The Corporation of Delta

Guide to Report Writing

Council Meetings & Administrative Processes

Prepared by: Corporate Planning and Communications 1

February 2013
 Contents

Council Report Writing ........................................................................................................................................................... 3

Types of Council Reports......................................................................................................................................................... 4

Council Report Sections .......................................................................................................................................................... 5

Optional Report Sections ................................................................................................................................................ 6

Council Report Routing Slip .................................................................................................................................................... 7

Finalizing the Report ............................................................................................................................................................... 7

Council Report Workflow Diagram ......................................................................................................................................... 8

Council Meetings .................................................................................................................................................................... 9

Regular Meeting...................................................................................................................................................................... 9

Executive Meeting................................................................................................................................................................... 9

Public Hearing ....................................................................................................................................................................... 10

Meeting Following Public Hearing ........................................................................................................................................ 10

Special Meeting..................................................................................................................................................................... 10

Council Workshop ................................................................................................................................................................. 11

Post Council Follow-Up ......................................................................................................................................................... 11

Appendices ........................................................................................................................................................................... 12

Appendix A - Section 90 of the Community Charter ............................................................................................................. 12

Appendix B – Committee of the Whole Protocol .................................................................................................................. 13

Appendix C – Question & Answer Period .............................................................................................................................. 14

Appendix D – Public Hearing Protocol .................................................................................................................................. 15

Appendix E – Word Processing Checklist .............................................................................................................................. 16

Appendix F – Report Writing Tips ......................................................................................................................................... 17

Appendix G – Symbols of Delta ............................................................................................................................................. 21

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Council Report Writing

Overview
Council reports are key communication tools that provide Council with the necessary
information to render decisions and conduct Municipal business.

This manual is intended as a guide to ensure that Council reports are prepared in a consistent
format, are accurate and concise, and exhibit high standards of quality and professional
presentation.

Note: this manual is subject to change and will be updated periodically. Any variances to the guidelines presented must
be approved by the Chief Administrative Officer.

Guidelines
Council reports should be concise, logical, accurate and complete. Lengthy, repetitious text
will typically go unread as the reader skims the report for pertinent information. The most
readable reports use:

 plain, easy to read language;

 short paragraphs – each paragraph should not contain more than one key point; and
 point form lists and/or subheadings for clarity (where applicable). Questions should be anticipated and
answered in the report.

The most technical Council reports should be limited to a maximum of four pages in length, while most reports should
be no more than two to three pages. Additional information should be provided in attachments to the report.

At the discretion of the Chief Administrative Officer, Council reports may exceed the four page maximum if there is a
compelling reason to do so.

Key points:

 Know your deadline.

 Include organizational, legislative or financial constraints.
 Research issues – seek informed, impartial sources.
 Use consistent terms.
 Use examples to support and counter your argument.
 Admit when information is not accessible or available.
 Develop feasible options.
 Provide a professional, unbiased opinion.

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Types of Council Reports

There are three types of Council reports – Regular, Executive and Committee. Templates for Council reports (regular,
executive and committee) and the Council Report Routing Slip are available through:

Microsoft Office – select: File  New  My Templates  Council Reports tab

Regular Reports:

 Consent
Council reports are for consent when staff consider that the issue does not require discussion by Council
(e.g. tender awards, lease renewals, etc.). Council may move a consent report to the Discussion portion of the
agenda at its discretion.

 For Discussion
Council reports are for discussion when Council debate or questions are anticipated, even if the report
recommendation is “THAT this report be received for information.”

 Bylaws
Every bylaw requires three readings before final adoption. Multiple readings may be given in a single
recommendation. Bylaws requiring a Public Hearing need to be referred to Public Hearing by recommendation
after first and before third reading. A separate recommendation is needed to rescind a reading of a proposed
bylaw. There must be at least one day between the third reading and the adoption of a bylaw, except for an OCP
or Zoning Bylaw, which may be given final consideration and adoption at the same meeting where the bylaw
passed third reading. Bylaws for final consideration and adoption are presented to Council as a memorandum
instead of a full Council report.

