Speaking at a Council Meeting

You have an opportunity to give information and express your view by appearing before Council or Committees. There is a specific process that must be followed in order to appear as a delegation, or to have written correspondence included as part of an agenda.

Individuals, groups, organizations, or businesses are can only appear before Council, a Committee of the Whole, the Finance Committee or the Social Services Committee provided that the subject matter of the delegation directly relates to a matter that already appears on the agenda.

Delegations must complete delegation request form no later than 9 a.m. on the day of the meeting they would like to speak at, and submit it to the City Clerk. Hard copy delegation request forms are available at City Hall located at 100 Wellington Sq., Brantford.

Submit Online Delegation Request Form    Printable Delegation Request Form

Rules Regarding Delegations at Meetings

Delegation time limit

There is a strict one hour time limit for delegations at meetings. Delegations will generally have 10 minutes for their presentation, inclusive of questions from Council or the Committee; however, where there are more than six delegations registered at a meeting, the time for each delegation will be reduced so as to equally divide the one hour time limit among the registered delegations.

Delegation appearance limit

Delegations may only appear before the City once on the same agenda item. Please note that only one delegation from the same group/organization/business will be permitted on the same agenda item, regardless of the members comprising that delegation.

Estimates Committee delegations

For meetings of the Estimates Committee, there is a strict two hour time limit for delegations where the agenda provides for delegations to be heard respecting the budget process. Delegations will generally have 10 minutes for their remarks, inclusive of questions from Members of the Committee. Where there are more than 12 delegations registered at the meeting, the time for each delegation will be reduced so as to equally divide the two hour time limit among the registered delegations. The City encourages all citizens and organizations to come forward during the Estimates process to identify and speak to community needs though specific requests for municipal funding will no longer be considered by the Estimates Committee. These requests must be processed through the Brant Community Foundation.

Addressing more than one matter at the same meeting

No individual or group/organization/business shall be listed as separate delegations at the same meeting. Such delegations may address a number of items appearing on the agenda, but will be considered to be one delegation and will be allotted one block of speaking time only.

PowerPoint presentations

PowerPoint presentations are permitted provided that an electronic copy of the presentation is submitted to the City Clerk no later than 9 a.m. on the day of the meeting. A copy will be distributed to Members of Council, or Committee as the case may be, as part of the delegation submission at the start of the meeting. Please note that all PowerPoint presentations must be provided in a .ppt or .pptx format only.

Matters that cannot be addressed by delegations

No Delegations shall be permitted to address Council or its Committees on the following matters:

  • Items listed on the Clerk's Report on Communications at meetings of Council
  • Proclamations
  • Labour relations or employee negotiations
  • Litigation that is either expected to proceed, that is currently proceeding, or that has already been decided by a trier of fact
  • Tenders, RFPs or other procurement matters
  • Any other matter that is properly the subject of the open meeting exceptions in the Municipal Act, 2001, as amended

Council or Committee, as the case may be, may in their discretion, refuse to hear any delegation.