City Council considers a number of items brought forward by the public. In some cases it is a request for a particular service, approval for an activity and in other cases, to simply receive feedback regarding an issue.
Depending on the nature of the letter, it may be forwarded to Executive Committee, City Council or administration. Below is a summary of some of the options available to you. If you would like further guidance, you are encouraged to call the City Clerk’s office who will be able to assist you. For further details, please also see the full Guide to Council and Committee meetings
Communicating with Council
Communication with City Council regarding an item already on the agenda can come in two forms: either through written correspondence or a presentation. In both cases letters need to be provided to the City Clerk’s office in advance of the meeting. The deadline for letters is 4:45pm the Tuesday before the upcoming meeting. Letters must be legibly written/typed and clearly set out the issue and/or your request. Letters must also include your name, mailing address and be signed. In the case of electronic correspondence, your name, mailing address and email address are required. If you would like to make a presentation, you will need to state that in your letter and outline the presentation.
Matters on the Council Agenda
If you would like to provide feedback to City Council regarding a particular item already on the City Council agenda, you will need to submit a letter to the City Clerks’ office as described above. If you would like to make a presentation regarding the issue, be sure to make the request in the letter and outline the presentation.
You should also note that if the letter is provided after the 4:45pm deadline, your item will still be brought to the attention of City Council on the day of the meeting. In this case however, City Council will need to vote to allow the communication to be added to the agenda.
Matters not on the Council Agenda
If you have a matter that you would like to bring to the attention of City Council and it is not already an agenda item, you can do so by writing a letter. All letters addressed to Mayor and City Council is referred to the City Clerk’s office. The City Clerk’s office will review the correspondence and depending on the nature of the content will refer the item to the City Council meeting, the Executive Committee meeting or to administration.
Speaking at a Meeting
Members of the public willing to speak to inform members of Council on matters of significance to the City are required to make a request to have an item placed on an agenda for consideration. For details on how to get an item on the agenda and what to know when making a presentation, please see: Appendix A: Getting on the Agenda – Frequently Asked Questions
Public forum is an opportunity for members of the public to address City Council for 5 minutes on a matter of civic relevance without the submission of a written letter to the City Clerk. Public Forums are scheduled at the end of every City Council meeting. Any member of the public wishing to make a presentation must register with the City Clerk by noon on the day of the meeting so that their name may be placed on the speakers list.
Public hearings are required for a variety of matters considered by City Council, but most commonly public hearings are held for matters relating to land use that fall under the scope of the Planning and Development Act and the Zoning Bylaw. For example, Prince Albert’s Zoning Bylaw requires that a public hearing be held for Zoning Bylaw amendments and notification to the public be completed. Public hearings are intended to provide the public with an opportunity to provide feedback to City Council to consider before a decision is made on a particular issue.
Public notification requirements vary depending on the issue. If you have a question regarding public notification procedures you can contact the City Clerk’s office.
If notification has been provided regarding a matter to be considered during a public hearing, you may write a letter to City Council for consideration. You may also make a presentation during the public hearing portion of the meeting. Please note that if you would like a written submission reviewed by members of Council prior to the meeting it would be preferable that your submission is provided by 4:45pm the Tuesday prior to the City Council meeting. If you are intending on making a presentation to City Council, please see Getting on the Council Agenda - FAQs.