Delegation Request Form

To speak at a meeting of Council or Committee, you must complete this form, in its entirety and submit it to the Clerk to ensure that your name and address are accurately noted. Council Agendas are finalized the week prior to the Council meeting.  The Clerk reserves the right to designate the request to the appropriate meeting upon review of the completed form. 

How to make a Delegation: 

  1. Please submit this completed form to the Clerk or Council/Committee Co-ordinator.
  2. Please state your name and address prior to speaking.
  3. Please provide a copy of materials used in your presentation, if any, to the Clerk or Council/Committee Co-ordinator for the official record of the Municipality.
    Material provided prior to the meeting will be circulated to Council/Committee for their review before the meeting.

Supplementary Information

We are pleased to provide you with some information that will help make your presentation to Council and/or committees effective. It is necessary to follow certain procedures to ensure that your presentation/delegation is seen and heard by the Council/Committee Members, the audience and the recording device utilized at each meeting.

How can I speak at a Council or Committee meeting?
If you wish to make a presentation to Council or Committee at a regularly scheduled meeting, please complete the Delegation Form and return it to the Clerk or Council/Committee Co-ordinator by 1:00 p.m. on the day prior to the meeting you wish to attend.

How will I know if I am listed to speak?
The Clerk or his or her designate will contact you prior to the approval of the agenda/addendum to provide notice that your request will be listed on the agenda/addendum.

How long may I speak?
Delegations or Presentations are allotted a maximum up to 5 minutes to address the members according to the Municipality’s Procedural By-Law. If there is a large group requesting to speak, it is recommended and more effective if one spokesperson speaks on behalf of the group.

What is the procedure?
All comments are directed through the Meeting Chair. Members of Council or Committee may through the Chair direct a response or question where appropriate. No more than one person shall speak at one time and at all times, proper language, speech and decorum shall be maintained at all times. The Chair may direct that any person in violation of proper decorum be expelled from the meeting.

What happens after I speak? 
After you have spoken and answered any questions, please return to your seat to allow Members of Council to debate the issue and make their decision or defer a decision pending additional information. You are not required to remain for the entire meeting duration, you may leave after your issue has been dealt with by Council.

Where can I get a copy of the meeting agenda?
Copies of the Council and Committee agendas are available on the City of Cambridge Website: https://calendar.cambridge.ca/council.

Disclaimer:  All information submitted will be considered to be public information and therefore subject to disclosure, under the Municipal Freedom of Information and Protection of Privacy Act.