Executive Reports:

 Executive reports are for confidential issues usually relating to land, legal or labour issues or involving
negotiations in which the interests of the Municipality must be protected as defined in Section 90 of the
Community Charter (refer to Appendix A). Note: You must specify which area of Section 90 of the Community
Charter applies to your report as noted in the Executive report template:

This matter is being presented to Council for consideration during an Executive Meeting in order to
"[Click here and type REASON]", in accordance with Section 90(1) "[Click here and INSERT SUBSECTION #]" of the
Community Charter.

Committee Reports:

 Committee reports are for Commissions, Boards or Advisory Committees of Council, to provide updates on their
mandate, progress, initiatives and membership. Typically the staff liaison for the Committee prepares the
report and has the Committee Chair sign the report.

The Committee report template does not include the statement “This report has been reviewed and endorsed
by the Chief Administrative Officer.” As well, Committee reports do not include “Recommendations”; rather, the
report states “The following advice of the ____ Committee is submitted for Council’s consideration.”

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Council Report Sections

The standard report format is:

Title/subject Keep it brief and succinct – try to make it meaningful to the issue at hand. REMEMBER: the title
is important when conducting future searches for reports on Deltaviews; please ensure the
title reflects the topic/issue as best as possible. Avoid the use of clever or catchy titles.

e.g. TFN Sewer Servicing Proposal

GymWorks Facility Agreement
Rabbit Management Program Update

Recommendations Recommendations must be succinctly stated with clear actions since they form the official
record of Council business:
Remember - Council is
giving the order, not
performing the action.  Begin with the capitalized word “THAT”.

 Word as though Council has stated it (e.g. “THAT the application be approved”, rather than
“THAT Council approve”.) DO NOT name Council in the Recommendation.

 Recommendations must stand on their own in case Council calls for division to consider
each recommendation separately. DO NOT use “And” between recommendations.

 If the report contains a single recommendation, remove the ‘s’ and ‘A’ denoting the first in
a list of recommendations.

 State recommendations in the affirmative (e.g. “THAT the proposed bylaw amendment be
denied” rather than “THAT the proposed bylaw amendment not be approved”).

 Long recommendations should refer to an attachment and not refer generally to the
content of the report.

Avoid unnecessary detail. For example, there is no need to state what first and second reading
of Bylaw No. 0000 would do.

Background Describe past actions of Council and Council Policy, if applicable:

 Why the matter is being reported to Council.

 Relevant history (keep it brief), key Council resolutions and correspondence. If there is a
lengthy history that needs to be described, include it as an attachment.

 State existing Council policy. If there is none, remove the section. Note – a past Council
resolution does not equate to a policy of Council, although a resolution may be relevant as
background information.

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Discussion Provide a rationale for the recommendations and include the recommendations in the report
body.

 Interdepartmental implications (if applicable) – consult other departments that are

affected by the report and include comments and sign-off.

 Advisory Committee (if applicable) – describe advice or involvement of relevant advisory

committees.

 Community implications (if applicable) – describe public input, consultation or potential

impacts on the community.

 Environmental implications (if applicable) – identify positive and negative impacts and
plans to mitigate impacts.

 Financial implications (mandatory) – include total project cost, including taxes, budget
authority and funding sources, related costs, project timing. If there are no financial
implications, state there are none.

 Do not repeat information presented in the background.

Conclusions Brief summation of the report’s content and recommendations.

Signatures The signing department head decides if other department concurrence is required, typically:

 If another department is named in the report.

 If another department has relevant background or history important to the understanding

of the report.

 The report requires follow-up work to be done by another department.

 The topic of the report fundamentally involves a responsibility of another department.

Attachments Must be relevant and referenced directly in the report. Clearly labelled and paged.
e.g. “Attachment A page 1 of 1”

 Please provide 29 copies (three-hold punched) for all oversized attachments.

Optional Report Sections

 Comments from the Chief Administrative Officer: occasionally, the CAO adds comments to a Council report.
The CAO’s comments are placed directly below the ‘Recommendations’ section on the first page of a Council
report.

