Public Participation at Public Meetings (Standing Committees of Council)

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What is a public meeting?

A public meeting is a meeting listed under the Public Meeting Header of a Standing Committee Agenda.  Public meetings are open to the public and provide an opportunity for individuals to provide feedback on the matter being discussed. 

Can anyone participate, or do you have to register in advance to speak before the Committee?

Individuals wishing to make a delegation at a Public Meeting do not need to register ahead of the meeting and all those in attendance who wish to speak will be provided with the opportunity.

It is strongly recommended that neighbourhood groups or community associations appoint one spokesperson to make their delegation.

How much time do I have to make my delegation?

In accordance with the Town’s Procedure By-law, each delegate has up to five (5) minutes to address the Committee.

What time should I arrive for the public meeting?

Public meetings are scheduled to coincide with the start time of the Standing Committee Meeting at 7:00 p.m. 

There may be several public meetings listed on a Standing Committee agenda.  Public meetings are normally heard in the order in which they are listed; however, the order of the agenda may change from time to time at the discretion of the Committee Chair.

Individuals attending a public meeting should arrive 10 minutes prior to the start of the meeting (6:50 p.m.).

What is appropriate conduct for Delegations/Presentations?

Delegations/presentations shall not:

  • Speak disrespectfully of any person;
  • Use offensive words;
  • Speak on any subject other than the subject matter that is before the Committee; or,
  • Enter into debate with other delegates/presenters, Town Staff, Council/Committee Members or the Committee Chair

Public Meeting Procedure:

Planning and Development Committee:

The following provides an overview of the process that is undertaken for each public meeting under the Planning Act:

  1. Planning Staff will provide a brief overview of the information contained in the staff report.
  2. The proponent or developer for the application will be provided an opportunity to come forward and address the Committee, subject to the five (5) minute speaking limit.
  3. The Chair of the Committee will ask if there are any individuals present who would like to speak on the matter. If you wish to address the Committee, raise your hand so that you may be acknowledged by the Chair.  The Chair will invite each delegate up to the delegation table one at a time. Each delegation should be specific to the details of the matter being considered. Staff in attendance at the meeting will record any issues raised by delegates for consideration and review prior to bringing forward a recommendation report at a future Planning and Development Committee Meeting.

Operations Committee:

The following provides an overview of Public Meetings at an Operations Committee Meeting:

  1. A presentation by Town Staff or a consultant hired by the Town may be made to introduce and provide a brief overview of the matter.
  2. The Chair of the Committee will ask if there are any individuals present who would like to speak on the matter. If you wish to address the Committee, raise your hand so that you may be acknowledged by the Chair.  The Chair will invite each delegate up to the delegation table one at a time. Each delegation should be specific to the details of the matter being considered. Staff in attendance at the meeting will record any issues raised by delegates for consideration and review prior to bringing forward a recommendation report at a future Operations Committee Meeting.

Supplemental Information or Presentation Materials:

Anyone looking to provide handouts or use electronic materials (e.g. PowerPoint) at a public meeting must provide all information to the Office of the Town Clerk by noon the Friday prior to the meeting.  The format of electronic materials must be compatible with the Town’s Audio-Video systems and you will be notified if another format is required.  Anyone using electronic materials must be prepared to run the presentation slides on their own with the use of a remote that will be provided at the delegation table.  If there are any other visual aids that require operation outside of the use of the provided remote, delegates must ensure they bring someone with them to operate the equipment.