Speaking Before Council/Committees

Residents are welcome to speak with Council in many ways, for example, during Open Forum at Council and Committee meetings or by making a Deputation. The Town’s Procedural By-law 2023-18 describes these options as well as the rules governing Meetings of Council and Committees.

Contact a Member of Council

Those wishing to contact their Ward Councillor or other member of Council may do so by phone or email. To view Council contact details or to find out which Ward you live in visit our Council Members page.

To schedule a meeting with the Mayor, please contact the Executive Assistant.

Click to Email the Executive Assistant
Phone: 905-775-5366 ext. 1200

Open Forum

Speaking to Items on the Agenda - In person or in writing

Those wishing to participate in Open Forum during a Council or Committee meeting to speak to an item on the agenda can do so either in person or in writing.

Learn More

Registration	In Person: If you wish to attend in person to speak, register by signing the Open Forum Register at the entrance to the meeting upon arrival.
Registration	In Writing: Submit an email containing your name, address and your comments on the matter to clerk@townofbwg.com (please note in your email the preferred meeting (Council/Committee); if none is noted, the Clerks Division will direct appropriately) For Council meetings: prior to 7:00 pm on the day of the meeting. For Committee meetings: prior to 12:00 pm on the day of the meeting.
Maximum Time Allotment	In Person: Open forum speakers are permitted a maximum of five (5) minutes to speak before Council/the Committee.
Maximum Time Allotment	In Writing: Ensure your statement will not take longer than five (5) minutes to read (approximately 1 page). Statements that are longer than 1 page will be read at the discretion of the Chair.
Objective	The purpose of the open forum is to provide the public with an opportunity to comment and offer input on an agenda item.
Note	Members of Council/the Committee will listen to comments but will not enter into debate or discussion on comments during open forum.

Deputation

Speaking to Items not on the Agenda - In person only

Those wishing to make a Deputation before Council or a Committee will attend in person.

Learn More

Registration	Submit a completed Request for Deputation form, including a preferred date. The request is required to be submitted 7 days prior to the Council/Committee meeting. Ensure any presentation material you wish to share with Council during your deputation is received by the Clerk at least five days prior to the meeting. Once your deputation request has been received and approved for a Council meeting date, you will receive a confirmation email from the Clerk. Failure to provide your presentation 5 business days prior to the meeting may result in the presentation not being shared at the meeting. Accepted presentation formats: Adobe PDF and Microsoft PowerPoint. Alternative formats may be shared at the discretion of the Clerk.
Maximum Time Allotment	Deputation speakers are permitted a maximum of ten (10) minutes to speak before Council/the Committee.
Objective	The purpose of deputations is to provide information on a specific topic.

Registration

Submit a completed Request for Deputation form, including a preferred date. The request is required to be submitted 7 days prior to the Council/Committee meeting.

Ensure any presentation material you wish to share with Council during your deputation is received by the Clerk at least five days prior to the meeting.
Once your deputation request has been received and approved for a Council meeting date, you will receive a confirmation email from the Clerk.
Failure to provide your presentation 5 business days prior to the meeting may result in the presentation not being shared at the meeting.
Accepted presentation formats: Adobe PDF and Microsoft PowerPoint. Alternative formats may be shared at the discretion of the Clerk.

Maximum Time Allotment

Deputation speakers are permitted a maximum of ten (10) minutes to speak before Council/the Committee.

Objective

The purpose of deputations is to provide information on a specific topic.

Correspondence

Providing written means of communication to Council

Those wishing to submit items of correspondence or other forms of written communication (ex. Statements or Petitions) intended to be presented at a Council or Committee meeting.

Learn More

Registration	Registration is not required. Correspondence is required to be submitted 7 days prior to the Council/Committee meeting to be included on the agenda. Correspondence may be submitted to clerk@townofbwg.com (please note in your email the preferred meeting (Council/Committee); if none is noted, the Clerks Division will direct appropriately) Approved correspondence will be attached to the appropriate agenda; any information disclosed in a correspondence letter will become part of the public record.
Response	There may be discussion on the item of correspondence, or it may be received for information purposes without any discussion.