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  Intergovernmental Implications: potential impacts on or from any federal, provincial, regional or other local
government agency should be identified.

 Legal Implications: where there are legal issues, reports are usually directed to an Executive Meeting and
advice from the Municipal Solicitor is sought as required.

 Optional Recommendations: may be provided in the ‘Discussion’ section for Council’s consideration.

Council Report Routing Slip

The Council Report Routing Slip is required for all reports and memorandums that are to be placed on a Council meeting
agenda. The routing slip is necessary, as it provides the report author’s contact information, target date for Council,
type of Council report and other pertinent information.

It is crucial that the appropriate box is marked under the “Forum” section. Staff often mark the wrong box - if you are
unsure of the forum, please check with your Director or the Municipal Clerk.

A template for the Council Report Routing Slip is available through:

Microsoft Office – select: File  New  My Templates  Council Reports tab

Finalizing the Report

Council Report Deadline: Noon Friday (10 days prior to the Council Meeting)

Once signed off by the Department Head and concurring departments, a Council report must be delivered to the CAO’s
office no later than noon the Friday ten days prior to the scheduled meeting.

 Sign-off by CAO: the report and routing slip are forwarded to the CAO’s office in a green plastic sleeve with a
Council Report Routing Slip, which must be printed on yellow paper. CAO staff register and review the report
and request edits as required. The report is then forwarded to the CAO to review and approve (and determine if
any further edits are required).

 Sign-off by Mayor’s Office: once signed by the CAO, the report is forwarded to the Mayor’s Office for approval
then returned to CAO’s office to process and deliver to the Clerk’s Office.

 Clerk’s Office: the Clerk’s office assigns an agenda item number to the report. The routing slip is returned to the
originating department.

 Scanned file: the Clerk’s Office scans and saves the signed final approved version of each Council report as a
specific agenda item number on the G drive under the “Reports” folder by the Council meeting date.

 Graphics: should be reduced to a manageable size (less than 10 megabytes).

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Council Report Workflow Diagram

Report Assigned to Staff Member Researches Supervisor Reviews

Staff Member and Drafts Report Report, Edits are Made

Department Head
Reviews Report

Signatures Obtained from Department Head Staff Member

Concurring Department Signs Report Makes Final Edits
Heads

Report submitted to CAO’s

Office by noon on the Friday
10 days prior to Council CAO’s Staff
Meeting Reviews Report

Edits Made by
Staff Member as
Required

Mayor’s Office
Reviews and CAO Reviews and
Approves Report Approves Report

Clerk’s Office Adds Report Staff Member Follows up

to Council Agenda with Council Resolutions
as Necessary

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Council Meetings

Regular Meeting

Evening Session
The Evening Session of a Regular Council Meeting (typically held Monday at 7:00 pm) is the most formal setting for
conducting Council business and is televised by Delta Cable and also broadcast live on Delta’s website.

Afternoon Session
An Afternoon Session of a Regular Council Meeting (typically held Monday at 3:30 pm) is scheduled as required when a
Council agenda is substantial, requiring additional time to consider Council business matters.

Committee of the Whole (Delegations)

‘Committee of the Whole’ is a session of Council during which delegations from organizations and/or other members of
the public are provided an opportunity to make a presentation to Council regarding a specific topic. The meeting also
provides a less formal venue for discussion of items requiring a more open exchange between staff and/or delegations
and Council. A Committee of the Whole session can be held during the Afternoon or Evening Session.

Executive Meeting

Executive meetings (held prior to a Regular Meeting on Monday), commonly referred to as ‘In-Camera’ meetings, are
where Council meets to discuss confidential issues, usually relating to land, legal or labour issues or involving
negotiations in which the interests of the Municipality must be protected.

Section 90 of the Community Charter (Appendix A) outlines the subject matter that may be considered at an Executive
Meeting or a meeting closed to the public.

Resolution to Release In-Camera Recommendations or Report at a Regular Meeting

Occasionally, once a decision is reached ‘in-camera’, the conclusion is released at a Regular Meeting agenda for public
information – note – this requires a Council resolution.

