The City welcomes delegations to appear before Council. Those who would like to speak to an item on the agenda may fill out a delegation request. Those that wish to speak before the City of Port Colborne's Council must first register as a delegation. Delegations are persons or groups that request permission to appear and speak before Council.

Registering as a delegation

We encourage organizations or groups wishing to speak to Council to select one person to speak as their representative.

Please Note: Registering as a delegation is not required for those who only wish to attend the meeting as an observer.

Non-agenda delegation

Those who would like to speak to an item not on the agenda must submit by completing the Delegation Request Form. Please submit the form to the City Clerk's office no later than 12 p.m. noon on the Monday prior to the Council Meeting you wish to appear at.

Agenda item delegation

For those wishing to speak to an item listed on a published agenda, the Delegation Request Form must be completed. Please submit the form to the City Clerk's office no later than 12 p.m. noon on the day of the Council Meeting.

Delegation guidelines and protocol

Presentation materials

For those wishing to provide presentation material to Council, please submit a copy to the City Clerk's office together with the completed delegation request form.

A copy of the presentation material will be distributed to Council prior to the meeting and will be included in the minutes as part of the public record.

Oral and written presentations

We recommend that speaking notes be prepared. Please submit a copy of the speaking notes to the City Clerk's Office by 12 p.m. noon on the day of the Council Meeting.

This will become part of the public record to ensure transparency.

Speaking times

Each Delegation is permitted 10 minutes to speak. If there is more than one delegation speaking on the same topic, the meeting chair may reduce the speaking time limit.

Speaking procedures at the meeting

We recommend that delegations arrive 15-20 minutes before the start of the meeting. When it is a Delegation's turn to speak to Council, the Mayor will call their name to come forward. The Delegation will speak to Council at a podium while using a microphone.

Delegations should remain at the podium following the presentation to answer questions from Council. Delegations may return to the gallery as an observer after questions have been answered from Council.

When speaking before Council, Delegations should not:

  • speak on any subject other than the one provided on the Delegation Request Form;
  • disobey a decision of the Chair;
  • enter into a debate with other Delegations, staff or Council members;
  • speak disrespectfully of or make personal remarks about any member of Council, the public or an employee of the City; or
  • use offensive language.

Personal information

We collect personal information on this form under the authority of the Municipal Act. We will document the names and addresses of delegates, and information presented to Council. The disclosure of this information is governed by the Municipal Freedom of Information and Protection of Privacy Act. If you have any questions related to the collection of this information, please contact the City Clerk.