Communicate with Council

The Region of Waterloo values citizen and stakeholder views and encourages all citizens to share these views with Council and Committee with respect and in a respectful and open manner. Opinions and concerns can be communicated through informal and formal channels.

Informal Channels

Communications shared through informal channels are NOT a matter of public record and not referred to during Council's decision-making process. Informal channels of communication include:

Correspondence

This includes phone calls, emails, or conversations with Council Members. Visit our Regional Councillor Members page for email addresses and phone numbers of Regional Councillors. General mail can be sent to 150 Frederick Street, Kitchener, ON N2G 4J3

Public Information Centres

Councillors may attend Public Information Centres, where information and input is collected on a particular project or program. Conversations with a Councillor at these sessions are informal. Written comments submitted at these sessions are part of the public record. Visit our Public Notices page for information Public Meetings, Information Centres, Open Houses or other activities of interest to Waterloo Region citizens.

Formal Channels

Communications shared through formal channels are a matter of public record and are documented and referred to throughout Council's decision-making process. This information is available through general inquiries and may be reported by the media. Formal channels of communication include:

Delegations to a Committee, Council, or Public Input Meeting

A delegation is a person or group who would like to speak to Regional Council at a meeting regarding an issue or concern that is important to them or their community. A person can delegate to share their opinions or point of view with Councillors before a decision is made.

Learn more on the Speak Before Council page about how to register as a delegation, as well as the guidelines for speaking at a Committee, Council, or Public Input Meeting.

Council/Committee Correspondence

Correspondence is formal written communication with Regional Council. It is provided to Councillors, Committee members and the media and is published as part of a Council or Committee agenda on the Region's website. This can be done instead of speaking at Council, Committee or Advisory Committee meetings.

Please send Council/Committee Correspondence by:

e-mail to the Regional Clerk
online form
mail to Regional Clerk 150 Frederick Street, 2nd Floor, Kitchener, ON N2G 4J3

Public Meetings

Public meetings are part of a formal public consultation. Anyone may share communications about topics listed on the Public Meeting Agenda. For a list of public meetings see the Council Calendar or our Public Notices page.

Regional staff gather comments and communications shared at public meetings and prepare a report for a future Committee meeting. Committee will discuss the report and make recommendations for Council to consider at the next Regional Council meeting.

Note that sometimes public meetings are required for certain purposes (i.e. Development Charges Act) or required by the Region's Notice Policy. At public meetings, applicants and Regional staff provide details of the proposed application and the public then has an opportunity to present their comments.

Public Meeting Guidelines

Registering as a delegation will provide individuals with the maximum amount of speaking time. You will only be allowed to speak once;
Individuals do not need to register prior to the meeting, however the time to speak at the meeting will be limited;
Organized groups should consider designating a spokesperson;
Multiple individuals speaking on the same issue should avoid repetition and provide new information only;
Comments may also be submitted in writing; and
Learn more on our Speak Before Council webpage

Petitions

A petition is a formal written request, signed by at least one person, appealing to authority with respect to a particular cause. In order to have a petition presented to Regional Council, a petition form must be completed in its entirety and must be submitted to the Office of the Regional Clerk. Petitions created using online platforms such as Change.org will not be accepted.

Petition Form

For more information on the formal communications methods listed above, contact the Regional Clerk's office, Council and Administrative Services by phone at 519-575-4400 or by e-mail.