Request to Speak to a Committee of Council

Delegation Methods for Meetings

The City of Hamilton is conducting Standing Committees, Hamilton Municipal Heritage Committee, Heritage Permit Review Sub-Committee and Cross-Melville Heritage Conservation District Advisory Committee, and Committee of Adjustment meetings in a hybrid format via an in-person and Webex platform. Members of the public are also able to view meetings online.

Visit Meetings, Agendas & Video to access the livestream for Standing Committees, Committee of Adjustment and Hamilton Municipal Heritage Committee.

Please visit the City’s YouTube channel to access the livestream for Heritage Permit Review Sub-Committee and Cross-Melville Heritage Conservation District Advisory Committee.

Members of the public are advised to check hamilton.ca frequently for up to date information on meeting scheduling as meeting dates and times may change.

Guidelines for Public Participation:

For City Council

For Standing Committees

For Hamilton Municipal Heritage Committee

For Committee of Adjustment

Written Submissions are due:

by noon on the Friday before the Council meeting for inclusion in the original published agenda, or
by noon on the Tuesday before the Council meeting for inclusion in the addendum (changes) to the agenda.

Pre-recorded and oral/virtual submissions are not permitted at Council meetings. Written submissions for Council meetings should be emailed to [email protected].

Audit, Finance & Administration Committee
Public Health Committee
Emergency & Community Services Committee

General Issues Committee
Planning Committee (statutory public meetings/hearings)
Public Works Committee

Members of the public who would like to participate in a Committee meeting are able to provide comments in writing via mail or email in advance of the meeting. Comments can be submitted by emailing [email protected] or by mailing the Legislative Coordinator of the respective Committee, City of Hamilton, 71 Main Street West, 1st Floor, Hamilton, Ontario, L8P 4Y5. Comments must be received by noon the day before the meeting. Any written comments received after the deadline will be included on the next Council agenda.

Comments can also be placed in the drop box which is located at the back of the 1st Floor of City Hall, 71 Main Street West. All comments received by noon two business days before the meeting will be included in the agenda.

Members of the public can participate in a statutory public meeting or a Standing Committee by submitting a pre-recorded video by noon two business days before the meeting.

The video must be no longer than 5 minutes in length and will be reviewed before the meeting to ensure it adheres to the City’s procedures and protocols in presenting to Council.

The video can be submitted by emailing [email protected] or dropping off a USB at the City Hall drop box located at the back of the 1st Floor of City Hall, 71 Main Street West, to the attention of the Legislative Coordinator of the respective Committee.

Any videos that do not adhere to the City’s procedures and protocols will not be presented at the meeting.

Members of the public can participate at hybrid meetings, virtually (through Webex via computer or phone) or in-person. Participation in either of these formats requires pre-registration with delegations being no longer than 5 minutes in length.

Persons wishing to delegate on a matter that is listed on the Committee agenda, shall submit a Request to Speak form no later than 12:00 noon the business day before the meeting. If the Committee is meeting on a Monday, the deadline will be 12:00 noon on the Friday before.

Upon registering for a meeting, members of the public who are participating virtually will be emailed a link for the Webex meeting. The link must not be shared with others as it is unique to the registrant.

All members of the public who register to participate virtually will be contacted by City Staff to confirm details of the registration prior to the meeting and provide an overview of the public participation process.

If you need clarification or have any questions on how to participate in a statutory public meeting or Standing Committee, please email [email protected] or by phone at 905-546-2424 extension 4408.

Members of the public who would like to participate in a Hamilton Municipal Heritage Committee meeting are able to provide comments in writing via mail or email in advance of the meeting.

Comments can be submitted by emailing [email protected] or by mailing the Legislative Coordinator, Standing Committee, City of Hamilton, 71 Main Street West, 1st Floor, Hamilton, Ontario, L8P 4Y5.

Comments must be received by noon the day before the meeting.

Comments can also be placed in the drop box which is located at the back of the 1st Floor of City Hall, 71 Main Street West. All comments received by noon two business days before the meeting will be included in the agenda.

Property owners can participate in a Hamilton Municipal Heritage Committee meeting by submitting a pre-recorded video by noon two business days before the meeting. The video must be no longer than 5 minutes in length and will be reviewed before the meeting to ensure it adheres to the City’s procedures and protocols in presenting to Council. The video can be submitted by emailing [email protected] or dropping off a USB at the City Hall drop box located at the back of the 1st Floor of City Hall, 71 Main Street West, to the attention of the Legislative Coordinator, Hamilton Municipal Heritage Committee. Any videos that do not adhere to the City’s procedures and protocols will not be presented at the meeting.

Property owners for items on the meeting agenda are also able to provide oral comments regarding Hamilton Municipal Heritage Committee items by participating at hybrid meetings, virtually (Webex via computer or phone) or in person. Participation in either of these formats requires pre-registration with delegations being no longer than 5 minutes in length.

Property owners wishing to delegate on a matter that is listed on the Hamilton Municipal Heritage Committee agenda, shall submit a Request to Speak form no later than 12:00 noon the business day before the meeting. If the Committee is meeting on a Monday, the deadline will be 12:00 noon on the Friday before.

