may choose to say a few words in your first language.
• Anticipate some questions you may be asked and prepare answers.
• Have a number of written copies of your presentation to distribute at the committee. Or you can ask the clerk if you can send these ahead.

Preparing to go to City Hall

Depending upon the agenda, you may have a lengthy wait. Be prepared. There is nothing worse than knowing you are yet to come up on the agenda, but the kids have to be met at the bus. Avoid this problem:

• Get an estimated time for when you will be presenting your deputation. You may do this by asking the Committee Coordinator. Or, check the city web site where Standing Committee agendas are to be posted on the Friday preceding the committee meeting. You can estimate when you will speak based on your order in the agenda.
• Best to make arrangements at home or work so you can be there longer, if possible. Who will look after the kids? Ask your organization to help you.
• When thinking about what to wear, consider the message you want to convey. A neat appearance that is representative of the community you are representing is most effective.
• In the event that you will have to leave at before your opportunity to speak, arrange for someone to read your statement on your behalf.
• You may want to bring a lunch or money to buy one just in case you are still there when the Committee breaks for lunch.

Invite others to go with you to show wider community support and to be a support to you. Sometimes, a few people will go up to the table to sit beside or stand behind the person presenting the deputation.

On the day of your deputation

• Be yourself. Know that what you have to say is important.
• When you arrive in the room you should be able to get a copy of the "Deputation List". If this information isn't on one of the side tables you can ask the clerk. This list will tell you the order of the speakers and what issues they are there to speak on.
• Be sure to keep to your time limit – the Councillors will cut you off when your time is up.
• Speak slowly and into the mic so you can be understood.
• If there isn't an assigned time, you should arrive at 9:30 a.m. at the meeting room. Be prepared that there may be a lengthy wait.
• Smile and be friendly! Don't be afraid. Councillors want to hear what you have to say.
• Be assertive but not aggressive.

Tips for being most effective

If you are willing to help City Council lobby the Provincial or Federal governments to get more money for cities and municipalities let them know that! (And then follow-up by writing a letter to your MPP and MP!)

• Call your local Councillor and tell them you will be making a deputation. Ask them to come to the meeting room to hear you.
• Make sure you send your local Councillor a copy of your deputation.
• Follow up and ask your local Councillor whether they support your position.

Adapted from materials produced by the Ontario Coalition for Better Childcare

The Deputation - What To Cover

Be sure to double-space your text and to use a clear and easy to read font and number your pages.

• Date and Committee Name (for tracking purposes)
• Address the Committee

For example: "Good afternoon madam chair before I start I would like to thank you for this opportunity to address the Committee" …OR… "I would like to thank the members of the Standing Committee for this opportunity to speak before you on this very important issue"

• Thank the committee for allowing you to come before them.
• Introduce yourself and your organization – keep it brief.
• Clearly state the issue you are addressing.
• Tell them why it is important.
• Give examples of the problem and/or solution.
• Tell them what you want them to do and when.
• Tell them again, why it is important.
• Thank them and tell them you will be watching and waiting!

(And have fun!)
Adapted from materials produced by the Ontario Coalition for Better Childcare

Getting the facts to support your message.

In preparing to meet with a Councillor, prepare a deputation or talk to the media, you will want to collect some information. This means doing research. Research is not something only done by university researchers; it can be done by all of us. It basically means asking ourselves what we need to know and then figuring out where to get that information. Remember, City Councillors will probably know less than you do on the subject. This is your chance to educate them. Speak from your experience, but back it up with some facts or statistics.

You might want some information to show:

• The history of the problem
• The effect the problem has on the community
• How your proposed solution will address the problem
• How it relates to the changing population in Ottawa

Where you might get the information:

• Contact community organizations working on the issue
• Request information on population trends from the Ottawa Social Planning Council
• Check out reports and minutes on the City of Ottawa web-site
• Articles in the newspaper
• Do a community survey
• Check out web-sites on your issue (some examples below)

Campaign 2000
Canadian Council for Refugees
Child Care Advocacy Association Canada
Childcare Research and Resource Unit
Disabled Women’s Network
Ontario Coalition for Better Child Care
Ontario Council of Agencies Serving Immigrants
Statistics Canada
West Coast Domestic Workers Association

Attend an Action Forum