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Public Hearing

A Public Hearing is a statutory requirement under Section 890 of the Local Government Act. They are usually held
monthly at 7:00 pm on the Tuesday following the last Regular Meeting of Council for the month. The Public Hearing
must be held after First Reading, and prior to Third Reading, of an Official Community Plan, Zoning or a Land Use
Contract Bylaw. Public Hearings may also be used to obtain public input regarding Development Permits, Development
Variance Permits and Liquor Licences or Liquor Licence Amendments.

Council’s role
During a Public Hearing, Council acts in a quasi-judicial role and any persons who believe that their interest in property is
affected by a proposed project are afforded an opportunity to be heard. Although Council Reports are not prepared
specifically for a Public Hearing, past related reports are provided to Council for reference only. At times,
memorandums are prepared by staff for a Public Hearing, as required or when requested by Council, to provide
additional information. Note: Memorandums are to be addressed to Mayor and Council with a copy to the Chief
Administrative Officer and must be forwarded to the Deputy Municipal Clerk in a yellow plastic sleeve.

Restrictions after a Public Hearing is closed

Once the Public Hearing for a project is closed, Council may not receive additional information from the applicant or the
public (including correspondence) regarding any of the bylaws, permits, or other applications that were the subject of
the Public Hearing.

Meeting Following Public Hearing

Immediately following the conclusion of the Public Hearing, Council convenes a Meeting in order to give further
consideration to the projects discussed at the Public Hearing.

If there are no outstanding issues and/or information required, applications and other matters associated with a project
may be dealt with during the Meeting. However, if additional information is required, if there are outstanding
conditions or if information provided during the Public Hearing requires further deliberation, the project may be
postponed to a subsequent Regular Meeting. There are no reports and/or memorandums prepared for the Meeting
following the Public Hearing. The background information compiled for the Public Hearing (e.g. past Council Reports,
Minutes and Correspondence) serves as the reference material during this meeting.

Special Meeting

Special Meetings of Council may be called by the Mayor at any time or by two or more members of Council subject to
the notification requirements outlined in the Council Procedures Bylaw. When a Special Meeting is called, the relevant
Department is required to prepare background material in the form of a Council report or memorandum.

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Council Workshop

Council Workshops are informal meetings of Council to provide an opportunity for staff to update Council on issues,
introduce new potential projects, and seek feedback on specific matters. Council Workshops are also held to enable
Council to meet informally with outside groups. Depending on the nature of discussions, Council Workshops can be
either open to the public or closed (as provided by Section 90 of the Community Charter).

Preparation of background material for a Council Workshop is required by the lead department and typically includes a
cover memorandum.

Post Council Follow-Up

Department Responsibilities
Each Department is responsible for ensuring all “Resolutions” and actions directed by Council are completed. This
includes the preparation of letters that are to be sent to various government and external organizations. If a letter is to
be signed by the Mayor, the Department is responsible for preparing the letter (on the Mayor’s letter template) and
emailing it to the Mayor’s Executive Assistant and Secretary to finalize for the Mayor’s signature.

Review of Council Decisions

Following a Council meeting, the Clerk’s Office issues a “Review of Council Decisions” document summarizing the
resolutions and actions endorsed by Council. Each Department is responsible for ensuring Council direction is carried
out. The Chief Administrative Office will periodically send a table of all outstanding items arising from Council meetings
for follow-up. Departments are expected to update the table and advise the status of all items including those that have
been completed.

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 Appendices

Appendix A - Section 90 of the Community Charter

90. Meetings that may or must be closed to the public

90(1) A part of a council meeting may be closed to the public if the subject matter being considered relates to or is one
or more of the following:

(a) personal information about an identifiable individual who holds or is being considered for a position as an
officer, employee or agent of the municipality or another position appointed by the municipality;

(b) personal information about an identifiable individual who is being considered for a municipal award or honour,
or who has offered to provide a gift to the municipality on condition of anonymity;

(c) labour relations or other employee relations;

(d) the security of the property of the municipality;

(e) the acquisition, disposition or expropriation of land or improvements, if the council considers that disclosure
could reasonably be expected to harm the interests of the municipality;