Registration

Registration is not required. Correspondence is required to be submitted 7 days prior to the Council/Committee meeting to be included on the agenda.

Correspondence may be submitted to clerk@townofbwg.com (please note in your email the preferred meeting (Council/Committee); if none is noted, the Clerks Division will direct appropriately)

Approved correspondence will be attached to the appropriate agenda; any information disclosed in a correspondence letter will become part of the public record.

Response

There may be discussion on the item of correspondence, or it may be received for information purposes without any discussion.

Methods of Participation at Public Planning Meetings and the Committee of Adjustment

- Public Planning Meetings
- Committee of Adjustment

Those wishing to participate in Public Planning Meetings can do so either in person or by writing.

Learn More

It is recommended that all comments or questions on planning applications be submitted in writing to plandev@townofbwg.com.
Written submissions are not required at a public meeting but can be made at a later date and will be accepted up to the date that Council makes a decision on the matter.
Submissions on planning matters will not be read at the Council meeting but will be forwarded to planning staff for consideration and/or response. Council will be apprised of all public comments received prior to making a decision on the application.
If you wish to receive information on a specific planning application or to be notified of an upcoming meeting related to a planning matter please email plandev@townofbwg.com.
If you are unable to make written submissions or wish to make an oral statement during the public planning meeting, add your name to the Register at the back of the room prior to the meeting. You will then come forward during the Public Participation portion of the meeting when prompted by the Presiding Officer to address Council. It is not required to give prior notice of your intention to speak.
All oral statements will be recorded as part of the electronic meeting and will be posted for public viewing on Town of BWG YouTube Channel.

More information regarding the Committee of Adjustment and its purpose can be found on the Committee of Adjustment webpage.

The Town of Bradford West Gwillimbury has amended its Procedural By-law to allow for electronic participation at Committee of Adjustment meetings.

This Protocol has been established by the Clerk to advise on how to participate in the public portions of these meetings. Such procedures may be modified slightly from usual procedures given the use of technology for electronic participation. All electronic Committee of Adjustment meetings will be streamed live, where possible, or posted for later viewing on YouTube at the following link Town of BWG YouTube Channel. Committee of Adjustment Agendas will continue to be published six (6) days in advance of the regular meeting date. If you do not have access to YouTube and wish to listen to a Committee of Adjustment meeting, please call 905-775-5366 x1400 and you will be given a call in number and the meeting ID.

Learn More

Those wishing to participate in an electronic Committee of Adjustment meeting to provide public comments on an application:

It is recommended that all comments or questions on Committee of Adjustment applications be submitted in writing to planninginfo@townofbwg.com prior to publishing of the agenda.
Submissions on planning matters, after the agenda is published will be forwarded to members of the Committee of Adjustment for consideration. The Committee will be apprised of all public comments received prior to making a decision on the application.
If you wish to receive information on a specific Committee of Adjustment application or to be notified of an upcoming meeting related to an application please email planninginfo@townofbwg.com.
If you are unable to make written submissions and therefore wish to make an oral statement during the Committee of Adjustment meeting please call 905-775-5366 x1400 or email planninginfo@townofbwg.com prior to noon on the date of the meeting to register. You must provide your name, address, contact information and matter you wish to speak to. You will be provided with either an email containing a link to register prior to the meeting or a call in number and the meeting ID. You must register before the start of the meeting to be added to the roster.
The owner or representative may also register to speak to the matter using the same process.
All oral statements will be recorded as part of the electronic meeting and will be posted for public viewing on Town of BWG YouTube Channel.
Any questions with respect to this Protocol may be directed to planning staff at planninginfo@townofbwg.com or the Clerk at clerk@townofbwg.com.

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