Persons or organizations wishing to have the Mayor make an announcement respecting a special event, meeting, notice declaration or proclamation. 

• Requests shall be provided to the Deputy Clerk by no later than 4:30 p.m. on the Tuesday proceeding the date of the next Regular Council meeting. 

Requests must include the following:

• Be legibly written or printed
• Clearly specify the nature of the requested announcement ot proclamation
• Contain the signature of at least one person who is making the request.

The Mayor shall be under no obligation to make any announcement, proclamation so requested.

• Written communications intended to be presented to Council on the meeting agenda, including petitions.
• Correspondence including names and addresses, addressed to Council or directed to a Public Meeting, become part of the public record and may be published in a report, agenda or minutes.  
• All correspondence addressed to Mayor and/or Council are subject to disclosure under applicable legislation.  
• No anonymous correspondence shall be accepted.

• Correspondence shall be submitted to the Deputy Clerk by no later than 4:30 p.m. on the Tuesday proceeding the date of the next Regular Council Meeting. 
• Correspondence received after this time may be added to the meting agenda by resolution of Council where such item of correspondence is germane to a matter of business that is on the Meeting Agenda or is of a time-sensitive nature.

• Delegations are typically requested by residents or local community groups wishing to speak to, or make a request to, Council.
• Delegates must register and provide all information at least seven (7) days before the meeting and may only delegate after consultation with relevant staff. Should the subject matter of the delegation fall within the scope of a Town Committee, delegates are encouraged to schedule their delegation with the relevant Committee. If you are unsure, please contact the Clerks Division for more information.
• To register to delegate at the Committee level, please visit the Boards and Committees webpage.

• To ensure your name will be listed on the agenda, requests to delegate to Council must be received by the Town Clerk by no later than 4:30 p.m. on the Tuesday proceeding the date of the next Regular Council meeting.
• In the case of matters listed on a Council Agenda, requests will be received up till 4:00 p.m. on the day proceeding a Council meeting. 
• In the case of a Regular Council meeting following a Holiday Monday, requests will be received up to 9:00 a.m. on the day of the Council Meeting. 
• Delegation requests received after the deadlines will not be listed on the Agenda and will be at the discretion of Council.

The delegation request form, must include the following:

• the requester's name,
• delegate's mailing address, telephone number, and e-mail address,
  nature of business to be discussed and the specific action being requested (please be as specific as possible),
• presentation materials, notes or handouts related to the delegation for circulation to Council.

• Registered delegates are allocated 10 minutes of time as per the Town of Grand Valley's Procedural By-Law.
• Where a deputation consists of more than one person, all persona combined shall be limited to two (2) speakers and a maximum of fifteen (15) minutes speaking time, by the Chair may, by resolution, grant permission to any Deputation to speak for longer than the time allotted. 

Please make sure to follow these presentation tips when addressing Council: 

• state your full name
• always address comments to the Mayor or Chair (regardless of where the question came from)
• address the Mayor as Mayor (last name) or Your Worship
• speak in a clear tone to ensure both in-person and virtual attendees can hear your delegation

• No member of the public shall be permitted to delegate to Council for the purposes of solicitation of services or other such endeavors.
• No delegation will be approved for any member of the public who has previously spoken about the matter at a public meeting held for the same topic with same information. Please be sure to provide as much information as possible in your request.
• No delegations shall be permitted on any item that is deemed to be outside of the authority of Council.
• No person shall speak to a repeat topic that they had spoken to during a delegation or open forum in the previous three (3) months.

• Public Meetings are held, as required, to seek feedback from members of the public on matters relating to specific Provincial legislation (i.e. Development Charges Act, 1997, Planning Act, etc.) or other such matters as may be deemed to be required.

• If you wish to speak at a Public meeting, advance notice is not required. To participate virtually, you must register to obtain the Zoom link.
• The meeting Chair will invite questions or comments from the gallery immediately following the presentation on the matter. At which time, members of the public may attend the delegate seating area .
• All comments made during a Public Meeting must relate directly to the matter under consideration at the meeting.

Public Questions provide and opportunity for the public to address Council in open session during a Council meeting by providing written questions. 

The following matters are not permitted as Public Questions:

• Complaints against Council Members or Town Staff;
• Matters that are contract to he Municipal Freedom of Information and Protection of Privacy Act   
• Matters before the Courts or pending litigation; 
• Matters involving insurance claims or pending claims by our against the Town;
• Matters beyond the jurisdiction of Council or the Town; and 
• Requests for grants and donations; 

If you would like to provide a written question to Council, you can drop-off your question in-person at the Town Office, 5 Main Street North, Grand Valley, or send your question by email to info@townofgrandvalley.ca

Once a written question is received, the Clerk will review and place the question along with the submitters name and subject matter on the next Regular Council Agenda which is published on the Town's website.

Council will receive the public questions and then refer the question back to staff to investigate and prepare a report. (if necessary)