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Correspondence & Deputations

Members of the public are invited to participate in the public process by submitting correspondence, appearing as a deputation, or speaking at Council, Committee of the Whole, or a Committee of Council meeting during the Public Comment Period of the Agenda.

Procedural By-law 2019-56

While meetings are being held virtually, members of the public can still participate in meetings.
  • To make a deputation to Council/Committee of the Whole, or provide correspondence for inclusion on an agenda contact the Town Clerk.
  • To make a deputation to a Committee of Council, or provide correspondence for inclusion on an agenda contact the Executive Assistant.
  • Public Comments submitted will be read at the meeting by the Town Clerk (Council/Committee of the Whole) or the Executive Assistant (Committees of Council).
Calendar of Council, Committee of the Whole, and Committee of Council Meetings
 

Correspondence is a written document submitted by a member of the public on any matter. It becomes part of the correspondence package circulated to Council/Committee members in advance of the meeting and is posted on the Agenda, Minutes & Reports page on the Town’s website. Any personal information you choose to disclose in your letter will become part of the public record and your name will be published in the Agenda.

To correspond with Council, written correspondence should be provided to the Town Clerk.

To correspond with a Committee of Council, written correspondence should be provided to the Executive Assistant Committees of Council.

Correspondence must be received by the Clerks Office by 9:00 a.m. once week in advance of the meeting. If there is an item on the agenda that you wish to comment on through correspondence, you have until 12:00 p.m. the Friday prior to the meeting to submit any correspondence.

Deputations allow members of the public to appear in person before Council or a Committee of Council.

Deputations to Committee of the Whole and Council Meetings

Any person wishing to present to Council during a Council or Committee of the Whole meeting must submit a completed Deputation Request Form and associated materials to the Town Clerk no later than 9:00 a.m. on the Monday  prior to the subject meeting.

If, following the release of the Council or Committee of the Whole Agenda, a member of the public wishes to appear as a deputation regarding a matter included on the Agenda, the deadline to submit a Deputation Request Form and deputation materials to the Town Clerk is 12:00 p.m. noon on the Friday immediately before the subject meeting.

Upon receipt, the Town Clerk will confirm with the requestor that there is room on the meeting Agenda to accommodate the deputation. Ten minutes is allocated for each deputation.

Deputations to Committee of Council Meetings

Any person wishing to present to a Committee of Council during a Committee meeting must submit a completed Deputation Request Form and materials to the Executive Assistant Committees of Council no later than 9:00 a.m. on the Monday prior to the subject meeting.

Ten minutes is allocated for each deputation. Please note that a maximum of two (2) Deputations will be permitted at each Committee of Council meeting.

Decorum dictates respect for all opinions and individuals are reminded there is zero tolerance for coarse language and inappropriate behaviour.

Council: Members of the public have an opportunity to provide verbal input to Council on Town matters.

Committee of the Whole: Members of the public have an opportunity to provide verbal input on matters included on a Committee of the Whole Agenda.

Committees of Council: Members of the public have an opportunity to provide verbal input on matters included on a Committee of Council Agenda.

Each speaker is allotted three minutes to provide comment. The meeting minutes reflect the names of anyone who has provided verbal comment during the Public Comment Period.

Please be advised that the Public Comment Period is not intended as a time for Council, Committee of the Whole, or Committees of Council to receive questions from the Public.

While meetings take place virtually, any Public Comments for Council or Committee of the Whole should be filed with the Town Clerk. Any public comments for Committees of Council should be filed with the Executive Assistant Committees of Council. The Town Clerk or Executive Assistant will verbally state any Public Comments received (only while meetings are taking place virtually).

For more information about getting involved with the Town, please visit our Public Engagement page.


Contacts

All Members of Council & Town Clerk
519-599-3131 x232

Clerk's Office
519-599-3131 x232

Executive Assistant Committees of Council
519-599-3131 x306

Documents