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About the Legislative Process

How to appear as a Delegation before Council / Committee?

If you wish to appear before Council / Committee at a regularly scheduled meeting, you are requested to contact the Deputy Clerk advising of the date you wish to appear and the topic on the agenda you wish to speak to. Written submissions can be dropped off in person, mailed to the Deputy Clerk, Legislative Services Department, Town Hall, 65 Harwood Ave. S., ON L1S 3H9, faxed to 905-683-1061 or e-mailed to Nicole Wellsbury

Be sure to include your name (printed clearly) and your complete contact information including a telephone number where you can be reached. Someone from the Legislative Services Department  will contact you to confirm the meeting date and details of your appearance.

Submissions for delegations must be received by the Legislative Services Department  no later than 12 noon on the Wednesday prior to any meetings of Councilor Committee. We encourage delegates to address issues at the Committee level first.

Please note that written submissions are not required in order to speak to Committee during a Public Meeting held under the Planning Act. For a list of upcoming Public Meetings, view the Town's Community Page every Wednesday in the News Advertiser.

What do I do prior to the meeting?

  • Confirm with the Legislative Services Department  that you are scheduled for the correct meeting date and a time has been established for your appearance before Council/Committee.
  • Convey any audio visual requirements to the Legislative Services Department at the time of confirmation.
  • Provide a copy of the presentation in advance to the Legislative Services Department if one has been prepared.

What do I do when I arrive at the meeting?

Arrive a few minutes prior to your scheduled presentation time. If there are several presentations in one meeting your patience is requested, if your scheduled time is delayed. When your turn arrives, the Chair will call out your name. Step up to the podium and begin your presentation.

Please sign in the book located on the podium by printing your name and contact information.

Please note:

Your personal information will be used for the purposes of sending correspondence relating to matters before Council. Your name, address, comments, and any other personal information is collected and maintained for the purpose of creating a record that is available to the general public in a hard copy format and on the internet in an electronic format pursuant to Section 27 of the Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c.M.56 as amended. Questions about this collection should be directed to the Town Clerk, Town of Ajax, 65 Harwood Ave. S., Ajax, ON L1S 2H9.

How do I address the Council / Committee members?

When addressing Council or Committee members, regardless of where the question came from you should always address your comments to the Chair. This helps maintain order in the meeting.

  • During a Council meeting the Mayor is always the chair and is addressed as Mayor Parish, Mr. Mayor or Your Worship.
  • During Committee meetings various Council members, other than the Mayor, act as the chair and should be addressed as Mr. Chair or Madame Chair, as appropriate.

How long may I speak?

The Town's Procedural By-law (refer to Section 3.8 "Delegations" and 3.9 "Presentations" of By-law 101-2003) allows individuals up to five minutes to address Committee and/or Council members. Questions and discussion may follow and are not part of the five minute allocation.

What happens after I speak?

After you have addressed the Committee or Council and answered any questions from Members, please return to your seat and remain silent, being cognizant of the fact it is now time for Members of Council to debate the issue and make their decision. Although the Mayor and Members of Council encourage the public to present their opinions, necessary decorum dictates that all opinions must be respected and outbursts from the gallery will not be tolerated.

What is the Code of Conduct for Delegations / Presentations?

Delegations / Presentations shall not:

  • speak disrespectfully of any person
  • use offensive words
  • speak on any subject other than the subject for which they have received approval to address Council/Committee
  • disobey the decision of the Mayor/Chair or Council/Committee
  • enter into cross debate with other delegates/presenters, Town staff, Council/Committee Members or the Mayor/Chair

How to request an investigation of a closed meeting of Council or one of its committees?

As of January 1, 2008, a request may be submitted for an investigation to be undertaken with respect to whether a municipality or local board, or a committee of either, failed to act in compliance with closed meeting rules provided for by section 239.1of the Municipal Act, 2001, as amended, or the applicable procedural by-law.

The Ombudsman of Ontario will provide for closed meeting investigation services and conduct an investigation upon the receipt of a valid complaint in respect of a meeting or portion of a meeting that was closed to the public (i.e. "in-camera"). The Investigator will determine whether such meeting was in compliance with the Act and/or the applicable procedural by-law with respect to closed meetings.

To submit a request for a closed meeting investigation, please contact the Ombudsman of Ontario or call 1-800-263-1830. For more information, you can also contact Nicole Wellsbury, Manager of Legislative Services/Deputy Clerk at 905-619-2529, ext. 3342.