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Council Agendas and Meeting Minutes

All meetings of Council and Committees of Council are open to the public. Council agendas are set in advance and may be reviewed prior to meetings of council. You may review Southwest Middlesex agenda and minutes by clicking the individual links below or by choosing the Library link in the bottom section of the page or in person at the Southwest Middlesex municipal office at 153 McKellar Street in Glencoe, ON.

Council meetings are generally held on the first Wednesday of each month at 1:30 p.m., the third Wednesday of each month at 7:00 p.m. and on the fourth Wednesday of each month at 7:00 p.m. There are some circumstances including summer holidays and public holidays that cause meetings to change. We ask that you check the municipal calendar (linked at bottom of this page under Helpful Links)for verification of meeting dates and times.

Deputation requests must be made to the Clerk at least a week prior to the meeting.  To speak at a meeting of Council or Committee you must complete the form found at the very bottom of this page in its entirety and submit it to the Clerk to ensure that your name and address are accurately noted.  Council Agendas are finalized the Thursday prior to the Council meeting.  The Clerk reserves the right to designate the request to the appropriate meeting upon review of the completed form. 

How to make a Delegation:

    • Please submit the completed form to the Clerk or Deputy Clerk
    • Please state your name and address prior to speaking.
    • Please provide a copy of the materials used in your presentation, if any, to the Clerk or Deputy Clerk for the official record of the Municipality.  Material provided prior to the meeting will be circulated to Council/Committee for their review before the meeting. 

Supplementary Information

We are pleased to provide you with some information that will help make your presentation to Council and/or committees effective.  It is necessary to follow certain procedures to ensure that your presentation/delegation is seen and heard by the Council/Committee Members and the audience at the meeting.

How can I speak at a Council or Committee Meeting?

If you wish to make a presentation to Council or Committee at a regularly scheduled meeting, please complete the Delegation Form and return it to the Clerk or Deputy Clerk by 1:00 p.m. on the Wednesday before the meeting you wish to attend.

How will I know if I am listed to speak?

The Clerk or Deputy Clerk will contact you prior to the approval of the agenda to provide notice that your request will be listed on the agenda.

How long may I speak?

Delegations or Presentations are allotted a maximum up to 10 minutes to address the members according to the Municipality's Procedural By-law.  If there is a large group requesting to speak it is recommended and more effective if one spokesperson speaks on behalf of the group.

What is the procedure?

All comments are directed through the Meeting Chair.  Members of Council or Committee may through the Chair direct a response or question where appropriate.  No more than one person shall speak at one time and at all times, proper language, speech and decorum shall be maintained at all times.  The Chair may direct that any person in violation of proper decorum be expelled from the meeting.

What happens after I speak?

After you have spoken and answered any questions please return to your seat to allow Members of Council to debate the issue and make their decision or defer a decision pending additional information.  You are not required to remain for the entire meeting duration, you may leave after your issue has been dealt with by Council.

Where can I get a copy of the meeting agenda?

Copies of the Council and Committee agendas are available on the Southwest Middlesex website - www.southwestmiddlesex.ca

Disclaimer:  All information submitted will be considered to be public information and therefore subject to disclosure under the Municipal Freedom of Information and Protection of Privacy Act.


Page 1To speak at a meeting of Council or Committee you must complete this form, in its entirety and submit it to the Clerk to ensure that your name and address are accurately noted.
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Answer must be a valid date (MM/DD/YYYY)
 
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Answer must be a validly formed phone number e.g. (999) 555-1234 x12
 
 
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