• COVID-19

Guide for delegations

Any individual who wishes to appear before a committee or council meeting may request to do so by notifying the Regional Clerk's office.

Requests can be made in writing or by downloading and submitting the completed Request for Delegation form (PDF), at least 72 hours prior to the Council or Committee meeting (i.e. by 9:30 a.m. on the Monday prior to the meeting) for the purpose of listing your name and the topic on the appropriate agenda.

Delegation requests received after Monday at 9:30 a.m. and up to 9:30 a.m. on the Wednesday prior to the meeting, that relate to an item listed on the agenda will be delivered to each member and added to the agenda only upon the approval of Council or Committee at the meeting.

Delegation materials

• Delegates are requested to provide an electronic copy of all presentation materials to the Clerk's Division, if possible, by 9:30 a.m. on the Monday prior to the meeting for inclusion on the draft agenda.
• Delegation materials received after Monday at 9:30 a.m. and up to 9:30 a.m. on the Wednesday prior to the meeting will be delivered to each member.

Delegation requests and/or materials received after 9:30 a.m. on the Wednesday prior to the meeting will not be provided to Members.

Written notice from a delegation must include the following:

• Complete name of the presenter(s) and contact information (i.e., address, e-mail, telephone number)
• Reasons for the delegation including the specific nature of their presentation
• If applicable, the name, address and telephone number of any person, corporations or organizations which he or she represents

Please send the Request for Delegation form (PDF) to the Regional Clerk by email.

Staff from the Office of the Regional Clerk will confirm the date and time of the meeting to which the delegation is directed.

Delegation Presentations

Time limits:
Delegations to Council or Committee are limited to 5 minutes and 10 minutes respectively. Please refer to the Meeting Calendar for Council/Committee meetings for the year (Region of Peel Procedure By-law).

Requirements:
Delegations should prepare their presentation material using accessible formatting:

• Use large font size (18 points or higher)
• Include only a few bulleted points per slide
• Use a high contrast colour scheme such as black or dark blue text on white background
• Images or graphics should include captions or alternative text (help making PowerPoint presentations accessible)
• Submit electronic copies of all presentations to the Clerk's Division, if possible, by 9:30 a.m. on the Monday prior to the meeting . Electronic copies received by that time will be included in the draft agenda to be distributed to the Members of Council prior to the Committee or Council meeting.
• Presentation materials received after Monday at 9:30 a.m. and up to 9:30 a.m. on the Wednesday prior to the meeting will be delivered to each member.
• Presentation materials received after 9:30 a.m. on the Wednesday prior to the meeting will not be provided to Members.

Send electronic copies of your presentations to the Clerk's Division at council@peelregion.ca.

If these arrangements are not possible, please contact the Office of the Regional Clerk at 905-791-7800, ext. 4526.

Related Correspondence

• Submit electronic copies of all related correspondence (letters) to the Clerk's Division, if possible, by 9:30 a.m. on the Monday prior to the meeting. Electronic copies received by that time will be included in the draft agenda to be distributed to the Members of Council prior to the Committee or Council meeting.
• Related correspondence items received after Monday at 9:30 a.m. and up to 9:30 a.m. on the Wednesday prior to the meeting will be delivered to each member and added to the agenda only upon the approval of Council or Committee at the meeting.
• Correspondence received after 9:30 a.m. on the Wednesday prior to the meeting will not be provided to Members.

Council Chamber's technology

The Council Chamber's technology includes:

• Computer networking for projection
• Microphones
• Visual/audio aids

Please indicate on the Request for Delegation form if you require the use of the Council Chamber technology for your presentation.

Council and Committee meeting days

• On the Committee or Council meeting day, delegations attending the meeting in person are requested to go to the Clerk's Reception to confirm their attendance at the meeting.
• Delegations attending electronically will receive an electronic meeting invitation and will be required to sign in prior to the start of the meeting.
• When called upon by the Regional Chair or Committee Chair, delegations appearing in person before Committee or Council shall sit at the delegation table located in the Council Chamber located at 5th Floor, Regional Headquarters, 10 Peel Centre Dr., Suite A, Brampton.
• After a delegation has completed its presentation, Members of Council or Committee shall have opportunity to ask questions of the delegation for clarification purposes only, without debate.