What is a delegation?

Delegations are individuals or groups that request permission to appear to speak to Council.  In order to speak at a meeting, individuals must first register as a delegation. You do not need to register as a delegation if you want to attend the meeting as an observer.

How do I register to speak regarding an item listed on the agenda?

Any person wishing to speak regarding a matter listed on the Council agenda is required to register by submitting a written request to the Clerk prior to 12:00 noon on the day of the meeting, clearly stating the subject matter of their delegation. 

To register to speak concerning an item on the agenda, you must provide the following information to the Clerk:

    • The name and contact information of the individual and/or organization; and
    • The agenda item or report number, as outlined on the agenda.

 Registration Options:

    1. Complete the printable registration from (available in two formats below) and mail, fax or hand deliver it to the Clerk’s Office.

      PDF format (print).

      Fillable PDF format (fill, print and save).
      Note: please be sure to print and sign the form.

    2. Visit the Clerk’s Office, at the first floor of City Hall, to complete a form in-person.

How do I register to speak regarding an item that is not listed on the agenda?

All items considered by Council must be listed on the agenda.  If you would like to address Council on an item that is not on a current or upcoming agenda, you must provide written correspondence outlining your request and detailing the matter on which you wish to speak, to the Clerk before 10:00 a.m. on the Thursday prior to the meeting.

Please note that all communications addressed to Council, included on an agenda, or otherwise considered in open session or during a public hearing, is considered to be in the public domain.  Such information shall form part of the public record, unless expressly requested by the author. 

Contact Information:
Clerk’s Office, City Hall
66 Charlotte Street, Port Colborne L3K 3C8
Telephone: 905-835-2900
Fax: 905-834-5746