Speaking at a Meeting

Written submissions can be provided at any time to the Township Clerk who will ensure they are forwarded to Council in a timely fashion. If the correspondence relates to an item on the Agenda of the next Committee or Council meeting, the correspondence will be included in the Official Record of the Township. 

In addition to providing written submissions, you may address Council or Committee in person or via Zoom if needed.

Delegation requests are for any new matters for Council or Committee to consider and do not pertain to items that are on an agenda or planned to be on an upcoming agenda.

You may request to make a delegation to an open meeting of Committee or Council. These requests MUST be received at least seven days prior to the date of the meeting.

All Delegation requests are to be submitted to the Clerk by completing the Delegation Request Form through the Township website, or by remitting the form in person, email, regular mail or fax.

Note: Your name may become part of the public record in an electronic and print format

Presentation materials are to be included in the agenda and therefore must be received by the Clerk at least 5 (five) business days prior to the meeting date.

A maximum of five (5) minutes will be granted for delegations at the meeting.

You may request to make a Public Comment on any item on a Committee or Council agenda up to twenty-four (24) hours prior to the start of the meeting.

All Public Comment requests are to be submitted to the Clerk by completing the Public Comment Request Form through the Township website, or by remitting the form in person, email, regular mail or fax. You must include your presentation with your request as it will be included in the published supplementary agenda. 

Note: Your name may become part of the public record in an electronic and print format.

A maximum of five (5) minutes will be granted for public comment at the meeting.

Note: Public Comments at a Council Meeting regarding Committee minutes or Committee-recommended by-laws are only permitted in order to receive new information or developments regarding the matter. New information must be submitted to the Clerk prior to submitting a request in order to determine if the information qualifies. Information previously considered may not be presented again.

Delegations may be permitted from the gallery without prior registration for these matters. If you wish the display of a presentation, it must be remitted to the Clerk five (5) Business days before the meeting (not counting the meeting day).

You will have five (5) minutes to speak.

If you wish to participate in the Public Hearings/Meetings via Zoom, please view the Zoom instructions.

Invited presentations are invited at the pleasure of the Mayor/Chair and do not have a time limit at the meeting.

The following provides information on meeting conduct:

• Please ensure your cell phone and other electronic devices have the volume off throughout the meeting.
• The meeting Chair determines when a delegation or public comment may address the meeting.
• No one can speak except “through the Chair”.
• When you are called upon to speak, please come to the podium or turn on your microphone and camera.
• After you’ve spoken and answered questions, please return to your seat or “waiting room” so council or committee members can debate the issue and/or make a decision.
• Member of the public must not interrupt or disturb Committee/Council members, staff, another speaker or any member of the assembly.
• Members of the public may enter and leave the meeting at any time.

Everyone, at all times, must be respectful of others. Profane or offensive words and insulting expressions against any person will not be tolerated. Please take care to not breach the privacy or disclose personal information of any individual.

The Chair may expel any individual who violates these expectations from the meeting.

1. If there are multiple speakers regarding the same matter you are strongly encouraged to co-ordinate your presentations to ensure the speakers do not repeat each other. The Chair has the ability to terminate repetitive presentations.
2. For complicated matters, it is recommended that speakers submit details in writing to Council in advance in order to allow for appropriate review time. If you wish to follow with a Delegation or Public Comment, be sure to remit your request within the timelines.
3. The Township of Muskoka Lakes uses Zoom to facilitate electronic participation and livestreaming of Council and Committee Meetings. Upon confirmation of your delegation, you will receive a Zoom invitation by email with instructions regarding how to connect.
   • Note: It is the delegate’s responsibility to ensure they have the appropriate technology to connect to the meeting. Should any technical issues arise, the delegate may submit written comments to the Clerk which shall be distributed to all Members of Council after the meeting.
4. When you’re preparing your presentation, try to keep your:
   • speaking notes to a maximum of 550 words to keep a comfortable pace
   • slide deck between five and eight slides

These tips will help you stay in the five-minute time limit and avoid rushing or leaving out information. It is recommended you rehearse your presentation. Remember to keep your presentation clear and concise.

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

For guidelines on how to prepare an effective presentation, please view the following videos on YouTube. (Source: Algonquin College Library)

How to create an effective presentation 

How to deliver an effective presentation 

Note: The above videos are not published by the Township and are designed for students but may still be helpful to those unfamiliar with making presentations.

All council, standing committee and committee of adjustment meetings are recorded and livestreamed.

By attending a public meeting of Council/Committee, you are consenting to your image, voice and comments being recorded. Anyone who is invited to speak will be recorded and their voice, image and comments will form part of the live stream and recording.

Video files from live streaming will be available on the Township website and YouTube channel and as such, may be subject to alteration by any member of the public with no Township control over such alterations. The Township assumes no liability associated with any alterations that may be made by a member of the public on the internet.

Please note that the names of delegates and correspondents, as well as whether they are published on the Township’s website as part of the Committee/Council Agenda and Minutes. All other personal information provided in written correspondence will be redacted.

Personal information which includes opinions and views contained in delegations and written correspondence to Township of Muskoka Lakes Council or its Committees is collected under the authority of the Municipal Act, 2001 and in accordance with the Municipal Freedom of Information and Protection of Privacy Act.  Any personal information you choose to disclose in your delegation or written correspondence will be used to receive your views on the relevant issue(s) to enable the Township to make its decision on the matter.