Yes, the form assists staff in preparing for the invited deputation including any accessibility requirements.
Members of the public are encouraged to contact their member of Council to speak on their behalf on any matter of concern within its jurisdiction. The contact information for all members can be found on the Meet Your Council webpage.
Deputation or presentation request
A deputation is an opportunity for a member(s) of the public to speak to Council or Committee directly during a regular scheduled meeting about a matter that is important to them.
An invited presentation is when Town of Huntsville staff, an individual, or community organization have been invited to present information to Council or Committee typically including one of the following:
- A ceremonial presentation to or from the Town of Huntsville
- A presentation made by Town staff and/or by consultants retained by the Town or by another level of government
Unless specifically identified as a public meeting, anyone who wants to speak at a Council, General Committee or other Committees of Council meeting must register as a deputation to be able to speak at the meeting. All deputation requests have to be submitted via the designated form.
According to Council and Committee meeting procedures:
- All deputation requests (including all presentation materials – photographic images, PowerPoints, or drawings) have to be submitted to the Clerk’s office using the Deputation request form no later than the end of business day:
- Four (4) full business days in advance of a Planning Council meeting.
- Five (5) full business days in advance of a Regular Council or Accessibility Advisory Committee meeting.
- Seven (7) full business days in advance of a General Committee meeting.
The schedule of upcoming Council and Committee meetings can be viewed on the Agendas, Minutes, and Meetings Calendar page.
- Deputations are limited to a time period of not more than ten (10) minutes inclusive of all speakers;
- Deputations are limited to two speakers and only those persons listed on the agenda will be permitted to speak;
- No printed material may be distributed by the deputation on the Council floor;
Please click on the button below to complete a form to register as a deputation or invited presentation to Council.
Frequently asked questions
I have been invited to attend, am I still required to fill out this form?
Which meeting should I attend?
Staff will be in contact to confirm the deputation and provide you with a meeting date. You can see the schedule of upcoming Council and Committee meetings on our Meetings calendar.
Note: Most Deputations will typically be placed on a General Committee agenda. General Committee includes all members of Council.
All regular meetings are held in the Municipal Council Chambers located on the 3rd floor of the Huntsville Civic Centre, unless noted on the Agenda. Accessibility Advisory Committee Meetings are regularly held in Partner’s Hall located on the 1st floor of the Huntsville Civic Centre.
Note: The Council Chambers have a gallery capacity limit of 30 seat persons, and one designated accessible location. As per the Ontario Fire Code, the means of egress shall be free of all obstructions, including persons.
I want to present to Council remotely - can I call in on Zoom?
Yes, most meetings are live streamed, and can accommodate electronic attendance. If you indicate on your deputation form that you wish to participate electronically, you will be provided with a link to join the meeting. This meeting link is not to be forwarded or shared. During the meeting you will remain in the Zoom waiting room until called upon by the chair. If you cannot attend, please contact the Clerk’s department immediately.
Important note: Meetings will be livestreamed with electronic attendance for presenters (hybrid meeting) to the best of our abilities. Should any technical difficulties occur, the in-person meeting may continue without being livestreamed and/or having the continued ability to attend electronically. Participants and viewers are encouraged to attend the meeting in-person whenever possible.
What happens if there are technical difficulties during an online only meeting?
The Chair may determine whether to hold an electronic meeting, an in-person meeting, or a hybrid meeting. Should technical difficulties arise during an electronic only meeting, Council/Committee will recess to allow the resetting of the system, or the meeting will be adjourned, and the current and remaining matters provided on a future agenda. Staff will provide a news update when available.
Can I connect my laptop/tablet/USB to the media system?
No. Due to digital safety concerns, no public hardware can be utilized in the Council chambers. The presentation materials you provided (that are included on the agenda) will be loaded onto a laptop at the deputation table for your usage prior to the meeting by staff. For presenters attending digitally, their presentation will be shared by Town staff, and broadcast through our media system.
Can you tell me exactly what time my presentation/deputation will be?
No. You will be notified prior to the meeting date the start time of the meeting, and your placement on the agenda. Due to the nature of the meetings, the exact time of your presentation cannot be estimated. Invited presentations and deputations are typically placed at the beginning of meeting agendas.
If I am requesting an action from Council or a committee, how will I find out the outcome?
Typically, any deputations that have a request are also placed under the new business section at the end of the agenda. At that time, Council/Committee may or may not choose to address it. You will be notified by email of any decision of Council/Committee related to your request within 1-2 business days after the meeting.
How can I rewatch the meeting after my presentation or deputation?
All live streamed meetings can be viewed on our YouTube channel. Closed captioning is also available when viewing on YouTube.
Contact Us
Town of Huntsville
37 Main St. East
Huntsville, Ontario
P1H 1A1
Open Monday to Friday 8:30 – 4:30
Phone: 705-789-1751
Fax: 705-788-5153
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