Attending a Meeting

We welcome your active involvement in the community, and we invite you to attend Town Council meetings.

Delegations to Council

If you would like to address Council as a delegation, you are required to submit an online Delegate Request Form or give written notice to the Town Clerk's office by 10:00 a.m. on the day of the Council meeting. 

Online FormDelegate Request Online

Before you decide to appear before Council, you might want to discuss your concerns with a member of Town staff or your Councillor. If your issue can't be resolved, staff will help you with the delegate request process. 

Delegation Guidelines

Delegations may be heard at a Council meeting. A delegation at Council may speak for a maximum of 10 minutes. If a matter has been previously considered, delegates may only provide new information and will be limited to 5 minutes. In the event that there are numerous delegations speaking on the same matter, the Presiding Officer has the authority to reduce the delegation speaking time limit.  The Clerk will also encourage them to select one spokesperson to present their views within the allotted time frame. Delegations may extend their speaking time with the permission of Council by majority vote of the members present.

Guidelines for Appearing Before Council

  • Delegations must register a copy of their presentation to the Clerk or his/her designate. If you did not submit a copy of your presentation with your request to be a delegate, you are requested to distribute written material to members of Council at the meeting, so please bring 20 copies to the meeting. Your written material provides members and staff with a better understanding of your concerns and recommendations. You should be aware that all written materials could be made public as they are distributed to the members of Council, staff, and the media. If you are reading your presentation, please provide a copy to the Clerk.
  • During the meeting, delegations will be limited to speaking only once on the topic, for not more than 10 minutes, unless the delegation has already addressed the topic at a previous meeting; then the delegation shall be limited to speaking for a maximum of 5 minutes. Please direct your presentation to the Chair of Council.
  • You should be aware that you will be required to speak into a microphone during your presentation. Please ask staff ahead of time if you have questions regarding its operation.
  • After your presentation, remain at the podium to answer questions from any Members.  Following questions, Council does not entertain comments and you will be asked to return to the gallery.
  • Council Members may then debate the issue or deal with it in the order in which it appears in the agenda.
  • As a delegation, you should not speak disrespectfully of any person, use offensive words, speak on any subject other than the subject for which you have received approval, disobey any decision of the Chair/Mayor, or enter into cross debate with other delegations, staff, or Council members.
  • Any person may choose to notify the Clerk that he/she will be in attendance for the sole purpose of answering questions from Council members but not to speak to the matter. If so, his/her name will be listed as a delegation, but noting that his/her appearance is only to answer questions.

Appearing as a Delegation for Items Not Listed on Meeting Agendas

If, as a delegation, you wish to be heard on an item that is not listed on the meeting's agenda, you will be required to submit written documentation on the nature of the presentation. The Clerk will refer this information to the appropriate department for review and consideration. If a report to Council is necessary, you will be advised of the timing of the report by the appropriate department and you will be permitted to appear as a delegation.

Closed Meetings 

Municipal Councils, local boards and committees must meet behind closed doors on occasion to deal with confidential matters. These meetings will not be open to the public. Examples of confidential matters include: municipal lawsuits, purchases of land, and labour relations issues.

Local government in Ontario must be transparent and accountable. To this end, the Province has set the rules for a council, local board or a committee to go into a closed meeting. These rules are found in section 239 of the Municipal Act 2001, as amended. They must be strictly followed.

The permitted reasons for going into a closed meeting are: 

  • The security of property of the municipality or local board;
  • Personal matters about an identifiable individual, including employees;
  • A proposed or pending acquisition or disposition of land;
  • Labour relations or employee negotiations;
  • Litigation or potential litigation
  • Advice that is subject to solicitor-client privilege;
  • A matter authorized by another provincial statute;
  • If the subject matter relates to a request under the Municipal Freedom of Information an Protection of Privacy Act;
  • The meeting is held for educating and training and no member discusses or deals with a matter in a way that materially advances the business decision-making of the council or local board.

Closed Meeting Investigator

Through Local Authority Services Ltd., the Town of Milton has engaged the services of Amberley Gavel Ltd. as the Municipal Closed Meeting Investigator and has authorized it to conduct investigations of complaint regarding meetings or parts of meetings that are closed to the public. The Investigator will determine compliance with the Act or the applicable procedural by-law regarding closed meetings and will report on the results of investigations.

In the Town of Milton, this legislation applies meetings of Council, Committee of Adjustment, and Downtown Business Improvement Area.

Complaint Procedure

All complaints must be submitted to:

Amberley Gavel
35 Ambleside Drive
London, ON N6G 4M3

in a sealed envelope marked 'private and confidential'. Alternatively, complaints may also be directly filed by email at info@agavel.com.

Integrity Commissioner