Speaking Before Council | Township of Douro-Dummer

There are two options for the Public to address Council at a Council Meeting, as a Delegation or through a Public Comment. Please keep reading to learn about the options below.

Request for Delegation/Presentation

Anyone wishing to make a presentation to Council or the Committee of the Whole may do so by providing the Clerk with a request in writing not less than 7 days prior to the meeting at 12-noon.

The request can be submitted through the website or through a hardcopy at the Township Office. The request must contain a clear statement of what issue or matters are to be dealt with at Council and signed by the author.

Presentations are limited to ten (10) minutes and two speakers. Supporting documents such as pictures are encouraged to be submitted. Slide decks must be received at the time the request is submitted.

Tips and tricks for an Effective Delegation:

To help Council understand your concerns and make informed decisions, consider the following tips when preparing your delegation:

Speak through the Chair – Address your comments through the Chair of Council. E.g. “Through you Madam Mayor”.

Limit speakers – If you represent a group, designate a maximum of two speakers to present on the group’s behalf.

Avoid repetition – Multiple individuals speaking on the same issue should avoid repeating the same points and provide new information only.

Be clear about your request – Clearly explain the action, decision, or outcome you are seeking from Council.

Submit supporting materials in advance of Council – Providing information ahead of time allows Council to review it as part of the Agenda Package. Late submissions will not be accepted.

Speak clearly – Use the microphone to ensure your comments can be heard.

Introduce yourself – State your name for the record before beginning of your presentation.

Be respectful – Maintain a courteous tone, even when discussing issues you feel strongly about.

Request Form — Delegation/Presentation

Request to Provide a Public Comment

If you would like to present a comment to Council at a Council meeting regarding an item on the Agenda you must submit a request to the Municipal Clerk either through the website or in hardcopy. Please note that the deadline for Public Comment requests is 12-noon, on the Monday prior to the meeting date (1 day before the meeting date).

Public Comments will only be accepted for items listed on the Council Meeting agenda in Sections 10 through 15.

Please note that as per Procedural By-law 2022-21, as amended, a maximum of six (6) public comments shall be scheduled for each meeting. The time limit of five (5) minutes shall be strictly enforced.

Tips & Tricks for an Effective Public Comment:

Participating in a Public Comment Period is an opportunity to share your views with Council regarding an item on the Council meeting Agenda listed in Sections 10 through 15.

Consider the following tips to make the most of your 5 minutes:

Be prepared – Plan your key points in advance to ensure you can cover everything within the 5-minute time limit.

Choose one spokesperson – If representing a group, only one person may speak per Public Comment request.

Speak clearly – Use the microphone and speak directly into it so your comments can be heard.

Introduce yourself – State your name for the record before beginning your comments.

Be respectful – Maintain a courteous and respectful tone, even when discussing issues you feel strongly about.

Share your Perspective – Public Comment periods are intended to provide information and viewpoints to Council. There will be no debate or decision during this portion of the meeting.

Request Form — Public Comment Period