Before registering as a delegate

Some matters (like questions about Regional programs) can be addressed by Regional staff or your Regional Councillor directly. Before you make a request to delegate, please contact the Regional Clerk to check if there is an alternative to a formal appearance as a delegate.

Appearing as a delegate

Delegates are only permitted to speak on matters that are on an agenda for a Council or Committee meeting, and are subject to some restrictions as noted below. Delegations are not permitted at Council Workshop meetings.

Requests to delegate are not permitted about:

• a matter related to a closed session or confidential item of business
• a matter under litigation or potential litigation involving the Region, including matters before administrative tribunals or matters where the delegate is a party to the litigation or is a representative of a party involved in the litigation
• a matter that is under investigation by either the Region’s Ombudsman or Integrity Commissioner
• an appeal by a vendor or service provider who was not the successful proponent for an award of a contract by the Region

Halton is committed to respectful civic engagement. A delegate will not be permitted if there is reason to believe they are likely to:

• engage in unreasonable or offensive conduct
• make unreasonable or offensive statements or demands
• repeatedly speak on a subject matter that is not within the Region’s jurisdiction
• otherwise misuse the privilege of addressing Council or Committee

Delegating at Statutory Public Meetings

Statutory public meetings are held, as required, to seek the public’s feedback on matters relating to specific Provincial legislation (for example, the Development Charges Act, 1997). These meetings are held by Council’s Statutory Public Meeting & Hearing Committee on an as-needed basis.

If you wish to speak at a statutory public meeting, registration is not necessary but encouraged as registered delegates will be given speaking priority. Once the list of registered delegates is exhausted, the Chair will open the floor to anyone else in attendance who wishes to speak.

All comments made at a statutory public meeting must relate to the matter under consideration at the meeting.

Appearing as an in-person delegation

• Please enter the Halton Regional Centre via the West Block entrance, which is the closest entrance to the Council Chambers, and take a seat in the gallery.
• If you have materials to be distributed to members of Council and senior staff, please provide 25 copies to the Regional Clerk before the meeting begins.
• When it is time for your delegation, please come forward to the podium. The podium can be raised or lowered for your comfort.
• After your delegation, please return to your seat in the gallery or you may leave the meeting if you wish to at that point.
• If the meeting resolves into a closed session either before or after your delegation, you must leave the meeting room and take all personal items with you, even if you plan on returning after the open session resumes. Do not leave personal items or devices in the meeting room.
• Contact the Regional Clerk as soon as possible if you are scheduled for an in-person delegation but are feeling unwell or are unable to arrive at the meeting location as it may be possible to switch to a virtual delegation. If you will not be able to appear before Council or Committee as scheduled, please contact the Regional Clerk.

Appearing as a virtual delegation

• Halton Region uses Zoom to accommodate virtual delegations to meetings.  If you are not familiar with or able to access a device that can use Zoom, please contact the Regional Clerk.
• The Regional Clerk will provide you with a Zoom link to access the meeting. This link will allow you to join the meeting. When it is your turn, the meeting host will enable you to speak. Until that time, please keep your microphone muted and do not interrupt the proceedings in any way.
• In order to avoid confusion, please do not share your Zoom link with anyone else. Others may watch the meeting through the livestream.
• Ensure you have a stable internet connection prior to the start of your delegation. If your connection is lost and cannot be re-established, the meeting will proceed without your delegation being completed.
• Ensure your Zoom username is the name you registered your delegation with. If you intend to delegate by phone, kindly advise of the phone number you will be dialing from. Anonymous or unknown accounts will not be granted access to speak.
• If the meeting resolves into a closed session before your delegation, you will be removed from the Zoom call. You will be invited back into the Zoom call once open session resumes.
• After your delegation, please exit the Zoom call. You can watch the remainder of the meeting via the livestream.
• If you are scheduled for a virtual delegation but will not be able to appear before Council or Committee as scheduled, please contact the Regional Clerk as soon as possible.

Audio/visual guide for delegates

Please submit any electronic presentations to the Regional Clerk well in advance of the meeting so they may be tested on our systems.  If you require access to a website during your presentation, we also recommended that you provide the web address in advance. Staff will be available 30 minutes prior to the meeting and will make every effort to assist but cannot guarantee functionality for files or weblinks that have not been provided in advance.

Presentations must be no larger than 5 megabytes to be sent through email. If your presentation is larger, please submit it via an online repository (like Dropbox). If this is not possible, please contact the Regional Clerk.

Our systems support documents and files created in a variety of Windows-based applications as well as Adobe Acrobat and several video file formats. If you are unsure if the file you wish to present is supported, please contact the Regional Clerk.

Please note that PowerPoint presentations should not be converted to PDF files for display as unexpected results could occur.

Tips for an effective delegation

• Introduce yourself and the name of the organization you are representing (if applicable) at the start of your presentation.
• Keep your introduction brief and move onto your main point(s) as quickly as you can.
• Please be mindful of the time limit. You may ask if you are not sure how much time you have left.
• If you are asked a question, address your response through the Chair by starting your answer with “Chair, through you…” or “Through you, Chair…”.

Delegation protocol

Delegates may not:

• carry weapons of any kind, whether concealed or displayed
• display signs or placards (including those displayed as part of clothing)
• applaud, heckle or engage in conversation or other behaviour that may be disruptive, inconsiderate, disrespectful or intimidating to others
• use electronic devices that emit audible sounds (other than assistive devices used by persons with disabilities)
• approach or walk behind where Council is seated
• disturb any Regional staff who are seated nearby
• attempt to record any proceedings held in closed session
• speak to the meeting before they have been invited to do so by the Chair or at any time after their delegation has been completed

While speaking, delegates may not:

• speak disrespectfully of any person
• curse, use racial/gender-based/ableist slurs, utter threats, or use any terms clearly not within the realm of civil discourse
• speak on any subject other than the subject for which they have received approval to address Council or Committee
• disobey the rules of procedure or a decision of the Chair or a decision of Council or Committee

Any member of the public who contravenes the rules of decorum set out in the Procedure By-law (PDF file) or otherwise engages in unreasonable or offensive conduct or any other improper conduct during a meeting, may be expelled from the meeting by the Chair and escorted from the meeting by security personnel, or have their connection to the meeting terminated if they are participating electronically.  The decision of the Chair (or Council) in these circumstances is final.

Contact information

To register as a delegate or to obtain advice, please contact the Regional Clerk.