Speaking to Council

When submitting a letter to City Council, please include the date, your full name, mailing address, and a daytime phone number. To be accepted, the letter must bear your original signature, unless it is submitted by email.

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

Please note that prior to being placed on a public Council agenda, civic addresses, email addresses, and phone numbers will be redacted in accordance with privacy requirements.

Once your letter is submitted, it will be reviewed by the Agenda Review Working Group, consisting of the Mayor, Deputy Mayor, City Manager, and City Clerk. The Group will determine the appropriate next steps. Depending on the nature of the matter, your letter may be referred to the Executive Committee, City Council, or the appropriate administrative department.

The City Clerk’s Office will contact you to confirm where your letter has been directed and to advise 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 Fall and is made available to the public online. 

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 and Executive 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 welcome to remain for the entire meeting or attend only those agenda items that are of interest to you.

No. Not all requests submitted to City Council are approved. Depending on the nature of your request, it may be addressed directly by Administration without proceeding to Council.

If a similar matter has appeared on a Council agenda within the past six months, your request may not be reconsidered. Additionally, if the matter falls within an existing policy where Administration has delegated authority, your submission will be referred to the appropriate department rather than being brought before City Council.

No, you are not required to speak to your item. However, if you 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 a representative speaking on your behalf, will be given up to five minutes to make your presentation.

When you arrive at City Hall, the City Clerk will check in with you to confirm your name and the item you will be speaking to. When your item is called on the agenda, the Chair 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 please keep your remarks focused on the topic. Once you have finished, remain at the podium until the Chair excuses you, as members of Council 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 matter you have presented.

Decisions are typically made during the meeting at which the item is presented. However, if additional information is required to make an informed decision, the matter may be postponed to a future meeting until all necessary details have been 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 matter 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.