(f) law enforcement, if the council considers that disclosure could reasonably be expected to harm the conduct of
an investigation under or enforcement of an enactment;

(g) litigation or potential litigation affecting the municipality;

(h) an administrative tribunal hearing or potential administrative tribunal hearing affecting the municipality, other
than a hearing to be conducted by the council or a delegate of council;

(i) the receipt of advice that is subject to solicitor-client privilege, including communications necessary for that
purpose;

(j) information that is prohibited, or information that if it were presented in a document would be prohibited,
from disclosure under section 21 of the Freedom of Information and Protection of Privacy Act;

(k) negotiations and related discussions respecting the proposed provision of a municipal service that are at their
preliminary stages and that, in the view of the council, could reasonably be expected to harm the interests of
the municipality if they were held in public;

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 (l) discussions with municipal officers and employees respecting municipal objectives, measures and progress
reports for the purposes of preparing an annual report under section 98 [annual municipal report];

(m) a matter that, under another enactment, is such that the public may be excluded from the meeting;

(n) the consideration of whether a council meeting should be closed under a provision of this subsection or
subsection (2);

(o) the consideration of whether the authority under section 91 [other persons attending closed meetings] should
be exercised in relation to a council meeting.

90(2) A part of a council meeting must be closed to the public if the subject matter being considered relates to one or
more of the following:

(a) a request under the Freedom of Information and Protection of Privacy Act, if the council is designated as head
of the local public body for the purposes of that Act in relation to the matter;

(b) the consideration of information received and held in confidence relating to negotiations between the
municipality and a provincial government or the federal government or both, or between a provincial
government or the federal government or both and a third party;

(c) a matter that is being investigated under the Ombudsperson Act of which the municipality has been notified
under section 14 [ombudsperson to notify authority] of that Act;

(d) a matter that, under another enactment, is such that the public must be excluded from the meeting.

(e) a review of a proposed final performance audit report for the purpose of providing comments to the auditor
general on the proposed report under section 23 (2) of the Auditor General for Local Government Act.

90(3) If the only subject matter being considered at a council meeting is one or more matters referred to in subsection
(1) or (2), the applicable subsection applies to the entire meeting.

Appendix B – Committee of the Whole Protocol

DEFINITION:
A “Committee of the Whole” is a session of Council during which delegations from organizations and/or other members
of the public are provided an opportunity to make representation to Council regarding a specified topic. The meeting
also provides a more informal venue for discussion of items requiring a more open exchange between staff and/or
delegations and members of Council.

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PROTOCOL:
Council may at any Regular meeting, for which notice has been given that Council will sit as Committee of the Whole,
resolve to endorse the Agenda, refer matters on the Agenda to the Committee of the Whole and to then sit as
Committee of the Whole.

Topics to be considered by the Committee of the Whole may be identified by Council, staff or requested by a member of
the public or external organization and must be approved by the Mayor.

Topics identified by staff for consideration by the Committee of the Whole must be communicated to the Chief
Administrative Officer (CAO) prior to the proposed meeting date and, if applicable, must be submitted for consideration
by Council as a report.

A department wishing to invite a delegation to make representation at a meeting of the Committee of the Whole must
communicate its intentions at the time the matter is submitted to the CAO, and obtain the prior approval of the Mayor.

A person or external organization wishing to appear before Council to discuss a specific topic must send a written
request to the Clerk’s Office or liaise through the appropriate Department Head. If approved by the Mayor typically the
department will write a report on that topic, introducing the delegation and identifying other related issues staff
consider appropriate for discussion at the time the delegation is heard. When submitting the report, the Department
Head will suggest a tentative date the report be considered by Council.

Appearances before Council as Committee of the Whole may be rescheduled due to the size of the Agenda and/or
priorities. The tentative date and final date, once confirmed, will be communicated to the delegate(s) by the Clerk.
Delegates are permitted up to ten minutes for their presentation. Additional time is provided for questions from Council.

