Speaking to Council

Deputations

As a part of the Municipality's policy of an open and accessible government, the Municipality of Chatham-Kent encourages public participation in its decision-making process.

​​Rules of Decorum at Council Meetings

The Municipality of Chatham-Kent supports open meetings that welcome debate of public policy issues in an atmosphere of inclusiveness, integrity, civility, fairness, and respect for differing points of view. 

Anyone conducting themselves in a way that disturbs, disrupts or impedes the orderly conduct of the meeting, interrupts or makes derogatory statements or hate speech/defamatory comments about Councillors, staff, speakers or fellow members of the public may result in removal from the premises. This also applies to deputations.

We ask that you do not approach members of Council if they are seated in their council seats. The public (unless invited) is not permitted to come into the gated, horseshoe area. The use of posters, signage and literature is also prohibited.

​Rules Regarding Deputations

There are prescribed rules regarding Deputations as set out by the Procedure By-law which includes:

7.6 Deputations shall not:

i. Speak disrespectfully of any person;

ii. Use offensive words;

iii. Speak on any subject other than the subject for which they have received approval to address Council, Committee or Local Board;

iv. Disobey a decision of the Chair;

v. Enter into cross debate with other deputations, administration, Members or the Chair; and

vi. Appear for the purpose of publicly announcing a local event unless authorized by the Chief Administrative Officer.

vii. The Clerk shall review the presentation material to determine if the subject matter and nature of the deputation’s request falls within the jurisdiction of Council.

The Chair may curtail any deputation, any questions of a deputation or debate during a deputation, for disorder or any other breach of this by-law and, if the Chair rules that the deputation is not in compliance with section 7 of this by-law, the person or persons appearing shall withdraw from the deputation table, and the decision of the Chair shall not be subject to challenge.

Types of Deputations

Item on the Current Agenda - Section 7.9 of the Procedure By-law 

Any person who wishes to appear before Council regarding an item on the current agenda shall make a written application to the Clerk by 12:00 pm on the day of the meeting to be placed on the agenda to appear before Council at the meeting at which it will be dealing with the item of interest to the deputation. Presentation material must be submitted with the request to appear. A maximum of five minutes shall be allotted for each deputation

Deputations will be accepted in the following formats:

  • Written format read by the person during the meeting either in person or by electronic participation. Visual presentations are not accepted. ​​
  • If you are not able to attend the meeting, your deputation in written or video format will be emailed to Council in advance of the meeting.

Item Not on the Current Agenda - Section 7.10 of the Procdure By-law 

Anyone wishing to appear before Council regarding an issue that is not on the current agenda must submit an outline of their deputation to the Clerk's Office. The Chief Administrative Officer and the Municipal Clerk, in accordance with the Chatham-Kent Procedure By-law, will review the deputation request. If the deputation request is approved, the Council Coordinator will arrange an upcoming Council meeting date for the deputation. If the deputation request is denied, the Clerk's Office advises the requester of the reason for the denial.​

Addressing Council 

As a deputation addressing Council, you must be aware of the following:

  • The Clerk will review the presentation material to determine if the subject matter and nature of the deputation’s request meets the criteria of deputations and will confirm by email.
  • Council meetings begin at 6:00 pm. Presenters must be present 15 minutes before the commencement of the meeting.
  • The Clerk will introduce the deputations and announce your name, at that time you may proceed to the podium.
  • Deputations must stay within the 5-minute allotted time limit unless otherwise indicated at the beginning of the meeting.
  • In the case where there are ten or more deputations on the same issue, the time limit will be reduced to two minutes per speaker.
  • The number of deputations to address an item on the current agenda will be unlimited but can be limited in order to allow for the efficient and effective operation of the meeting proceedings.
  • If you are presenting on behalf of an organization or committee, it is recommended that one or two speakers be appointed to make the presentation on behalf of the organization, or committee. The other members of the group are welcome to attend the Council meeting.

Deputations relating to a planning matter​​

Council Meetings are held once a month to consider planning applications.

If you wish to address Council about a matter listed on the planning agenda, you are not required to provide a written request to appear. There will be an opportunity to address Council during the meeting. This process is outlined below under "What is the process for Council Planning Meetings?" In the event that you are intending to address Council at a planning meeting, it is helpful (but not required) if you provide Council with information about your concerns in advance. You may present your questions and concerns directly to the Director of Planning Services by calling 519-360-1998 or emailing ckplanning@chatham-kent.ca.

The process for Council Planning Meetings

The process for each application is as follows:

  1. The application will be announced.
  2. The Mayor will ask if there is anyone present with an interest in the application, and to indicate so by raising their hand.
  3. Anyone present wishing to speak to the application will be called to the podium to make their comments.  
  4. For any items where a deputation was received, either in person or written, the administration will proceed with a presentation.
  5. Council will be asked if it has any questions of administration or the applicant if present.
  6. Councillor will be asked what action it wishes to take with regard to the application.

Petition to be Considered by Council 

Petitions are from residents of the municipality that are requesting Council to consider the introduction, expansion, enhancement, restoration, reduction, alteration or cessation of a service or program of the Municipality of Chatham-Kent.

A petition can be received by:

  • Submitting to a Councillor that supports the objective. A Councillor may bring forward a Notice of Motion to an upcoming Council meeting outlining the request. The Notice of Motion should include a paragraph that states: "Whereas a petition was received from residents within the Municipality of Chatham-Kent with X number of Chatham-Kent signatures."  The petition should be presented to the Clerk at the same meeting.
  • Submitting to the Clerk directly. The Clerk will place the petition on the next agenda within the Communication Package. Council has the opportunity to pull the item at the Council meeting and request action through a Notice of Motion. If the petition is not pulled, it is received for information. 
  • Submitting directly to Administration (the department responsible for the issue). If the administration is already preparing a report to Council on the matter. The administration will acknowledge the petition received (for or against the recommendation) within the report and the original petition should be provided to the Clerk's Office.

Click the button below to download a form to use when preparing a petition for circulation.

Chatham-Kent Petition Form


Clerks Office
Municipality of Chatham-Kent
P.O. Box 640
315 King Street West
Chatham, ON  N7M 5K8
ckclerk@chatham-kent.ca​