A delegation is a formal address to a committee or Council regarding a subject that is within the jurisdiction or influence of local government. We encourage all delegates to appear before the appropriate committee prior to appearing before Council.
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To register as a delegation to speak to an item at an upcoming Council or Committee meeting, please complete the Online Registration Form no later than four hours before the start of the meeting.
A list of upcoming Council Meeting Agendas are available online.
After you register as a delegation, Township staff will be in contact and provide additional information about the meeting. Delegates have the option of participating in-person at the meeting, or electronically. Electronic meetings are held using Zoom meeting software, and participants may connect by audio and/or video connection or by phone. Once the Online Registration Form has been approved, staff will provide further instructions on attending the meeting in-person and/or electronically.
All Council Meetings are open to the public unless they are a Closed Meeting under Section 239 of the Municipal Act. This means all information you provide during the meeting and any presentations or written materials submitted in relation to an agenda item will be included as part of the public record including your name, at a minimum.
Delegations can register up to four hours prior to the start of the meeting by completing the Online Registration Form.
If you cannot complete the form before the deadline to register as a delegation, you can still send your written comments to us by email. These comments will be circulated to Council and will form part of the public record for the meeting.
The rules for being a delegation have been established by Council through the Procedure By-law.
As a delegation, you can address Council for a maximum of seven (7) minutes and may only speak once to an agenda item. A timer may be used to ensure your delegation is on track. We suggest that you use your own timer as well to stay within the allotted time frame.
If your delegation includes five or more people, two people can speak, each for a maximum of five minutes. Each speaker must register as a delegation separately, please note in your email the group/people being represented.
Proper meeting decorum is expected from all delegations. The Chair may expel any person who violates these expectations from the meeting. This means that delegations must not:
All comments must be directed through the meeting Chair. Members of Council or Committee may, through the Chair, respond to a point or question. If there are no questions, or once you have finished responding to their questions, your delegation will be considered complete. You will not be allowed to readdress Council unless specific questions are asked of you. You do not need to stay for the rest of the meeting after your item has been dealt with.
If you are attending the meeting as a virtual delegation, you may wish to familiarize yourself with Electronic Participation Procedures prior to your delegation.
Once the Online Registration Form has been approved, staff will contact you with additional information.
Delegations can attend meetings in-person where the agenda identifies the meeting as being in-person or being a hybrid meeting.
Delegations can attend meetings electronically where the agenda identifies the meeting as being electronic or being a hybrid meeting.
Delegations can register up to four (4) hours prior to the start of the meeting by completing the Online Registration Form. Advanced registration is required to ensure staff can send you the electronic meeting invitation by email. Electronic meetings are held using Zoom meeting software, and participants may connect by audio and/or video connection or by phone.
Below are some tips for you as a delegation joining a virtual meeting of Wilmot Council using Zoom. We hope these help you to have the best experience as a delegation.
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If you plan to use a PowerPoint presentation during the meeting, please submit the file in PDF format to the Clerks' office before 12:00 p.m. on the Wednesday before the meeting in order for it to be shown. Presentations received after that deadline will not be shown at the meeting but will be attached to the online minutes.
Presentation materials must be in compliance with the Municipal Freedom of Information Privacy Protection Act (MFIPPA) and cannot include photos of identifiable individuals, licence plates and/or names without the individual’s consent. Materials must not contain any of the following:
Clerks staff will review your presentation and return it to you to make appropriate adjustments if necessary to conform to the Township’s and MFIPPA requirements, and must be returned to Clerks staff the Friday before the Council meeting in order to be shown.
When you’re preparing your presentation, try to keep your:
These tips will help you stay in the seven-minute time limit and avoid rushing or leaving out information.
If you do not wish to appear as a delegation but would still like to provide Council with your comments regarding an Agenda item, please send your written comments to us by email.
If we receive your written submission 5 business days prior to the meeting date, it will be included online as part of the Agenda package on our website. If your written submission is received after that, it will be circulated to Council and will be published online as part of the minutes only. In both cases, it will form part of the public record. Only personal information as defined by the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) will be redacted from your written submission.
Petitions given during a public meeting are part of the public record. If you want to submit a petition, please make sure everyone who has signed the document understands that all the information they included in the petition will:
If you want to submit a petition, please email Township staff.
All Council and Committee meetings are recorded and live streamed to the Internet. Recent meetings of Council and Committees can be found on the Township of Wilmot's YouTube channel.
If you have any questions regarding registering as a delegation or the delegation process, please contact the Clerks' Office.
Chad Curtis, Deputy Clerk
519-634-8519 ext. 9228
Email
Candice Greenley, Administrative Clerk
519-634-8519 ext. 9278
Email
Contacts