The Presiding Officer of the Committee of the Whole is the person serving as the Presiding Officer of the meeting of
Council from which it was established. The rules of procedure and order which govern Regular Council Meetings shall
govern the actions of this Committee except that the number of times a member may speak is not limited. A motion put
forward during “Committee of the Whole” need not be seconded.

Appendix C – Question & Answer Period

An informal Question and Answer Period is provided at 6:45 pm prior to the commencement of the evening session of
each Regular Council Meeting. The Question and Answer Period provides the public access to Council in order to obtain
information regarding the business of the Corporation. A sign- up sheet is provided outside the Council Chamber from
3:00 pm to 6:30 pm for this purpose. Alternatively, persons who wish to speak to a specific item on the Agenda may
register via telephone with the Clerk’s Office before 4:30 pm on the day of the meeting.

Other persons attending the meeting who wish to speak will also be afforded the opportunity to be heard, at the
discretion of the Presiding Officer, following the hearing of the pre-registered speakers.
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Questioners are permitted up to five minutes – this includes time for Council and/or staff to respond. Where possible,
Council or staff may immediately respond to the question; otherwise Council will ask staff to follow-up with a full
response or report at a future date.

Appendix D – Public Hearing Protocol

DEFINITION:
A “Public Hearing” is a statutory requirement under Section 890 of the Local Government Act. A Public Hearing must be
held after the first reading, and before the third reading, of an Official Community Plan, a Zoning Bylaw amendment or a
Land Use Contract Amendment Bylaw. Public Hearings may also be used to obtain public input regarding Development
Permits, Development Variance Permits and Liquor Licences or Liquor Licence Amendments. During a Public Hearing,
Council acts in a quasi-judicial role for purposes of allowing the public to make representation on matters contained
within the bylaw.

PROTOCOL:
All persons who believe that their interest in property is affected by a proposed bylaw, permit or other application must
be afforded a reasonable opportunity to be heard or to provide written submissions.

The Order of Business at a Public Hearing will proceed as follows for each project:

 Introduction of the Bylaw by the Clerk

 Presentation by the applicant
 Speakers for/against the Bylaw
 Questions of Council to the speakers (as required after each speaker)
 Questions of Council to the applicant and/or staff

Each speaker will be asked to come forward and state his/her name and address and print it on the speakers’ lists. Each
speaker will be allowed up to five minutes to address Council regarding the project under consideration.

Council members who are asking questions of a speaker shall limit themselves to seeking clarification or additional
information directly related to the project under question, and shall avoid engaging the speaker in debate on the merits
of the project.

Written submissions received prior to the Public Hearing shall be circulated to Council and recorded as part of the
official record by the Clerk.

If a member of the general public is disrupting a meeting, the Presiding Officer may order that the person be removed
from the Council Chamber and/or may order that the Public Hearing be recessed until the matter has been dealt with.

15
If there is no one present to speak to a proposed project, Council may hear an introduction of the matter, ask relevant
questions and then move that the Hearing on the project be closed.

When the Presiding Officer considers that reasonable opportunity has been provided for all who wished to make
submissions and be heard, and there are no other projects to be considered, the Presiding Officer may call for a motion
to terminate the Public Hearing.

Appendix E – Word Processing Checklist

While the expectation is that all staff will use the prepared Council Report templates, the following word processing
instructions should be followed:

Font
 The body of the report is Arial 12pt.
 The Report Section Titles are Arial, Bold 12pt.
 Headers and footers are Arial 10pt.

Subheadings
 Subheadings may be bolded or underlined (but not both), and specific words or phrases in the body of the text
are not to be bolded or underlined. Use subheadings to make text more reader friendly.

Dates
 Dates are expressed as: Month, Day, Year (eg. January 1, 2013).

Headers
 Headers include the name of the report, page number and date.

Measurements
 Measurements should be consistent throughout the document, metric or imperial. If both are used, one should
be placed within brackets.

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Appendix F – Report Writing Tips

Transition Signals in Writing

Transition signals are connecting words or phrases that act like bridges between parts of your writing. They link your
sentences and paragraphs together smoothly so that there are no abrupt jumps or breaks between ideas.

