Public Meeting / Comment Guidelines

We welcome your comments. The Centre Region Council of Governments (COG) is committed to an environment in which all individuals are treated with respect and dignity. Each individual has the right to participate in a professional atmosphere that promotes equal opportunities to be heard and to participate in the decision making process. At the same time, conducting the meeting is to be handled efficiently, so the time that people invest at meetings is well spent and concludes within a reasonable time-frame. Please respect the Chair and their role in facilitating the expeditious conduct of business.

For more information please visit the links listed below. These links contain complete sets of guidelines for meeting etiquette and for the public comment period, as well as the adopted resolutions for each, and a list of frequently asked questions.

 



Frequently Asked Questions

WHAT IS A PUBLIC COMMENT PERIOD?
A public comment period (also known as citizen comment period) is time during a public meeting dedicated to hearing from the public.

HOW CAN MEETING GUIDELINES HELP?

The guidelines for speaking at COG meetings are meant to encourage information sharing, free speech, and building consensus, in an orderly fashion. Having a general set of guidelines can also help to discourage contention, unregulated discussion, and chaos.

HOW MUCH TIME DO I HAVE TO SPEAK?

Typically, each speaker will have 5 minutes to speak. Please know the Meeting Chair may use their discretion and adjust the allotted time limit per speaker.

WHAT KIND OF COMMENTS CAN BE MADE DURING THE PUBLIC COMMENT PERIOD?

During the public comment period, the speaker is invited to comment on any items not already on the agenda. Comments relating to specific items on the agenda should be deferred until that point in the meeting.

The speaker may not specifically address staff or other members of the public. Instead, comments should be addressed to the body as a whole.

Everyone is asked to present their comments in a respectful and courteous manner. No profanity or threats will be tolerated.

Do not make negative remarks about an individual or a municipality. Pejorative remarks are not a helpful way to make your point or express your concerns.

CAN I ASK QUESTIONS DURING THE PUBLIC COMMENT PERIOD?

It is the decision of the meeting Chair whether a response should be provided to a question raised during the public comment period or on an agenda item. More complex questions may require further research before an answer may be given.

WHAT IS THE BEST WAY TO DISTRIBUTE WRITTEN MATERIALS?

You are welcome to correspond with your elected officials at any time. However, if a speaker wishes for materials to be included in the agenda packet, then that information should be submitted to the COG Executive Director at least 7 days prior to the Executive Committee meeting. The COG Chair and Executive Director meet to discuss the Executive Committee agenda items, and in turn, the Executive Committee determines what agenda items are forwarded on to the General Forum. Materials that are deemed to be inappropriate and/or offensive in manner will not be distributed.

A member of the public is entitled to distribute their own materials at a meeting, however, this is not the best approach.  Please be aware that it is challenging for people to read and digest materials on the spot, and furthermore be able to have a productive conversation about the information.

WHEN AND WHERE ARE COG's MEETINGS HELD?

For a calendar of COG meeting dates, times, and locations, please click here.


 

Public Meeting / Comment Documents