Speak at a Meeting (Deputation)

Members of the public can register to speak at a Council or Committee meeting.

A deputation is when a person, group, or organization would like to speak at a council or committee meeting about an issue or concern that is important to them or their community.

Video: Deputations at Norfolk County

Find out how to register to speak in front of the Council or a committee meeting, options to present online, and where to go to speak in person.

Deputations at Norfolk County

How to register to speak

To speak at Council or a committee meeting, please complete the Public Hearing/Deputation Form. If you need help with the form, please get in touch with the Clerk’s office at 519-426-5870 or 226-NORFOLK, extension 1261.

Deputation requests for an item on a meeting's agenda will be accepted until noon the day before the meeting.
Deputation requests for an item not listed on a meeting's agenda must be completed by noon on the Tuesday before the meeting.
All deputation requests will be considered at Council-In-Committee Meetings
Deputation requests will only be permitted at a Council Meeting if the matter is time-sensitive and related to business on the agenda

When you register to provide a deputation, your name and any supplementary materials you provide will be included in the public record and listed in the meeting minutes. You will have one opportunity to speak and provide your comments for up to 5 minutes.

How to speak before Council or a committee

Proceedings will be web-streamed on Norfolk County's YouTube account, the Norfolk County Website, and televised via Eastlink.

If you are joining the meeting in person

If you bring materials to hand out at the meeting, please prepare 15 copies for Council and Staff.
If you join the meeting in person, you will be provided an approximate time to address Council.

If you are joining the meeting virtually

You must be available between 1:00 p.m. and 4:00 p.m. on the meeting day. You will be provided with a general timeframe to join
You will receive an email with instructions on how to join the meeting the day before the meeting
The Chair will call on you when it is your turn to speak, and you will be connected to the meeting

Helpful tips

Please remember that you have only 5 minutes to make your presentation to Council, which will be followed by any questions Council may have.
State your name clearly for the record and indicate any related professional affiliation, “My name is…”.
State the purpose of your address, “I would like to…”.
Speak within the time allotted and ensure the information you provide is related to the item on the Agenda.
Advise Council when you have finished your presentation by saying, “This concludes my comments.”
When speaking at a Council-in-Committee meeting, use “Chair” to address the Chair directly and “Councillor” to address a Council member, followed by their last name.
When speaking to Council, use “Your Worship,” “Mayor Martin,” or simply “Madame Mayor” to address the Mayor, and “Councillor,” followed by their last name when addressing a Council member.
The Mayor or Chair will invite Council members to ask you any questions following your presentation. Again, you will address the Mayor or the Chair in your response, not individual Council members, with “Thank you, Your Worship” or “Thank you, Chair, in response to Councillor ____’s questions, I can say”. If referring to a Council member, use their title, “Councillor,” followed by their last name.
Please answer the question as directed by the Council and do not engage in a debate.
If there are no further questions, the Mayor or Chair will thank you for your comments.
Presentations should be concise and provide only the information required for Council to make an informed decision.
Focus on the most important messages. If there are other deputations for the same agenda item, avoid repeating the same information.
For more information on Council meeting procedure, please refer to the Procedure By-law.