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)

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 to the Council Chambers a few minutes prior to the start of the meeting to familiarize yourself with the space. In person delegates shall sit in the gallery until their name is called by the Chair of the meeting. Once called upon, you may proceed to the public podium closest to you, 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.

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:

  • 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 to a matter (not on the meeting agenda) that you have already spoken to at Committee or Council within the past six (6) months;
  • 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;
  • 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; 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 below noted deadlines:  

 Virtual (by phone)In Person
Topic is on the Meeting Agenda 12:00pm noon on the business day before the Meeting 12:00pm noon on the Meeting date
Topic is not on the Meeting Agenda* 10 days prior to the Meeting date

*Delegations at Special Council Meetings must relate to a matter on the meeting agenda.

To submit your delegation request, please complete the delegation form by clicking on the “Delegation Request Form” button below or email clerks@pickering.ca

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.

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 Correspondence

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

Written correspondence 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 City Hall – Second Floor
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 and correspondents, as well as whether they are a Pickering resident, are published on the City’s website as part of the Committee/Council Agenda and Minutes. All other personal information provided in written correspondence will be redacted.

Personal information which includes opinions and views, contained in delegations and written correspondence 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.  Any personal information you choose to disclose in your delegation or written correspondence will be used to receive your views on the relevant issue(s) to enable the City to make its decision on the matter.