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Speaking Before Council

Appearing as a Delegation 

A "delegation" is when a person or group of people address Council for the purpose of making a presentation. Those wishing to appear before Council regarding Town business may submit a delegation request by completing the Delegation Request Form. Once the Delegation Request Form has been received, the Clerk’s Department will arrange to schedule you on the appropriate agenda and send you a confirmation message with instructions for participating in the meeting. Please note that you can speak to items that appear on a meeting agenda, under Public Forum. You do not need to register to speak under the Public Forum. 

Delegation Request Form 

Why can't I be put on the agenda tomorrow?

To meet the requirements for accountability and transparency, sufficient notice must be provided so that members of the public, Council and staff are aware of what will be discussed at the meeting.

Privacy Notice 

Be advised that Council agendas, minutes and all information presented at an open meeting are public documents and are published on the Town of Goderich website.

When communicating with the Town, be aware that your correspondence or delegation materials, (together with your name and address), may be included on the Council meeting agenda and subsequently appear on the website.

What is Public Forum 

A person may provide comments to Council Members during the Public Forum provided that all persons participating adhere to the following practices:

  • The Person (Speaker) providing comments must give their name prior to the Chair of council prior to speaking;
  • Speakers comments must be related to an item on the current agenda; and
  • Speakers are limited to a time period of two (2) minutes.

The Chair may curtail any speaker for disorder or any other breach of this by-law.

Members of Council and staff will hear the comments, but not enter into discussion or debate, either with other Members of Council or with members of the public.
 Deadlines for Registering to Appear as a Delegation

A fully completed Delegation Request Form must be submitted by no later than 4 PM 10 days prior to the meeting in which the delegate is requesting to attend. 

Once the Delegation Request Form has been received, the delegation will be scheduled for the appropriate agenda at the discretion of the Clerk. The Clerk’s Department will send you a confirmation message with instructions for participating in the meeting. A maximum of two delegations shall be permitted at a Regular Council meeting.

Regular Council meeting dates and times can be found on the Agenda and Minutes webpage.
 Requirement for Delegation Presentation Materials

All delegation presentation materials (such as reports, presentations and other material to be presented) must be submitted to the Clerk’s Department by no later than 4 PM 10 days prior to the confirmed meeting for inclusion on the public Council meeting agenda. PowerPoint presentations and handouts can be uploaded with the Request for Delegation Form. Presentation materials are mandatory. 

If your delegation presentation materials are submitted after the deadline, your delegation presentation may be moved to the next available Council meeting at the discretion of the Clerk and/or Mayor.
 Why are my Presentation Materials Required Prior to the Meeting?
To meet the municipal requirements for accountability and transparency, sufficient notice is required to be provided by the Town so that members of the public are aware of what will be discussed at the Council meeting. Council members also need to know the reasons you are attending, and staff need time to generate background information. This notice period is outlined in the Procedure By-law. For more details regarding this notice period, please contact the Clerk’s Department.
 Time Limits

Public Forum is limited to 2 (two) minutes in length to address Council. 

Delegations are limited to ten (10) minutes in length to address Council. This time limit does not account for questions from members of the Council. Council may limit or extend the ten (10) minute time allowed for a delegation by a majority vote.

Members may address a delegate only to ask questions for clarification and not to express opinions or enter into debate or discussion.

If there are numerous delegates taking the same position on a matter, the Clerk will encourage them to select one spokesperson to present their views within the ten (10) minute time allocation.

Only one person at a time is permitted to speak and must be acknowledged by the Mayor prior to speaking. 

The Mayor may curtail/halt a delegation for contravention of the procedures.
 Groups and Associations

Community groups and associations are required to select one or two individuals to speak on behalf of the group.

You cannot register multiple delegations, and you cannot register on behalf of someone else.
 What to Expect at a Meeting
Delegation presentations are near the beginning of the meeting. Prior to a delegation presentation being heard, the Mayor will call you to come forward to the podium when it is time for you to speak. Please state your name for the record and organization or company you are representing, if any.

As a delegation, you shall not speak disrespectfully of any person(s), use offensive words, speak on any subject other than the subject for which you have received approval, disobey any decision of the Mayor or enter into debate with other delegations, staff or Council members.