How council meetings work

City Council meetings are where the Mayor and councillors discuss issues, hear from the public and make decisions that shape the community.

Attend in person or online, or speak about an issue that matters to you.

On this page:

  1. Why we have council meetings
  2. Attend a council meeting
  3. How meetings run
  4. Meeting rules
  5. How decisions are made
  6. How the public can participate
  7. Closed meetings

Why we have council meetings

Council meetings help the Mayor and councillors make decisions on city services, planning and community priorities. 

Every decision is made in public and becomes part of the official record.

Attend a council meeting

Council meets most Mondays at City Hall. Meetings are open to everyone. Attend in person or watch online.

Meetings include:

  • regular meetings – usually 3 per month
  • special meetings – called for urgent or specific issues
  • closed meetings – limited to confidential matters such as land, legal or personal information

Find meeting dates, agendas and minutes in the council calendar.

Check the council calendar

How meetings run

The City Clerk prepares an agenda that guides each meeting, which includes:

  1. Opening of the meeting: roll call and any declarations of conflict of interest
  2. Presentations and delegations: guest speakers, community groups, or members of the public
  3. Reports and recommendations: staff share reports for council to review
  4. Motions and debate: councillors propose motions, discuss and ask questions
  5. Voting: council votes on each motion; a tie means the motion does not pass
  6. Bylaw readings: council approves bylaws to put decisions into effect
  7. New or unfinished business: any remaining items are discussed
  8. Adjournment: the meeting formally ends

If you want to speak about an agenda item register as a delegation.

Meeting rules

Everyone at a council meeting helps keep the discussion respectful and orderly:

  • speak respectfully and avoid interruptions
  • silence electronic devices
  • don’t bring banners or signs into Council Chambers
  • you may record or take photos if it doesn’t disrupt the meeting

The procedure by-law explains how meetings are called, run, and recorded to make sure decisions are fair, transparent, and orderly.

How decisions are made

Council follows a clear, open process for every decision:

  • a councillor proposes an idea as a motion
  • councillors discuss the motion
  • all councillors present vote unless they have a declared conflict of interest
  • a majority vote is needed to pass
  • council passes any bylaws needed to make the decision official

How you can participate

Council meetings are open to everyone — your voice matters. You can:

  • attend in person at City Hall or join online
  • register as a delegation to speak on an agenda item
  • send written comments to clerkinfo@waterloo.ca
     to share your views
  • watch meetings live or later on the City’s YouTube channel

Every meeting is a chance to follow local decisions and help shape Waterloo’s future.

Closed meetings

Sometimes council must meet privately to discuss confidential matters such as land sales, legal issues or personal information. 

Council reports back afterward about the general outcome, so the process remains transparent.

Contact us

Contact us with any questions about council meetings or delegations: