Application to Appear Before Town Council Form
Speaking at a Council or Committee Meeting
To speak at a Town Council or a Standing Committee meeting you must first register as a Delegation. To register as a Delegation you are to complete the Register as a Delegation Form (printable option) and submit it to the Council and Committee Services Coordinator, Clerks Division. Deadline to register as a Delegation is 4:30 p.m. on the Friday preceding the scheduled meeting.
Any written materials to be copied for distribution to members of Town Council or Standing Committee members should be forwarded no later than 4:30 p.m. on the Friday preceding the meeting. Town staff will prepare the copies for distribution.
Speaking at a Town Council or a Standing Committee meeting is easier than you may think. In order to help you prepare as a Delegation we have provided you with a list of Presentation Tips for Delegations. You may also find useful information in the Connecting with Town Council handbook (coming soon!!).
Below is a list of frequently asked questions and our responses. If you have any other questions regarding delegating to Town Council or a Standing Committee, please contact the Clerks Division at
905-873-2601 ext. 2333 or ext. 2350.
Frequently Asked Questions
Frequently Asked QuestionsSpeaking at a Council or Committee Meeting
- What is a Delegation?
- What is a Standing Committee?
- How long am I able to speak for?
- What if I wish to speak to an item that is NOT on the agenda?
- Where and when are the meetings?
- When is a final decision made on an item listed in an agenda?
- Where do I find agendas for Standing Committees and Town Council?
- What happens at the meeting?
- What happens after my presentation?
- What gets documented in the minutes?
What is a Delegation?
Delegations are individuals or groups that are requesting to appear and speak before a Standing Committee or Town Council. In order to speak at a Standing Committee or Town Council meeting, you must first register as a Delegation. Delegations would register to speak at a meeting to an item that is listed on the corresponding meeting agenda.
What is a Standing Committee?
A Standing Committee is a Committee of Council. The Committees, made up of members from Town Council, discuss and make recommendations to Town Council on items listed on the Committee agenda.
The Town of Halton Hills has three (3) Standing Committees;
- Community Affairs Committee (7 members of Town Council)
- Corporate Affairs Committee (7 members of Town Council)
- Fire Services and Emergency Planning Committee (5 members of Town Council)
Of Note: Town Council (11 members) also sits as the Budget Committee and General Committee.
- Find more information - www.haltonhills.ca/committees/index.php
How long am I able to speak for?
Each Delegation is allowed one spokesperson, who will be allowed a maximum of ten (10) minutes to speak at a Standing Committee and five (5) minutes to speak at a meeting of Town Council.
What if I wish to speak to an item that is NOT on the agenda?
When a request is received for a Delegation wishing to be heard on an item which is not listed on an agenda, the person shall submit a request in writing to the Town Clerk. The request should outline the nature of the presentation. The Town Clerk shall review the request and refer the matter to the appropriate department for further review and consideration.
Should a report to a future Committee/Town Council meeting be warranted, the requester and the Town Clerk will be advised by the applicable department as to when a report on the subject matter will be placed on an agenda.
Where and when are the meetings?
Standing Committee and Town Council meetings are held in the Council Chambers, Halton Hills Civic Centre, 1 Halton Hills Drive, in accordance with the calendar set annually and approved by Council. Meeting dates, times and location may be revised at the call of the Mayor (as per the Town’s Procedural By-law). The annual meeting calendar can be found on the Town’s website at www.haltonhills.ca/calendars.
- Find more information - www.haltonhills.ca/calendars/index.php
When is a final decision made on an item listed in an agenda?
Recommendations made at a Standing Committee are not finalized until final approval by Town Council. Town Council minutes reflect all final resolutions of Town Council.
Where do I find agendas for Standing Committees and Town Council?
Agendas are posted on the Town’s website at www.haltonhills.ca/calendars. Agendas are posted on line five days prior to the meeting date. Limited hard copies of the agenda are made available at the time of the meeting.
- Find more information - www.haltonhills.ca/calendars/index.php
What happens at the meeting?
The Delegate will be acknowledged by the Mayor or Chair at the time they are to be heard. Delegations are to step up to the Podium and speak into the microphone. Should a Delegation have any further handouts, the Clerk will come forward to the podium to collect the information.
What happens after my presentation?
After the Delegation has finished, the Mayor or Chair will ask members of the Standing Committee or Town Council if there are any questions of the Delegation. The Delegation is to remain at the Podium until questions of the Delegation have been completed.
What gets documented in the minutes?
It is the Clerk’s responsibility to record, without note or comment the recommendations and resolutions of Standing Committees and Town Council. A delegation’s name and the reason for appearing to speak (ie. spoke in favour of/in opposition to) will be noted in the minutes.
A Delegation may submit their speaking notes to the Clerk who will keep the notes on file in the Clerks Office.
Presentation Tips for Delegations
The following are some helpful tips on how you can prepare for your presentation/delegation. For information on the procedural rules for Delegations, please refer to the Town’s Procedural By-law 2015-0060.
- Prepare yourself in advance for your presentation/delegation by making notes or writing out the text of your presentation. Written material will help you to keep focused, and will help you keep within the allotted time for your delegation.
- If you are appearing on behalf of a larger group such as a neighbourhood association, let the Clerk know that you will be speaking on behalf of the group as their spokesperson. Larger groups are encouraged to select a spokesperson to make their presentation.
- The agenda outlines when delegations will be heard. The Mayor or the Committee Chair will call out your name and identify the subject matter that you will be addressing. At that time, proceed to the podium in the Council Chambers. Please address your remarks to the Chair and Members of the Committee (at a Committee meeting), or to the Mayor and Members of Council (at a Town Council meeting). At the completion of your presentation the Mayor or Chair will ask if there are any questions of the Delegation.
- Once all questions have been asked, the Mayor or Chair will thank you for your presentation and you can return to your seat in the gallery. Following questions, the Committee or Town Council will not entertain any more comments from the delegation.
- Once all delegations have been heard on the subject matter (item on the agenda), the Mayor or Chair will place the item of business before the Committee (or Town Council) for consideration. Committee/Town Council members will have the opportunity to discuss and/or debate the matter and formulate a recommendation. Recommendations are not finalized until final resolution by Town Council.
- If you have appeared before a Standing Committee to speak to an item on the agenda, and wish to further appear before Town Council on the same item, prior to Council’s final adoption of the item, you are to present new information only. A Delegation is provided five (5) minutes to speak at a Town Council meeting.
Please Note: All information submitted to the Town will be considered to be public information and therefore subject to full disclosure, under the Municipal Freedom of Information and Protection of Privacy Act.