FAQs

If you wish to appear before Council / Committee at a regularly scheduled meeting, you are requested to contact the Town 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, Town Hall, 65 Harwood Ave. S., ON L1S 3H9, faxed to 905-683-1061 or e-mailed to blair.labelle@townofajax.com.

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 and Information Services office will contact you to confirm the meeting date and details of your appearance.

Submissions for delegations must be received by the Legislative and Information Services office no later than 12 noon on the Wednesday prior to any meetings of Council or 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 and Information Services office 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 and Information Services office at the time of confirmation. The Legislative and Information Services office will be happy to assist in providing any materials necessary, if able.

Provide a copy of the presentation in advance to the Legislative and Information Services office 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 and ask you to step forward to begin your presentation.

When it is your turn to address Council/Committee, step up to the podium.  Please sign in the book located on the podium by printing your name and contact information.

Please note:

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 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?

• 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