Speak at a Council or Committee meeting

Ways to participate and have your say:

• Submit a written communication for review by Members of Council as part of an agenda item. All written communications can be emailed to the Office of the City Clerk at clerks@vaughan.ca, by 12 noon on the last business day before the meeting.
• Request to speak via teleconference (through a computer, app or by phone) live during the meeting. Pre-registration is required by completing the online Request to Speak Form or call Access Vaughan at 905-832-2281. You must provide a valid email and/or phone number to participate in a meeting electronically.
• Request to speak in-person. Pre-registration is recommended by completing the online Request to Speak Form.

Deadlines:

• Written Communication: by 12 noon on the last business day before the meeting.
• Request to Speak:
  • If there is a matter on a committee agenda you would like to address, please submit a request by 12 noon on the last business day before the meeting.
  • If you wish to address Committee regarding a matter NOT listed on the agenda, please submit a request by the specific deadlines here.

Please note that if you speak at a committee meeting, your name and address will appear on the public record, which will be posted online following the meeting.

Speaking at Committee Meetings

You can speak or make presentations at the following committees of Council:

• Committee of the Whole (1 and 2)
• Committee of the Whole (Working Session)
• Committee of the Whole (Public Meeting)

Tips for Effective Public Participation at a Committee Meeting

• Ensure you have all relevant documents and information about the matter you are speaking about.
• Introduce yourself before you start – provide your name and address.
• Highlight your key points related to the agenda item or presentation.
• Remember the time limit – you have five (5) minutes to speak.
• Address Council through the Chair of the meeting (example: “Through the Chair, I am here today because…”).
• Larger groups or organizations should appoint a single representative to speak on behalf of everyone.

After you have finished speaking or presenting, Members of Council may ask questions. It is common not to receive an immediate answer to your issue(s) at the meeting – it may be referred to other City staff for further information or action.

General Guidelines for Speakers and Presenters

• You can only speak to issues related to municipal matters and within the City’s boundaries (outlined in the Municipal Act, S.O. 2001, c.25).
• Matters that relate to other City staff will be directed to those departments.
• The City Clerk will apply the rules and principles of the City Procedure By-Law 7-2011​ (PDF) when considering your request to address Committee.

Written Communications

• Written communications are documents submitted for review by Members of Council or a Committee as part of an item on an agenda.
• Members of the public can provide written communications to Council Meetings and Committee Meetings.
• The deadline for submitting a written communication is noon on the last business day before the scheduled meeting.
• You may submit a written communication in person to the Office of the City Clerk at Vaughan City Hall, 2141 Major Mackenzie Dr., or by email to clerks@vaughan.ca.
• You can submit a communication without attending the meeting.
• Your name and address will appear in the public record, which will be posted online following the meeting.

Written Communication Guidelines

• The communication must be legible on standard letter-size paper (white and single sided).
• The communication must relate to a matter on the agenda.
• The communication needs to clearly state the request or message you wish to convey.
• The communication should include your name and contact information.

Other ways to contact Members of Council

Speaking at a Committee Meeting isn’t the only way to reach Members of Council. You may telephone or email your comments directly to the Member of Council of your choice.

Questions can also be directed to Access Vaughan – the City’s Call Centre – at 905-832-2281 or accessvaughan@vaughan.ca.