Presentations & Submissions to Council

Everyone is welcome to participate in open meetings of Middlesex Centre Council.

You may submit written comments or speak to items on the agenda (with limited exceptions). You may also submit correspondence or request to speak to items not on the agenda.  

When does Council meet and what is on the agenda?

Meetings

Council meetings typically take place on the first and third Wednesdays of each month, with the first meeting taking place during the day and the second taking place in the evening. Most planning matters are addressed during the second meeting of the month (evening meeting). Meetings may be held in person or on-line (virtual).

Agendas

Agendas are prepared for each Council meeting and include all reports that will be discussed.  These are generally available by 4:30pm on the Thursday prior to the meeting. You can find them on the Council Meeting Calendar on the website or request printed copies from the Office of the Clerk.

Council Meeting Calendar

How to Send Written Comments

To submit your comments regarding an item on Council meeting agenda, please email the Office of the Clerk or submit your comments in writing to the municipal office.

  • Written comments should be addressed to Mayor and Council.
  • Please include your name and address in your submission. This information may be made public. 

The Clerk reserves the right to not include your comments or redact portions of your comments if they do not meet the guidelines outlined below. 

Items for council correspondence (not related to an item on the agenda) can be directed to the Municipal Clerk. Depending on the issue, the Clerk may opt to share the correspondence on a future agenda, or may share the information with the relevant member(s) of Council directly.

How to Register to Speak at a Meeting

You may or may not be required to register to speak, also called being a “delegation,” depending on the nature of the agenda item you wish to address, and if the meeting is being held in-person or online.

Speaking in Response to a Non-Planning Agenda Item

To register to speak to a non-planning item a meeting agenda complete the delegation request form or submit a written request along with the reason and purpose of the delegation to the Office of the Clerk.

Delegation Request Form 

Speakers may provide a presentation and/or handouts. These need to be provided to the Clerk prior to the Council meeting.

After you register, you will receive a confirmation message and instructions for participating in the meeting.

Speaking at a Planning Meeting

If you wish to speak on a planning matter that is scheduled as a Public Meeting in accordance with the Planning Act, you do not need to register as a delegation, however it is encouraged. Please email the planning services with your request.

In cases where the Council meeting is held in a virtual or hybrid format for attendees, individuals who may wish to speak or wish to be in attendance at the virtual meeting must email planning services to receive a registration link.

Speakers may provide a presentation and/or handouts. These need to be provided to the Clerk prior to the Council meeting.

To speak as a Community Group or Association

Community groups and associations are encouraged to select a single person to speak on behalf of the group. When registering, please let us know if you are appearing on behalf of a community group or association.

You cannot register multiple delegations and you cannot register on behalf of someone else.

To speak on a Topic not included on a Meeting Agenda

To speak to Council about a topic that is not part of an upcoming agenda, please contact the Office of the Clerk and include:

  • a description of your concern
  • the action you would like Council to consider

The Municipal Clerk will check to see if the item can be considered on a future agenda, and contact you when a decision is made.

Topics Presented without Delegations or Written Comments

Council may meet to discuss a notice of motion, by-law, or have a workshop. These meetings may be open for the public to attend, but do not include delegations and written correspondence.

Deadline to Submit Comments or Register to Speak

If you would like to speak to an agenda item (non-planning) or provide written comments, please register to speak, submit your presentation materials, or submit your written comments no later than 4:30 pm on the Monday before the meeting.

Any written comments or presentation materials will be distributed to Council members and published as part of the agenda prior to the meeting. 

Formal registration is not required for a Public Meeting on a planning matter, however a registration link is required for those attending virtually (see above). Please register no later than 4:30pm on the Monday before the meeting.

Time Limits for Speakers

Please deliver your comments and/or presentation within the time limit:

  • 10 minutes for Council meetings
  • 10 minutes for Public Meetings to hear applications related to the Planning Act, such as Zoning By-law and Official Plan amendments.

Members of Council may ask you questions after your presentation.