Upon registering for a meeting, members of the public who are participating virtually will be emailed a link for the Webex meeting. The link must not be shared with others as it is unique to the registrant.

Property owners who register to participate virtually will be contacted by City Staff to confirm details of the registration prior to the meeting and provide an overview of the public participation process.

If you need clarification or have any questions on how to participate in a statutory public meeting, please email [email protected] or by phone at 905-546-2424 extension 2604.

Members of the public who would like to participate in a Committee of Adjustment meeting are able to provide comments in writing or via email in advance of the meeting. Comments can be submitted by emailing [email protected] or by mailing the Committee of Adjustment, City of Hamilton, 71 Main Street West, 5 th Floor, Hamilton, Ontario, L8P 4Y5. Comments must be received by noon two days before the Hearing.

Comments can also be placed in the drop box which is located at the back of the 1st Floor of City Hall, 71 Main Street West. All comments received by noon two business days before the meeting will be forwarded to the Committee members.

Members of the public are also able to provide oral comments regarding Committee of Adjustment Hearing items by participating at hybrid meetings, virtually (Webex via computer or phone) or in person. Participation in either of these formats requires pre-registration with delegations being no longer than 5 minutes in length. Interested members of the public must register by 12:00 noon the day before the hearing.

Upon registering for a meeting, members of the public who are participating virtually will be emailed a link for the Webex meeting. The link must not be shared with others as it is unique to the registrant.

To register to participate by Webex either via computer or phone, please contact Committee of Adjustment staff by email [email protected] or by phone at 905-546-2424 ext. 4221.

The following information is required to register:

Committee of Adjustment file number that you wish to speak to,
Name and address of the person wishing to speak.
A separate registration for each person wishing to speak is required.

Upon registering for a meeting, members of the public will be emailed a link for the Webex meeting. The link must not be shared with others as it is unique to the registrant.

All members of the public who register will be contacted by Committee Staff to confirm details of the registration prior to the Hearing and provide an overview of the public participation process. We hope this is of assistance and if you need clarification or have any questions, please email [email protected] or by phone at 905-546-2424 ext. 4221.

Webex (video) participation requires either a compatible computer or smartphone and an application (app/program) must be downloaded by the interested party in order to participate. It is the interested party’s responsibility to ensure that their device is compatible and operating correctly prior to the Hearing.

Submit Request to Speak

If your request is for a specific committee meeting, this form must be received by 12 noon one business day before the scheduled committee meeting.
Requests for written submission/delegation can be submitted up to 12 noon one business day before the scheduled committee meeting.

Pre-recorded video submissions are due by noon 2 business days before the respective Committee meeting

Answers to fields and questions with an asterisk ( * ) are mandatory

Requestor Information

Name of Individual

This will be the name that appears on the agenda. Please note that the contact information submitted below, MUST be the contact information for the ‘Name of Individual’.

Name of Organization

If applicable

Email

Phone

Mailing Address

Address 2

City/Town

Province

Postal Code

Preferred Pronoun

she/her

he/him

they/them

Reason(s) for delegation request

Will you be requesting funds from the City?

Yes

No

Will you be submitting a formal presentation?

Yes

No

Requests to speak to Council are forwarded to the Committee and will be placed on a Committee agenda for consideration. Once considered by Committee, and approved, you will be notified of the date for your presentation.

This form is not for the purpose of presenting unsolicited proposals by Vendors to Committee. Such proposals are subject to a competitive process as required by the City’s Purchasing Policy.

The City of Hamilton has a Lobbyist Registry in place. If you are a lobbyist or intend to lobby the City of Hamilton’s public office holders, please visit www.hamilton.ca/lobbyistregistry for more information about registering.

The City makes a video record of Committee and Council meetings. If you make a presentation to a Committee, the City will be video recording you and will make the recording public by publishing the recording on the City's website.

Additionally, please note that as per Section 5.12 - Delegations in the City’s Procedural By-law 21-021, as Amended:

(10) Delegations respecting labour relation matters, conduct of a member(s) of staff and matters before another body (i.e. Police Services Board) will not be placed on a Committee Agenda and will be forwarded forthwith by the City Clerk to the relevant City Department or body for consideration and appropriate action.

(11) Delegations which are in substance an allegation of a violation of the Code of Conduct or the Municipal Conflict of Interest Act by a member of Council or any member of a local board will not be placed on a Committee agenda and the delegate will be advised of the informal and formal mechanisms for bringing such allegations to the attention of the Integrity Commissioner.

And, as per Section 8 – Order and Decorum - no person in attendance at a meeting shall:

(a) be disrespectful or disrupt the Meeting in any manner;

Notice of Collection

The City collects personal information as authorized under Section 5.12 of the City's Procedural By-law No. 21-021(PDF, 764.55 KB) for the purpose of entertaining individuals requesting an opportunity to appear as a delegation before Committee. The Procedural By-law is a requirement of Section 238(2) of the Municipal Act.

Questions about the collection of personal information can be directed to the Manager, Legislative Services / Deputy Clerk, City Hall, 71 Main St. W., Hamilton, ON L8P 4Y5 905-546-2424 ext. 4304

Date modified

December 01, 2023