In the Township of East Zorra-Tavistock, you can request to speak at a Council on a specific issue or agenda topic. You will have the option of attending in person or virtually. Council meetings are live streamed and recorded on the Township's website and delegate information is made public on our agendas and minutes.

How to Request a Delegation

Requests to be a delegation at Council must be received before 4:30pm on the Tuesday before the Council meeting.

Submit a delegation request form

Persons desiring to present as a Delegation shall provide detailed written background material, clearly outlining the nature of the business they wish to discuss with Council, for inclusion in the Agenda package. Information to be provided shall include:

1. Persons name and address who will be making the presentation, as well as any other person(s) or organizations they may be representing (if applicable).
2. A full written copy of the presentation and all other written material to be presented to Council, for inclusion in the Agenda package as a public document. 

Please note that depending on the existing length of the agenda, your delegation may need to be moved to a future meeting.

The Clerk will advise you if your request has been approved and will work with you to find a convenient agenda date for your delegation.

Presentation Format 

If you have a presentation, it will be set up by Township staff and you can advance your slides with the remote at the podium. All presentations must be submitted in PowerPoint or PDF format. We do not allow personal devices or memory sticks and handouts are not allowed during the Council meeting.

 All presentation materials are required by the Clerk no later than 4:30pm on the Tuesday before the Council meeting.

What to Expect During a Delegation

When speaking to the Committee and/or Council members, you can speak for up to ten minutes. Please note questions may follow and are not part of the ten-minute limit.

Delegations are scheduled at the beginning of regular Council meetings and delegates are asked to arrive in Council Chambers by 6:45pm on the confirmed meeting date.

Conduct at Meetings

In accordance with the Procedure By-law, when you appear at a meeting, you must not:

• Speak disrespectfully of any person, or group of people, including Township staff and Members of Council
• Use improper or offensive words/language
• Speak on any subject other than the subject for which you have received approval to speak before Council or Committee
• Disobey the decision of the Mayor or meeting Chair or Council/Committee

Matters Not Available for Delegation

The following matters shall not be approved for delegation:

• Sales or promotional presentations for commercial products or services (these shall be directed to the procurement process);
• Complaints or concerns about individual staff members (these shall follow the established complaint resolution process); 
• Requests for funding or sponsorship; 
• Matters outside Council's jurisdiction (e.g. provincial or federal responsibilities) that cannot demonstrate a municipal purpose.

No person(s) or representatives from the same organization, business, association, or affiliated group shall be permitted to have delegation status to speak to the same subject more than once within the term of Council, unless:

• Council explicitly requests a follow up presentation; or
• Substantial new information has arisen that was not previously available. 

It should also be noted that these procedures for delegations do not apply to Public Meetings, such as those required under the Planning Act, Drainage Act, or where Council has specifically called a meeting for public input.