Transition signals act like signposts to indicate to the reader the order and flow of your writing and ideas. They
strengthen the internal cohesion of your writing. Using transitions makes it easier for the reader to follow your ideas.
They help carry over a thought from one sentence to another, from one paragraph to another, or from one idea to
another.

There are several types of transition signals. Some lead your reader forward and imply the building of an idea or
thought, while others make your reader compare ideas or draw conclusions from the preceding thoughts.

Types of Transition Signals Example Words

To indicate sequence or to order  first, second etc.
information  followed by
 at this point
 next, last, finally
 previously, subsequently
 after that
 initially
 and then
 next, before, after
 concurrently
 simultaneously
 meanwhile

To introduce an example  in this case

 for example
 for instance
 on this occasion
 to illustrate
 to demonstrate
 this can be seen
 when/where . . .
 take the case of

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To indicate time  immediately
 thereafter
 formerly
 finally
 prior to
 previously
 then
 soon
 during
 at that time
 before, after
 at this point

To logically divide an idea  first, next, finally

 firstly, secondly, thirdly
 initially, subsequently, ultimately

To compare  similarly
 by comparison
 similar to
 like, just like
 whereas
 balanced against

To contrast  in contrast
 on the other hand
 balanced against
 however
 on the contrary
 unlike
 differing from
 a different view is
 despite

To introduce additional ideas/ information  in addition

 also
 finally
 moreover
 furthermore
 one can also say
 and then
 further
 another

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To introduce an opposite idea or show  however
exception  on the other hand
 whereas
 instead
 while
 yet
 but
 despite
 in spite of
 nevertheless
 even though
 in contrast
 it could also be said that

To give an example  for example

 to illustrate
 for instance
 in this case
 to demonstrate
 take the case of

To indicate a result/cause of something  therefore

 thus
 consequently
 as a consequence
 as a result
 hence

To summarize or conclude  in summary

 in conclusion
 in brief
 as a result
 on the whole
 summing up
 as shown
 ultimately
 therefore
 consequently
 thus
 in other words
 to conclude
 to summarise
 finally

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Staggered Paragraphs

Used to present a lot of information in a clear format.

Main point of the paragraph:

Subpoint 1
Evidence A
Details i
Details ii
Details iii
Evidence B
Details i
Details ii
Details iii

Editing Checklist

When revising and editing your report, ask yourself the following:

Have I answered the question or task as fully as possible?

 What is my thesis/ central proposition/ main assertion?
 Do I make a clear argument or take a position about the topic? Do I state that position in my introduction?
 Does my introduction or opening paragraph prepare the reader for what follows?
 Have I included all relevant information that answers anticipated questions from the public and issues of
concern?

Is my report clearly structured?

 Does my assignment have a clear introduction, a body and a definite conclusion?
 Does the assignment advance in logical stages?
 Are the major points connected? Are the relationships between them expressed clearly?
 Do the major points all relate to the topic and contribute to answering the task or question?

Are my paragraphs clearly connected and coherent?

 Does each paragraph begin with a topic sentence?
 Do the sentences flow smoothly and logically from point to point?
 Does each sentence clearly follow on from the one before?
 Does each paragraph state its case clearly and completely, or should there be more evidence/ detail?
 Are there adequate transitions between sentences and paragraphs? Are transitions varied or are they all the
same kind?
 Are all examples and quotes relevant to and supportive of my answer?
 Are facts and opinions supported with examples or explanations where necessary?

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Is my written expression appropriate?
 Have I used direct and clear language?
 Have I explained my ideas clearly and explicitly?
 Have I kept my audience in mind? Have I said all I need to say so that my reader can understand, or am I
assuming they will 'know what I mean'?
 Have I written complete, grammatically correct sentences?
 In long sentences, have I separated related ideas with commas or semicolons for easier understanding?
 Is my use of tenses correct?
 Have I used non-discriminatory language?

Have I remained within or exceeded the set word limit?

I don't have enough words: (Not often the case with a report to Council)
 Have I fully answered the question or task?
 Do I need to read more? Should I include more information or discussion?
 Have I provided enough evidence to support my arguments?

