AttentionProcedure By-law Update

Please note that the City's Procedure By-law was amended on May 27, 2024. The amendment outlines new eligibility requirements for delegations at Council and Committee meetings.

What matters can I speak about at a Council/Committee meeting?

Delegations at a Committee or Council meeting may only speak to matters that are listed on the meeting agenda (with limited exceptions noted below).

Who is eligible to speak at Council/Committee meetings?

  • residents of the City of Pickering;
  • an owner of a business in Pickering; or,
  • a Pickering taxpayer.

Are there exceptions to the eligibility requirements?

As deemed appropriate by the Clerk, Delegations may be made for agenda and non-agenda items by:

  • a representative of any level of government;
  • a community based non-profit or charitable organization;
  • a non-Pickering landowner, or their representative(s) that is impacted by an application to Pickering under the Planning Act; or,
  • an applicant’s representative(s) with respect to an application to Pickering under the Planning Act or other applicable legislation.

Delegations not permitted under the eligibility requirements, shall be considered only upon a written request from a Member of Council that the Delegation be added. Members shall submit the request in writing to the Clerk, and such request must be signed by both the mover and the seconder who wishes that the Delegation be heard. Upon receipt of the written request, the Clerk shall add the Delegation to the additional delegation listing and the Delegation shall not be heard unless they have been granted permission by a Two-Thirds majority vote of the Members present at the meeting. Please contact your Ward Councillor should you wish to make such a request.

I don’t meet the eligibility requirements. Can I still provide comments?

Those that are not eligible to make a delegation at a Council or Committee meeting may submit written comments to clerks@pickering.ca.

 Microphone iconDelegations

Members of the public who wish to provide verbal comments or opinions on a matter before a Standing Committee or Council are known as delegations.

In accordance with the City’s Procedure By-law, the City of Pickering holds Hybrid Electronic Meetings which permit delegations both in person and virtually.

Frequently Asked Questions (FAQ)

 Who can make a delegation at a meeting?
 In accordance with Section 8.01 (a) and (b) of the City's Procedure By-law:

Delegations at any meeting, whether in-person or virtual, may only speak to an item on an agenda, and shall be limited to the following:

  • residents of the City of Pickering
  • an owner of a business in Pickering; or,
  • a Pickering taxpayer.

Exceptions

Despite the clause above, as deemed appropriate by the Clerk, Delegations may be made by:

  • a representative of any level of government;
  • a community based non-profit or charitable organization;
  • a non-Pickering landowner, or their representative(s) that is impacted by an application to Pickering under the Planning Act; or,
  • an applicant’s representative(s) with respect to an application to Pickering under the Planning Act or other applicable legislation.
 Can I speak to a matter that is not on a meeting agenda?
 No, delegations at a Council or Committee meeting are only permitted for matters that are being considered on the respective meeting agenda unless they fall into one of the categories under the Exceptions listed above.
How long do I have to make my delegation?
Delegates are allotted up to five (5) minutes to make their delegation. Should there be more than one individual speaking to the same matter as a group, the group shall be allotted up to ten (10) minutes to present their delegation. 

How do I make an in person delegation at a meeting?

Delegates have the ability to make their delegation either virtually or in person, and shall indicate their preference accordingly in their Delegation Request Form.

 

If you are making your delegation in person, you are encouraged to arrive at the Council Chambers a few minutes prior to the start of the meeting to familiarize yourself with the space. In-person delegates will sit in the gallery until their name is called by the Chair of the meeting. Once called upon, you may proceed to the delegation podium, state your name, and proceed with your delegation. Once you have concluded your delegation, please remain at the podium for any follow up questions that Council or Committee may ask. Should there be no further questions, you may return to your seat in the gallery to observe the meeting, or you may leave the meeting.

How do I make a virtual delegation at a meeting?

Delegates have the ability to make their delegation either virtually or in-person, and shall indicate their preference accordingly in their Delegation Request Form.

 

The City of Pickering uses WebEx to facilitate electronic participation and livestreaming of Council and Committee Meetings. Upon confirmation of your delegation, you will receive a WebEx invitation by email with instructions regarding how to connect. Once you have joined the meeting, your camera must remain off and your microphone muted until the Meeting Chair has invited you to begin your delegation. Upon receiving the invitation from the Chair to begin your delegation, you may unmute and turn your camera on. Once you have concluded your delegation, please remain connected for any follow up questions that Council or Committee may ask. Should there be no further questions, you will be disconnected from the meeting. If you wish to continue watching the Meeting following your delegation, you may do so by visiting the City’s YouTube Channel to view the livestream.

 
The Web Ex Quick Guide for Virtual Delegates provides an overview of the process involved in making a virtual delegation.

