What are protocols during the COVID-19 pandemic?
Due to the COVID-19 pandemic, Committee and Council meetings are being held virtually at this time.
Should you wish to provide comments regarding a matter being considered by Council please submit written correspondence. Correspondence can be submitted by email to the Office of the Town Clerk at email@example.com by noon on the day of the meeting. Written correspondence must include your full name, address, and the item on the agenda that your correspondence is related to. For persons who would like to address Committee or Council during a virtual meeting, a Delegation Request Form must be completed and submitted to the Office of the Town Clerk at firstname.lastname@example.org by noon on the business day prior to the date of the meeting. Should you be unable to access a computer, please call 905.430.4315 to speak with a Staff Member in the Office of the Town Clerk.
Virtual Committee of the Whole and Council meetings continue to be available for live viewing through the Town’s live stream feed at www.whitby.ca/committee.
In accordance with the Town's Procedure By-law, if you would like to appear before Council or a Standing Committee, you must:
- Complete and submit a Delegation Request Form to the Town Clerk
- Include the date of the meeting you wish to appear before
- Clearly state the topic on the agenda that you wish to speak to
- Include a copy of your presentation if applicable (and any background information)
- Include your name (printed clearly) and complete contact information (address, telephone number and email where you can be reached)
- Individuals wishing to speak at a statutory public meeting shall not be required to complete a Delegation Request Form. Anyone who is in attendance at the public meeting will have the opportunity to speak to the matter. For further information on Town of Whitby public meetings please visit the Participation at Public Meetings page.
Deadline for Submissions:
- 10:00 a.m. on the morning of the meeting for Standing Committees.
- 12:00 p.m. on the Wednesday before a Council meeting.
Note: Individuals wishing to appear before Council must have first appeared before the applicable Standing Committee unless a matter considered by the Council was not previously considered by a Standing Committee.
A staff member from the Office of the Town Clerk will contact you to confirm the meeting date and details of your appearance.
The Delegation Request Form may be submitted to the Office of the Town Clerk through the following means:
- Email to: email@example.com
- In person: 575 Rossland Road East, Whitby, ON L1N 2M8
- By mail to:
Town Clerk, Town of Whitby
575 Rossland Road East
Whitby, ON L1N 2M8
Use of Personal Information
Your personal information will be used for the purposes of sending correspondence relating to matters before Council. Your name, address, comments, and any other personal information is collected and maintained for the purpose of creating a record that is available to the general public in a hard copy format and on the Internet in an electronic format pursuant to Section 27 of the Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c.M.56 as amended. Questions about this collection should be directed to the Office of the Town Clerk, Town of Whitby, 575 Rossland Road East, Whitby, ON L1N 2M8.
Delegation Rules and Procedures
- Delegations may only address Council or Committee with respect to an item on the agenda and verbally present information on matters of fact.
- Delegation requests received after the deadline will not be added to the public agenda, but at the discretion of Council, may be granted permission to speak.
- PowerPoint presentations are permitted provided that an electronic copy of the presentation is submitted to the Town Clerk no later than 12:00 noon on the Friday before the meeting. A copy of the presentation will be distributed to Members of Council, or Committee as the case may be, as part of the delegation submission.
If your delegation request does not meet the requirements of the Procedure By-law and therefore denied, you may take the following steps to bring forward your request:
- Approach the department responsible to inquire if they may be bringing the information forward in a staff report to the appropriate Standing Committee. If a report will be brought forward, you may submit a delegation request for the appropriate Standing Committee in which the report will be heard.
- If the department will not be bringing a report forward, you may submit a letter to the Town Clerk addressing your request for inclusion on the weekly Council Information Index.
- You may contact your local Town of Whitby Councillor and they may wish to request the item from the Council Information Index be brought forward to the appropriate Standing Committee meeting. If the matter is brought forward on an agenda, you may submit a delegation request for the Standing Committee in which the matter will be heard.
Frequently Asked Questions
What do I do prior to the meeting?
Confirm with the Office of the Town Clerk that you are scheduled for the correct meeting date and a time has been established for your appearance before Committee/Council. Advise the Office of the Town Clerk office of any audio/video requirements at the time of confirmation.
Provide a copy of the presentation in advance to the Office of the Town Clerk at firstname.lastname@example.org, no later than noon on the Friday before the meeting.
What do I do when I arrive at the meeting?
Arrive at least 15 minutes before the meeting. There may be several other delegations registered for items on the agenda. Your patience is appreciated. When it is your turn, the Chair will announce the item number/your name and ask you to step forward to begin your delegation.
When it is your turn to address Committee/Council members, step up to the deputant's table and be seated. Be sure to speak directly into the microphone on the table so that all Committee/Council members and the audience can hear you.
How do I address the Committee/Council members?
When addressing Committee or Council members, regardless of where the question came from you should always address your comments to the Chair. This helps maintain order in the meeting. During a Council meeting the Mayor is always the Chair and is addressed as Mister or Madam Mayor or Your Worship. During Committee meetings, various Council members other than the Mayor act as the Chair and should be addressed as Mr. Chair or Madam Chair, as appropriate.
How long may I speak?
The Town's Procedural By-law allows individuals up to five (5) minutes to address Committee and/or Council members unless otherwise provided by a majority vote of the members present. Questions and discussion may follow and are not part of the five minute allocation.
What happens after I speak?
After you have addressed the Committee or Council, the Chair of the meeting will ask Members of Council or Committee if anyone has questions for you as the delegate. Once you have answered the questions, please return to your seat. Once all of the delegations on a matter have been heard, Members of Council or Committee will debate the issue and consider the recommendations on the agenda.
What is the Code of Conduct for Delegations/Presentations?
Delegations/presentations shall not:
- speak disrespectfully of any person
- use offensive words
- speak on any subject other than the subject for which they have received approval to address Council/Committee
- disobey the decision of the Mayor/Chair or Council/Committee
- enter into cross debate with other delegates/presenters, Town staff, Council/Committee members or the Mayor/Chair