Guidelines for Presentations and Written Comments

Presentations and written comments must not include statements or materials which are:    

  • intended for the sole purpose of generating publicity
  • related to litigation or potential litigation or to any matter which is currently before any court or administrative tribunal affecting the of Middlesex Centre
  • disrespectful toward employees, members of Council, committee, or any other member of the community
  • containing obscene or defamatory language, gestures or images
  • discussing any subject matter that is not noted on the agenda

Presentation materials must follow the Municipal Freedom of Information Privacy Protection Act (MFIPPA) and cannot include photos of identifiable individuals, license plates and/or names without the individual’s consent.

All speakers and those in attendance at the meeting are to conduct themselves in accordance with the Municipality of Middlesex Centre Procedure By-law and R-Zone Policy.

The Mayor/Chair has the authority to expel or exclude any member of the public who creates any disturbance or acts improperly during a meeting of Council.

What to Expect as a Speaker

Below you'll find details of what to expect as a speaker, and some tips to make your presentation effective.

In-Person Meetings

When attending in-person meetings:

  • Speakers are encouraged to arrive 15 minutes prior to the start of the meeting.
  • Speakers will be called upon for the item they are speaking to in the order they appear on the agenda, and the order in which they registered.
  • When it is time for you to speak, the meeting Chair (typically the Mayor) will call your name.
  • At that time, you will come forward to the podium or table at the front of Council Chamber.
  • At the start of your presentation please be sure to clearly state your name, organization or group you are with (if any) and where you live.
  • Once you have completed your presentation you may be asked questions by Members of Council.

Please note that while every effort is made to keep the meeting on schedule, we cannot guarantee a specific time at which you will be called upon to speak.

Virtual Meetings

When attending online/virtual meetings:

  • Those registered for the virtual meeting should log-in using their unique access code that would have been sent to you when you signed-up for the meeting (Zoom).
  • Once you have entered the meeting, you will be in the attendee screen and Council cannot see or hear you.
  • Speakers will be called upon for the item they are speaking to in the order they appear on the agenda, and the order in which they registered.
  • You will be called upon by the Chair (typically the Mayor) when it is your turn to speak. Please wait patiently as you are promoted to be a meeting panellist, and Council will be able to see and/or hear you.
  • At the start of your presentation please be sure to clearly state your name, organization or group you are with (if any) and where you live.
  • Once you have completed your presentation you may be asked questions by Members of Council.
  • Following questions, you will be returned to an attendee and your video/audio will no longer be seen/heard by members of Council.

Please note that while every effort is made to keep the meeting on schedule, we cannot guarantee a specific time at which you will be called upon to speak.

Tips for Presenting

Unless you are told otherwise, you will have 10 minutes to speak.

Time limits are strictly followed, however the Chair may allow a delegation to speak longer. The Chair also typically warns speakers when they are nearing the end of their time limit. 

Please direct your comments through the meeting Chair rather than to individual Councillors. You may want to begin your presentation with: “Good morning/afternoon, Mayor and members of Municipal Council. My name is <name>, I reside at <address> and I would like to speak to you about …,” or in some similar way, as you feel comfortable. 

Identify your main point right from the start and stay on topic. 

Following your presentation you may be asked questions by the Councillors to clarify items in your presentation or for further information which may not have been provided.

Speak clearly. If speaking in an online meeting, try to find a quiet area with minimal background noise to ensure you are heard properly. 

Stick to your time limit. Keep your presentation relevant and to the point. Make sure you use your time well.

It is okay to stop speaking before your time is up if you’ve made your point. Similarly, it is okay to say your key points have already been raised by a previous speaker and that you are in support of what has been said, and thus avoid unnecessary duplication.

Recording and Broadcasting Council Meetings

Council meetings are recorded and live-streamed on the municipality’s YouTube channel.

You may be seen and/or heard as part of these broadcasts and your name, comments, and/or presentation materials will become part of the public record.

Collection of Personal Information

Personal information is collected and will be used for the purposes of registering delegates and communicating with them about meetings, agenda matters and materials. Your information may be made public through the course of a meeting and corresponding agendas and minutes.

Personal information, as defined by Section 2 of the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), is collected under the authority of the Municipal Act, 2001, and in accordance with the provisions of MFIPPA.

If you have questions about the collection, use or disclosure of your personal information please contact the Office of the Clerk.

 

Questions

Questions on submitting written comments or speaking to Council should be directed to the Office of the Clerk.