Note: It is the delegate’s responsibility to ensure they have the appropriate technology to connect to the meeting. Should any technical issues arise, the delegate may submit written comments to the Clerk which shall be distributed to all Members of Council after the meeting.

For what reasons could my delegation request be refused?

Delegations may be refused for reasons such as:

  • not being a Pickering resident, business owner, or taxpayer;
  • requesting to speak to a matter at a Council meeting that you have already spoken to at a prior Standing Committee meeting, unless you have new or additional information;
  • requesting to speak before Committee or Council for the sole purpose of generating publicity for an event, a product or a service;
  • requesting to speak to matters which have been referred to staff for a report before the report has returned to a Committee or Council meeting;
  • requesting to speak to matters which are not within Council’s jurisdiction;
  • requesting to speak to matters which have already been decided upon by Council, unless the matter is before Council for reconsideration;
  • requesting to speak to deferred items unless you did not delegate on the matter when it originally appeared before the Committee or Council prior to it being deferred;
  • requesting to speak to items that were deferred to a subsequent meeting due to the mandatory adjournment provisions of the Procedure By-law; or,
  • requesting to speak to a report provided by the City’s Integrity Commissioner.

I have photos or slides that I would like to present as part of my delegation, what do I need to know?

Delegations may provide photos or slides in a PDF or PowerPoint format  as part of their delegation, and must indicate this as part of their delegation request on the Delegation Request Form. Delegates must provide their PDF or PowerPoint document(s) to clerks@pickering.ca by 12:00 pm noon on the business day prior to the meeting. Materials provided as part of your delegation may not contain content that is disrespectful, offensive, or off-topic from the approved delegation subject matter you have been confirmed to speak to. For in person delegations, staff will display your slide deck and provide you a remote device to advance your own slides. For virtual delegations, delegates will be able to share their screen through WebEx and display their slide deck and advance their own slides. Detailed information will be provided as part of your delegation confirmation.

I am submitting a petition as part of my delegation, what do I need to know?

Should you wish to present a petition to Council as part of your delegation, you must give the petition to the City Clerk at the meeting or submit it prior to or after the meeting to clerks@pickering.ca. Please ensure that the petition meets the requirements outlined in the City’s Petition Procedure before submission. Once the petition is submitted, City staff will confirm receipt of the petition by letter to the petition contact person and notify them of the City Department responsible for the subject matter. 

Submit a Delegation Request

With exception of those attending a Statutory Public Meeting in-person, those wishing to make a delegation to Council or Committee must request to do so by the deadlines noted below:  

Virtual (via WebEx)In Person
12:00pm noon on the business day before the Meeting 12:00pm noon on the Meeting date

To submit your delegation request, please complete the delegation form.

Delegation Request Form

The Clerk’s Office will follow up to confirm your delegation and provide additional details.

If you have any questions regarding the status of your delegation request, please contact the Clerk's Office at 905.420.4611 or by email at clerks@pickering.ca.

Statutory Public Meetings

Those wishing to make a virtual delegation at a Statutory Public Meeting, must pre-register with the City Clerk by 12:00 pm noon on the business day prior to the meeting.

Those wishing to make an in-person delegation at a Statutory Public Meeting are encouraged to register their request in advance. Please note that delegations who have not pre-registered prior to the Statutory Public Meeting will be heard after all pre-registered delegations.

Envelope icon Written Comments

Members of the public are welcome to provide written comments or opinions on a matter before a Standing Committee or Council in lieu of, or in addition to their verbal delegation. Written comments pertaining to matters on a meeting agenda are compiled and provided to Council as part of a Supplemental Information Package prior to the meeting. 

Written comments can be submitted to the Clerk’s Office by email to clerks@pickering.ca or by mail or drop off to:

Clerk’s Office
Pickering Civic Complex – Counter 2H
One The Esplanade,
Pickering, ON, L1V 6K7

Written comments regarding matters on a meeting agenda must be received by 12:00 pm noon on the business day prior to the meeting. 

Information icon Personal Information Notice

Please note that the names of delegates as well as the municipality in which they reside or the organization they represent (if applicable) are published on the City’s website as part of the Committee/Council Agenda and Minutes. No other personal information will be published but will be kept on file in the Clerk’s Office.

Personal information which includes opinions and views, contained in delegations and written comments to Pickering City Council or its Committees, is collected under the authority of the Municipal Act, 2001 and in accordance with the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).  Any personal information you choose to disclose in your delegation or written comments will be used to receive your views on the relevant issue(s) to enable the City to make its decision on the matter. If your delegation or written comments pertain to a City Development matter, your name and contact information will be added to the interested parties list to receive future notifications on that particular matter.