I have too many words:

 Have I included only relevant information?
 Is there any unnecessary repetition in my report?
 Is my written expression as clear and concise as possible, or is it too 'wordy'?

Have I proof read and revised my report for errors?

 Have I checked my spelling? Have I read through my assignment and not just relied on a computer spell
checker?
 Is all my bibliographical information correct?
 Have I used correct punctuation? Have I ended every sentence with a full stop?

Is my assignment well presented?

 Does the presentation follow any guidelines set by Council?
 Have I kept an extra copy?

Notes taken from ‘Report-Writing’ Workshop, prepared by Lisa Zwarn for the Corporation of Delta and held on April 21, 2010.

Appendix G – Symbols of Delta

Visual identity is an important aspect of public relations. Logos and trade-marks help people to easily recognize the
information or services that come from an organization and help an organization underscore a particular perception in
people’s minds. Over the years, Delta has adopted a variety of symbols, logos and trademarks to identify the municipal
government. These guidelines are to ensure the proper and consistent use of the Corporation of Delta’s visual identity
symbols.

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Delta Brand
The municipal brand was developed in 2008 to identify the Corporation of Delta as a
modern, responsive organization and to signify Delta’s natural environment. The brand
also serves to unite the three communities of Ladner, North Delta and Tsawwassen
under a common theme while, at the same time, celebrating their unique qualities.

The ‘bulrush’ brand, which was approved by Delta Council on February 4, 2008, is an official mark used by all
departments for the day-to-day administration and business activities of the municipality, including business cards,
stationery, website, brochures, newspaper advertisements, municipal vehicles, clothing, way-finding signage and street
banners.

Delta’s ‘bulrush’ brand is formally registered and trademarked by the Canadian Intellectual Property Office to protect
the brand from being used by external parties. Note: in some instances, generally when Delta partners with an external
organization or another level of government for a special event or program, use of the ‘bulrush’ brand is permitted on
marketing and other materials; however this use must be approved by the Communications Manager.

Accessing the brand: detailed information and resource materials can be found through the Delta Intranet website
http://intranet/deltabrand/index.html

Trademark
The original trademark for the Corporation was registered in 1970 and is made up of a
stylized Greek letter “delta” representing the three communities that make up Delta, with
the centre section being coloured gold to represent the sun, for which Delta’s climate is
noted. The green background represents the open fields of the municipality. This symbol
continues to be used for specific items including the Corporate Seal and Civic Merit Badge.

Delta Flag

The Delta Flag is flown or displayed at the Municipal Hall and other municipal buildings
and facilities, at Council meetings and other special occasions.

Coat of Arms
The Coat of Arms was granted and proclaimed on March 15, 1988 and incorporates the
municipal motto “Ours to Preserve by Hand and Heart”.

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The primary uses are:

 Mayor and Council business cards

 Council reports and memorandums
 Mayor and CAO stationery
 Clerk’s committee agendas, minutes and formal documents such as certificates, plaques and ceremonial
materials.

Parks, Recreation & Culture

This logo was developed in 1993 for the Parks and Recreation Department
as a new visual image for its facilities, services and programs. Although it
remains on some municipal buildings, it is no longer in use and should be
replaced with the Delta brand.

Community Group Symbol

In November 1969, Delta registered this trademark for use by Delta Service and Community
Clubs, local Business Associations and Tourism Groups. This symbol is no longer used –
community groups partnering with the Corporation of Delta for an event or program are
encouraged to use the Delta ‘bulrush’ brand upon approval from the Communications
Manager.

Summary

Symbol Uses

‘Bulrush’ Brand Day-to-day administration and business activities: stationery, business cards, website,
brochures, newspaper advertisements, municipal vehicles, clothing, way-finding signage,
street banners.

Coat of Arms Mayor and Council, Chief Administrative Officer, Committee business, legal issues,
ceremonial purposes, formal policies and procedures.

Flag Displayed at Municipal Hall and other municipal buildings on special occasions.

Trademark Corporate Seal and Civic Merit Badge.

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