Speaking to Council

When submitting a letter to City Council, be sure to include the date, your full name, mailing address, and a daytime phone number. The letter must be originally signed, unless provided via email, to be accepted.

Clearly outline the details of your request, providing relevant background information or context to help Council understand the issue. You are encouraged to attach any supporting documents that may assist in the decision making process. Well organized, factual, and respectful correspondence helps ensure your concerns are effectively communicated.

Once your letter is submitted, the City Clerk's Office will review it and determine the appropriate next steps. Depending on the nature of the content, your letter may be forwarded to the Executive Committee, City Council, or the appropriate department within Administration. You will be contacted by the City Clerk’s Office to confirm where your letter has been directed and if any further action is required on your part.

City Council and Executive Committee meetings take place in the Council Chamber at City Hall. The annual meeting schedule for both City Council and the Executive Committee is established each October and is made available to the public. Meetings are also live-streamed on the City's Meetings and Minutes page, allowing residents to watch proceedings in real time on the day of the meeting.

Yes, members of the public are welcome to attend all regular City Council, Board, and Committee meetings. The only exceptions are closed sessions, which are held in accordance with The Local Authority Freedom of Information and Protection of Privacy Act to discuss confidential matters. You are free to stay for the entire meeting or attend only for the agenda items that interest you.

Not all requests submitted to City Council are granted. Depending on the nature of your request, it may be addressed directly by Administration without needing to proceed to Council. If a similar item has appeared on a Council agenda within the past six months, your request may not be considered again. Additionally, if the matter falls under existing policy where Administration has delegated authority, your submission will be referred directly to the appropriate department rather than City Council.

No, you are not required to speak to your item. However, if you do wish to present to Council, you must indicate this in your letter and include either your speaking notes or an outline of your presentation. You, or someone speaking on your behalf, will be given up to five minutes to make the presentation.

When you arrive at City Hall, please check in with the City Clerk and let them know who you are and the item you are speaking to. When your item comes forward on the agenda, the Chairperson will invite you to approach the podium at the appropriate time.

To begin your presentation, clearly state your name and, if applicable, the name of the organization or group you represent. If multiple members of a group are present, one individual should be designated as the spokesperson. You will have up to five minutes to present, so be sure to keep your remarks focused on the topic. Once you have finished, please remain at the podium until the Chairperson excuses you, as Council members may have questions.

When addressing the Mayor, use the title “Mayor.” If the meeting is chaired by the Mayor’s delegate, address them as “Chair.”

When speaking to Councillors, it is customary to first acknowledge the Chairperson by saying “Mayor” or “Chair,” followed by the Councillor’s title and name—for example, “Mayor and Councillor [Last Name].”

No, you cannot ask questions of Council or Administration during your presentation. However, after your presentation, Council members may ask you questions related to the issue you have presented.

Decisions are typically made during the meeting at which the item is presented. However, if additional information is needed to make an informed decision, the matter may be postponed to a future meeting until all necessary details are received. After the meeting, the City Clerk’s Office will notify you in writing regarding the decision, any postponement, or referral of your issue. Approved minutes from all meetings are also made available to the public following their approval at the subsequent meeting.

The City Clerk’s Office is your direct link to City Council and is available to assist you throughout the process. Staff can provide guidance and information to help ensure your issue is presented in a timely and effective manner.

For further details, you may also review the Guide to Council and Committee Meetings, which offers comprehensive information on procedures and expectations.