Speaking to Council

What should I include in my letter?

Correspondence must include:

• Date
• Mailing address
• Originally signed
• Day time number
• First and last name

Outline details of your request providing background information or any other details you feel will be helpful in presenting your information. Attach documents that may assist in making a decision.

What happens once my letter is submitted?

The City Clerk's Office will review your letter and forward it to Executive Committee, City Council or Administration. The City Clerk's Office or Administration will contact you to let you know where your letter has been directed.

When and where are meetings held?

City Council and Executive Committee meetings are held in the Council Chamber at City Hall.

Annual City Council and Executive Committee Meeting schedules are established each October.

Executive Committee and City Council meetings are live streamed on the City's YouTube channel on the day of the meeting.

Are meetings open to the public?

Yes. You are welcome to attend all regular Council meetings and all Board and Committee meetings. The only exception is closed meetings that handle issues covered under the Local Authority Freedom of Information and Protection of Privacy Act.

You may choose to stay for the entire regular meeting or just for the items that interest you.

Are all requests granted?

Depending on the nature of your item, Administration may be able to handle the request and it may not need to proceed to Council. There are cases where a request will not be granted if a similar item has appeared on the Agenda in the last six months.

If Administration has been granted authority to handle issues under policy, then your item will be referred directly to Administration and will not be considered by City Council.

Where can I get a copy of the agenda?

A copy of the agenda will be available by 4:00 p.m. the Thursday before the meeting by navigating to the City Council or Executive Committee pages on the website.

Do I have to speak?

No. However, if you wish to speak to your item you must indicate this in your letter and provide your speaking notes or an outline of your presentation. You or anyone else speaking on your behalf, has five minutes to make the presentation.

How will I know when it is my turn to speak and how do I begin?

When you arrive at City Hall, inform the City Clerk who you are and why you are there. When your item comes forward, the Mayor will invite you to the microphone at the podium, at the appropriate time.

To begin, state your name and, if applicable, the name of the company or group you are representing. If several members are present, appoint one person to act as the spokesperson for the entire group. Remember you only have five minutes to present so be sure to keep your comments confined to the topic.

Once you are finished presenting please remain standing until excused by the Chairperson. There may be questions.

How do I address the Mayor and Councillors?

The Mayor should be addressed as “Mayor” and if the Mayor's delegate is Chairperson of the meeting, they should be addressed as “Chair”.

When Addressing a Councillor, the Chairperson should be addressed first and then the Councillor, “Mayor or Chair and Councillor…”

Can I ask Council or Administration a question during my presentation?

No. You can make a presentation and Council may ask you questions regarding your particular issue.

When will a decision be made?

A decision will normally be made at the meeting; However, there are occasions when additional information is required before an informed decision can be made. In this event, the item will be postponed to a future meeting until the additional information is received. Following the meeting the City Clerk's Office will send you a letter advising you of the decision, postponement or referral of the issue.

Minutes for all meetings are available once the minutes are approved at the next meeting.

Where can I get more information?

The City Clerk's Office is your direct link to Council. Staff will provide you with as much assistance and information as possible to ensure your issue is brought forward in a timely manner. You may also review the Guide to Council and Committee Meetings for additional information.