Appear as a Delegation at Council

COVID-19 Update:

  • In support of the efforts of public health partners to break the chain of transmission of COVID-19, Council and Committee meetings will be held using electronic video conference.
  • Any person who wishes to speak to Council on a matter that is on the agenda must pre-register with the Office of the Clerk by 12 p.m. noon the day before the meeting via the Application to Appear Before City Committees or Council form. Delegations will be by video conference via the internet or telephone only. Visit Appear as a Delegation at Council to learn more.
  • Members of the public can submit written comments regarding agenda items to the Office of the City Clerk by 12 p.m. noon the 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.
  • Instructions on how to participate electronically and confirmation of your delegation will be provided by the Office of the City Clerk by email or telephone.

As a delegation, you may speak for up to five minutes. During the COVID-19 pandemic, the following procedures to electronic delegations are in-place:

  • Presentation material prepared by delegations to be displayed during a meeting  must be received in the Office of the Clerk by 12 p.m. the day before the meeting via the Application to Appear Before City Committees or Council form. Confirmation and instructions will be provided by the Office of the Clerk. Alternatively, written correspondence can still be provided as detailed below.

Public Forum

  • Beginning with the electronic Council meeting on September 9, 2020, the City is re-instating the Public Forum for all regular 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 the day before the meeting via the Application to Appear Before City Committees or Council form. Public Forum will be by video conference via the internet or telephone only. 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 an electronic 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.

You will be able to watch the meeting on the City of Richmond Hill’s website.

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) on the day prior to the meeting.

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. 

Topics already on a meeting agenda

September to December 2019 Council and Committee of the Whole meetings

During the trial period when Council and Committee of the Whole meetings are held on the first Wednesday of the month at 9:30 a.m. and Council meetings on the third Wednesday of the month at 9:30 a.m., you can apply to speak about a topic on an upcoming meeting agenda by notifying the City Clerk no later than 12 p.m. the day prior to the meeting. To do so, fill out and submit online Application to Appear Before Committee/Council, email the Office of the Clerk or call 905-771-8800 to advise the Office of the Clerk that you would like to speak about a scheduled topic.

Regular Meeting Schedule

You can speak about a topic already on an upcoming agenda by notifying the City Clerk no later than noon the day of the meeting. To do so, fill out and submit online Application to Appear Before Committee/Council, email the Office of the Clerk or call 905-771-8800 to let them know you'd like to speak about a scheduled topic.

Office of the Clerk staff can advise you when a particular topic will be on an upcoming agenda. To fill out a Request for Notification form, email the Office of the Clerk.

What happens after I speak?
After a delegation has raised an issue or topic, Councillors may have further questions for:
  • the delegation
  • Richmond Hill staff
  • Members of Council

Members of Council will often put forward a motion for discussion and debate about the topic. The delegation will take a seat and watch the debate. Another motion can be put forward and is voted on after the debate. Motions that pass are recommended to Council for approval the following week.

Materials for your presentation

You can provide Members of Council with hard copies of material you refer to during your presentation as a delegation. We ask that you provide 15 copies of your materials to the Office of the Clerk.

Contact the Office of the Clerk before your scheduled presentation to make arrangements for PowerPoint presentations or other audio or video requirements.

Public Forum Period at Council meetings

The Mayor invites members of the community to speak about topics not listed on the meeting agenda during the Public Forum Period before Council meetings. The Council meeting begins after 15 minutes of the Public Forum Period. There are no guarantees you will have a chance to speak due to the limited amount of time and the number of speakers that may be present.

Meeting schedule

  • Council Meetings: 9:30 a.m. on the second and fourth Wednesday of every month
  • Council Public Meetings: 7:30 p.m. on the first and third Wednesday of every month
  • There are no regular Council Meetings scheduled for the first two weeks of January, during March Break, the last two weeks of July, the month of August or the last two weeks of December
  • There are no Council Public Meetings scheduled in July and August

This schedule can change due to statutory holidays or an increase in items that Council needs to consider. View an updated schedule or contact the Office of the Clerk about the latest schedule.

Meetings are held in the Council Chambers at:

225 East Beaver Creek Road, First Floor
Richmond Hill, ON L4B 3P4

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.

Learn more about the process of Delegations of Committee of the Whole and Delegations at Council.