Speaking at a Regional Council Meeting

You can participate in the political process by speaking at a Regional Council meeting. However, you are encouraged to speak at a committee meeting.

Regional Council 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 Regional Council 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 Friday prior to the meeting.

If your request is to appear as a delegate at a Regional Council meeting on a matter you have previously presented on, either at a committee or Regional Council meeting, 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 Regional Council
  • 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 Regional Council 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 Regional Council passing a motion that recognizes you as a delegate.

In the case of extenuating circumstances, a Standing Committee or Council may, by a majority vote permit a person to appear as a delegation who does not appear on the agenda. A written request must be made to the Regional Clerk by 4 p.m. two days prior to the Standing Committee or Council meeting to request a delegation under this section that contains the person's name, address, telephone number and a detailed brief of their presentation outlining the request / direction the presenter is seeking from the Standing Committee or Council.

If the delegation request does not relate to a matter already on the agenda, it must pertain to an emergent matter.

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 Regional Council
  • 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 Regional Council 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 Regional Council Meeting

Your delegation request will be reviewed by the Regional Clerk in consultation with the Office of the Regional Chair and / or staff.

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

Delegations shall not be permitted at Council meetings to address planning matters that were considered at a public meeting pursuant to the provisions to the Planning Act.

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

Handouts or Materials for Regional Council Members

Delegations appearing at Council or Standing Committee must submit delegation materials (slide deck, written outline of the delegation, speaking notes) no later than 48 hours prior to the meeting.

If a delegation is to be provided at Council and the materials are not submitted within the deadline, a two-thirds majority vote will be required for the delegation to proceed. A delegation request made on the day of Standing Committee or Council shall not be permitted to provide presentation materials.

Submitting a Letter to Regional Council

If you wish to submit a letter to Regional Council 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 Regional Council agenda related to a topic on the agenda, your letter must be delivered to the Regional Clerk no later than 9 a.m. on the Friday prior to the meeting (for release with the agenda) or no later than 9 a.m. on the day of the meeting (for release with the addendum).

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 Regional Council agenda, your letter must be submitted to the Regional Clerk no later than 9 a.m. on the day of the meeting.

One-on-One Meeting

If you wish to meet with a Regional councillor, you may submit your request using the member's contact information.

You can also contact Niagara Region to arrange a meeting with a member of staff.

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