Appear as a Delegation at Council
Virtual Only Council/Committee Meetings in January: The technology in Council Chambers, Committee Room 1 and Committee Room 2 is being upgraded. During the upgrade, all Council and Committee meetings will be conducted electronically only.
City facilities are open to the public to attend Council and Committee meetings beginning on March 22, 2022. Meetings will be held in a hybrid format, with participants joining in-person in Council Chambers at 225 East Beaver Creek Rd., and electronically by telephone or video conference.
Meetings can be accessed on the City's YouTube page. Please visit the Calendar for dates, times, and details of upcoming meetings.
Appearing as a delegation at Council
Anyone in the community can speak, either on their own or as a representative of an organization or group, on any Council or committee agenda items. You must apply to appear as a delegation for Council meetings. Applications are accepted until 12 p.m. (noon) one business day before the meeting.
Apply to Appear Before City Committees or Council
As a delegation, you may speak for up to five minutes. To appear as a delegation, fill out and submit the online Application to Appear Before Committee/Council or email the Office of the Clerk. Delegations can be given in-person, or electronically by telephone or video conference. The Office of the Clerk will provide instructions on appearing as a delegation.
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Topics already on a meeting agenda |
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You can speak about a topic already on an upcoming agenda by notifying the City Clerk no later than 12 p.m. (noon) one business day before the meeting. To do so, fill out and submit online Application to Appear Before Committee/Council. Office of the Clerk staff can advise you if a particular topic will be on an upcoming agenda. To be request to be added to a notification list with respect to a development application, email the Office of the Clerk. |
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What happens after I speak? |
After a delegation has raised an issue or topic, Councillors may have further questions for:
Members of Council will often put forward a motion for discussion and debate about the topic. Another motion can be put forward and is voted on after the debate. |
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Materials for your presentation |
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Presentation Material prepared by delegations to be displayed during a meeting must be received in the Office of the Clerk by 12 p.m. (noon) one business day before the meeting by filling out the Application to Appear Before City Committees or Council form. Confirmation and instructions will be provided by the Office of the Clerk. |
Public Forum Period at Council meetings
The Mayor and Council invites members of the community to speak about topics not listed on the meeting agenda during the Public Forum Period at the beginning of Council meetings. Any person who wishes to speak to Council on a matter not on the agenda must pre-register with the Office of the Clerk by 12 p.m. (noon) one business day before the meeting by sending an email to clerks@richmondhilll.ca or by filling out the Application to Appear Before City Committees or Council form. Public Forum participation can be in-person, or electronically by telephone or video conference. The Office of the Clerk will provide instructions on appearing at Public Forum.
A maximum of five persons will be allowed to register for the Public Forum on a first come first serve basis. The speaking times for Public Forum during a meeting will be:
- Up to five minutes each if there are three or less registrants;
- Up to four minutes each it there are four registrants; and
- A maximum of three minutes each if there are five registrants.
Correspondence
Members of the public can submit written comments regarding agenda items to the Office of the City Clerk by 12 p.m. (noon) one business day before the meeting via email to clerks@richmondhill.ca. All submissions must include full name and address. Written comments will be shared with Council/Committee members and staff, published on the City's website, and form part of the public record.
Additional information
Our Procedure By-law includes Council and committee meetings procedures. You can also contact the Office of the Clerk for more information. Reach the Clerk by phone at 905-771-8800.
We offer an assistive listening system in Council Chambers. Contact the Office of the Clerk to let them know in advance that you need to use this system. You can also speak with the Clerk's Office staff before the start of the meeting.