Speaking at a Committee Meeting

You can participate in the political process by speaking at a regional committee meeting.

Some committee meetings are broadcast publicly on the internet and the local cable television network.

Delegation rules and procedures are set out in Niagara Region's Procedural By-law.


Speaking to Items Already on an Agenda

If you wish to speak at a committee meeting to a matter already on the agenda, you must submit your written delegation request to the Regional Clerk by 9 a.m. on the Thursday prior to the meeting.

If your request is to appear as a delegate at a committee meeting on a matter you have previously presented on, you must present only new information.

Your written delegation request to the Regional Clerk must include the following:

  • Your name
  • Your address
  • Your telephone number
  • Detailed brief / description of your presentation, including your request of committee
  • If applicable, the name, address and telephone number of the organization you represent

The brief / description provided will form part of the official record of the proceedings of committee and will be considered a public document.

If your request is approved, you will be granted 10 minutes to speak followed by an opportunity to address any questions from the members.

Your delegation may include no more than five persons limited to two speakers who are permitted to speak up to 10 minutes in total. Only new information is to be presented by successive speakers of such a delegation.

Speaking to Items not Already on an Agenda

If you wish to speak at a committee meeting to a matter not already on the agenda, you must submit your written delegation request to the Regional Clerk no later than 14 days prior to the date and time of the meeting.

If your request is to appear as a delegate at a committee meeting on a matter you have previously presented on, you must present only new information.

Your written delegation request to the Regional Clerk must include the following:

  • Your name
  • Your address
  • Your telephone number
  • Detailed brief / description of your presentation, including your request of committee
  • If applicable, the name, address and telephone number of the organization you represent

The brief / description provided will form part of the official record of the proceedings of committee and will be considered a public document.

If your request is approved, you will be granted 10 minutes to speak followed by an opportunity to address any questions from the members.

Your delegation may include no more than five persons limited to two speakers who are permitted to speak up to 10 minutes in total. Only new information is to be presented by successive speakers of such a delegation.

Late Requests and Extenuating Circumstances

If your written delegation request is submitted after the applicable deadlines, it may be subject to committee passing a motion that recognizes you as a delegate.

In the case of extenuating circumstances, if you have not been noted on the agenda as a delegate to a matter already on the agenda, the committee may, by vote, permit you to appear as a delegate. In this circumstance, you must submit your written delegation request to the Regional Clerk no later than 9 a.m. on the day of the meeting.

In the case of extenuating circumstances, and provided the topic of your delegation pertains to an emergent matter, if you have not been noted on the agenda as a delegate to a matter not already on the agenda, the committee may, by vote, permit you to appear as a delegate. In this circumstance, you must submit your written delegation request to the Regional Clerk no later than 9 a.m. on the day of the meeting.

Your written delegation request to the Regional Clerk must include the following:

  • Your name
  • Your address
  • Your telephone number
  • Detailed brief / description of your presentation, including your request of committee
  • If applicable, the name, address and telephone number of the organization you represent

The brief / description provided will form part of the official record of the proceedings of committee and will be considered a public document.

If your request is approved, you will be granted 10 minutes to speak followed by an opportunity to address any questions from the members.

Your delegation may include no more than five persons limited to two speakers who are permitted to speak not more than 10 minutes in total. Only new information is to be presented by successive speakers of such a delegation.

Approval to Speak at a Committee Meeting

Your delegation request will be reviewed by the Regional Clerk in consultation with the appropriate committee chair and / or staff.

Delegation requests concerning labour relations, union negotiations and any employee relations will not be heard at a committee meeting. All signed submissions received by the Regional Clerk concerning these matters will be referred to the Chief Administrative Officer of Niagara Region.

Once your request has been reviewed, staff will contact you as to the outcome and provide additional information as necessary.

Handouts or Materials for Committee Members

If you have handouts or materials (such as brochures and promotional items) for the committee, you should provide 35 copies to Regional Clerk at least 24 hours in advance of the meeting for distribution.

Submitting a Letter to Committee

If you wish to submit a letter to a committee for general distribution (such as not to be included on an agenda), send your letter to the Regional Clerk.

If you wish to submit a letter for inclusion on a committee agenda related to a topic on the agenda, your letter must be delivered to the Regional Clerk by 9 a.m. on the Thursday prior to the meeting.

In the case of extenuating circumstances, and provided the topic of your letter pertains to an emergent matter, if you wish to submit a letter on a matter not already on a committee's agenda, your letter must be submitted to the Regional Clerk by 9 a.m. on the day of the meeting.

Send letter to Regional Clerk


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