Presenting to Council

How to submit comments by email

To comment on a Council Agenda Item, please send an email to the Office of the City Clerk with your thoughts, concerns and opinions about the agenda item. You can also mail or drop-off your correspondence to City Hall.

If you submit correspondence by email, you can:

• Write your thoughts in the body of the email
• Attach a letter or document to the email with your thoughts

Important - the Office of the City Clerk must receive your comments by noon the day of a Council meeting in order for the item to be accepted as additional correspondence for that meeting. We have set this deadline to give the Members of Council enough time to read all of the items of correspondence submitted. 

Please check the Council meeting calendar to find out when meetings will take place.

For Council Meetings, once staff receive your correspondence it will be:

• Shared with Council and appropriate City staff ahead of the meeting so they have time to review the item of correspondence;
• Added to the meeting agenda as additional correspondence and noted as additional correspondence during the "Adoption of the Agenda";
• Listed on the minutes of the meeting and form part of the official record.

How to submit comments by mail

If you choose to mail or drop-off your correspondence, the Office of the City Clerk must receive the correspondence by 4:30 p.m. two business days before the scheduled meeting. For example, if the Council meeting is taking place on Monday, you must drop off the correspondence by Thursday at 4:30 p.m.

Please check the Council meeting calendar to find out when meetings will take place.

Request a delegation to City Council 

• Requests for delegations must be received by the day of the meeting by 9 a.m. and must include a clear statement as to the nature of the business to be presented
• Delegation requests will only be accepted using our online City Council Delegation Request Form.
• Delegations are only permitted for items listed on the Council Agenda.
• Delegations are not permitted for the following items:
  • Report Requests. 
  • Notices of Motion and Notices of Report Requests.
  • Closed Session Items.
  • Motions to Reconsider. 
  • Items listed as Correspondence or noted as Additional Correspondence.

Test sessions for electronic delegations

For electronic and phone delegations, you must attend a mandatory test session at 10 a.m. the day of the meeting. The Office of the City Clerk may waive this requirement for delegates who have recently presented to City Council. Only those who attend the session will be able to participate. The Office of the City Clerk will contact you to provide you with details about how to join the test session.