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Speaking at a Meeting

There are different ways that the public can speak at Committee and Council meetings, including a deputation/presentation and public question period.

Deputation to Committee or Council

Members of the public may ask to make a presentation (also called a deputation) to Committee or Council.

Requests for support are generally heard first by the appropriate Committee. The Committee then makes a recommendation to Council.

Request for Deputation Form needs to be completed and submitted at least two (2) weeks prior to a meeting to make a deputation request. Clerks staff will review your request and confirm a meeting date with you at Committee or Council.

Fill out the request form and the Deputy Clerk or Committee Recording Secretary will contact you to confirm a meeting date. Requests for deputations must be submitted at least two weeks prior to the meeting date.

If you have a PowerPoint presentation and/or materials, you will be asked to provide them at least two (2) days prior to the agenda being published. These will be added to the agenda.

Council meetings are run by the Mayor. Committee meetings are run by a Chair.

The Mayor or Chair will call you to come to the podium when it is your turn to speak.

  • Speak into the microphone. Make sure the microphone is turned on (green light will be on) and that you speak into it. If you return to your seat and a question is asked, return to the microphone to answer so everyone can hear.
  • State your name. Before you start to speak, state your name for the record, and the company or organization you represent if applicable.
  • Keep it concise. Limit your presentation to 10 minutes.
  • Speak through the Chair. Always direct your comments and answers to the Mayor or Chair. You should refer to the Mayor as 'Your Worship' and to the Chair as 'Chair'.

Once you have finished speaking, you are free to go back to your seat or leave the Council Chambers.

Feel free to email the Deputy Clerk or call 519-376-4440 ext. 1235.

Public Question Period

Individuals who wish to ask a question during public question period may do so by attending a Council or Committee meeting, and they may ask a question on any matter.

Persons asking a question must provide their name and the municipality in which they reside prior to asking their question.

A question may include a brief introductory statement that provides background for the question, and questions are limited to a time-period of five (5) minutes.

Individuals who are unable to ask a question in person may still ask a question by providing their question(s) a minimum of 24 hours prior to the meeting to the City Clerk.

Members will hear questions and answer if appropriate.

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