How to go to council

If I want an item placed on a Council Agenda what do I do?
To have an item placed on a Council agenda, you can e-mail us your request at city.clerks@airdrie.ca, or write a letter and address it to:
Mayor & City Council
c/o City Clerk’s Unit
400 Main Street SE
Airdrie, AB T4B 3C3

You can also fax your letter to (403) 948-6567, or deliver it to the City Clerk’s Unit, City Hall.

What should I include in my letter or e-mail to Council?
Letters to Council should include the date, your first and last name, your mailing address, daytime phone and fax number and/or e-mail address (if applicable). Please outline the details of your request providing background information or any other details you feel will be helpful in presenting your information to Council.

Attach all documents that may assist Council in making a decision. If your issue is land or building related, please include the street address and legal description of the property in question. Attach maps, sketches and/or drawings where applicable.

The City Clerk must receive your letter prior to 4:30 p.m., two Thursdays (10 days) before the Council Meeting at which you would like your item discussed. This gives the City Clerk time to collect comments and additional information from City Administration.

Please note that information/correspondence addressed to Council Members or any of Council’s Boards and Committees may become part of the public record unless written direction is received requesting otherwise. What does this mean? This means that your personal information will be available to both the public (at the meeting and on the Internet) and the media unless you specifically request that it not be made available.

What types of issues does Council consider?
Items brought to Council Meetings vary widely. Issues may include requests to change bylaws or land zoning, petitions or a variety of other questions or concerns.

Can I attend a Council meeting and ask a question?
Yes, Council has a Public Question Period at every meeting. The time set aside for Question Period is a maximum of 30 minutes and it is requested that each speaker try to keep his or her questions to five minutes. Sometimes research is required before an answer can be provided, and therefore your question may not be answered at the meeting. If you have a question for Council, we would encourage you to speak with the City Clerk’s Unit at 948-8816 prior to the meeting to discuss the process.

Are all requests to have an item discussed at a Council meeting granted?
Depending on the nature of the item you would like discussed, City Administration may be able to handle your request and it may not need to proceed to Council. In some instances, the authority to deal with a particular issue may reside with one of Council’s boards. In that event, your letter will be forwarded to the appropriate board and you will be notified. There are also cases where a request will not be granted if a similar item has appeared on the Council Agenda in the last six months.

When will my issue be discussed?
The City Clerk will advise you by letter or e-mail of the date your item will be considered.

When are Council Meetings held?
Council Meetings are held the first and third Mondays of each month at 7 p.m., in the Council Chambers of City Hall. Should a Council Meeting fall on a Statutory Holiday, the meeting will be held the next business day (Tuesday).

Are Council Meetings open to the public?
Yes. You are welcome to attend all regular Council Meetings. You may choose to stay for the entire regular Council Meeting or just for the items that interest you.

Will I get a copy of the Council Agenda and Administrative comments before I attend the Council Meeting?
Copies of agenda items, administrative comments and the approximate time that Council will be discussing a specific item will be available to you on the Friday before the Council Meeting. This information may be picked up from the Reception desk at City Hall. Depending on the length of the item, you may request that it be faxed or it can be accessed on the City’s website.

Will my item still be discussed if I don't attend the meeting?
Yes.

Do I have to speak at the Council Meeting?
No. However, if you wish you may speak to your item. Please indicate your desire to speak in your letter, or contact the City Clerk’s Unit prior to the meeting. If you don't wish to make a presentation, you might choose to be available to answer any questions that the Mayor or Councillors may have. If you do not wish to speak, your item will appear towards the end of the agenda under “correspondence.”

Can I use audio-visual equipment for my presentation?
Yes. Contact the City Clerk’s Unit a few days prior to the Council Meeting to discuss your requirements. If required, a time can be arranged to test the equipment prior to the Council Meeting.

How will I know when it is my turn to speak?
If the City Clerk’s Unit has been notified that you wish to speak, the Mayor will invite you to come forward to the microphone at the presentation table at the appropriate time.

How do I begin?
Begin by stating your name and, if applicable, the name of the company or group you are representing and your address. If several members of a group are present, one person should be appointed to act as a spokesperson for the entire group. When addressing Council remember to keep your comments brief (5 - 10 minutes) and confined to the topic.

How do I address the Mayor?
The Mayor, or her delegate, is the Chairman of the meeting and should be addressed as "Your Worship".

How do I address a Councillor?
In Airdrie, Councillors are referred to as Aldermen. When addressing an Alderman, the Chairman should be addressed first and then the Alderman, "Your Worship, Alderman....".

Can I ask Council or the Administration a question during my presentation?
If, while addressing Council, you wish to ask a question of someone in the Council Chambers, such as an individual member of Council or the City Administration, please direct your question to the Chairman. The Chairman will then direct the individual concerned to respond to the question if she feels it is appropriate to do so.

What do I do after my presentation?
Council may wish to ask you questions. Please remain seated at the presentation table until excused by the Chairman.

When will a decision be made?
A decision will normally be made at the Council Meeting. However, there are occasions when additional information is required before Council can make an informed decision. In this event, the item will be tabled to a future Council Meeting until the additional information is received. The City Clerk’s Unit will advise you when your item is coming back for further consideration and/or a decision.

In any case, the City Clerk’s Unit will advise you via letter of Council's decision with respect to your item.

Where can I get more information on this process?
The City Clerk’s Unit is your direct link to Council. Staff will provide you with as much assistance and current information as possible to ensure that your issue is brought to Council in a timely and impartial manner.

City Clerk’s Unit
Sharon Pollyck, City Clerk
(403) 948-8816
E-mail: city.clerks@airdrie.ca