Committee of Adjustment Electronic Hearing Participation Request Form

St. Catharines City Council approved By-law 2020-49 allowing Committee of Adjustment Hearings to be held electronically. Members of the public will be able to watch proceedings through the City of St. Catharines' YouTube Channel and will be able to participate as detailed below.  Please note that the process and timelines are different than normal Committee of Adjustment Hearings.

 Residents can participate in the Committee of Adjustment Hearing in three different ways: 

  1. By mailing your comments or by e-mailing to the Secretary-Treasurer (emunro@stcatharines.ca) no later than by Wednesday, May 19, 2021.
  2. By registering to participate in the Hearing via Zoom no later than by Friday, May 21, 2021 (details below).
  3. By registering to participate by telephone in the Hearing no later than by Friday, May 21, 2021. Please call 905-688-5601, extension 1715 and leave a message with the Secretary-Treasurer with your name, address, phone number and the agenda item(s) you wish to speak to; staff will respond to your voicemail within 2 days to provide details on how you would register to participate in the Hearing via Zoom by telephone.

To participate in the Committee of Adjustment Electronic Hearing via Zoom or by telephone, please read the following information: 

  • All requests must be received in advance of the hearing as noted above.
  • Committee of Adjustment Electronic Hearings are held using Zoom (Zoom is a free online meeting tool).
    • Visit www.zoom.us to learn more about Zoom.
    • To participate, you are responsible for accessing Zoom on your device (i.e. laptop, PC, mobile phone, tablet) and ensuring that your device meets the minimum technical requirements needed to run Zoom.
  • Committee of Adjustment Electronic Hearings are broadcast live on YouTube (www.stcatharines.ca/YouTube) and an archived recorded of each meeting is available on the City's website.
  • To ensure optimal audio and visual representation, participants will be limited to one individual speaking at a time. Group participation will not be permitted.
  • Participants must take part in a test session with City staff in advance of the Committee of Adjustment Hearing.

Process to Register to Participate in the Committee of Adjustment Electronic Hearing

  1. Complete the questions listed on this form. Requests to participate electronically will ONLY be accepted using this form.
  2. Once the form is submitted, the Secretary-Treasurer will email you log-in information for a mandatory test session.
  3. After successfully participating in the test session you will be emailed information for the Committee of Adjustment Hearing. 

Forms must be submitted in full to be accepted. Upon submitting your form, this page will refresh and the message "form successfully submitted" will display. If you do not see this message it means your electronic delegation request form has not been received by the Secretary-Treasurer.

Your Contact Information


Test Session

Prior to the Committee of Adjustment hearing, participants are required to take part in a test Zoom session with City staff. Testing will cover the audio and video quality of the participant's device; reviewing the process for participants to join the meeting; and reviewing the presentation process.   

The test session will be held Tuesday, May 25, 2021 at 10 a.m. The test session should take less than 15 minutes to complete. Note: other members of the public may be in the same test session. The Secretary-Treasurer will contact you via email with your test session information.


Participant Process During Meetings

  • Participants are required to join the meeting 15 minutes in advance of the start time for the Hearing.
  • Participants are responsible for ensuring their background is free from offensive or vulgar material. If inappropriate material is visible you will be removed from the meeting.
  • Participants’ microphones and video cameras will remain off until they are called to speak.
  • Once the Chair has called you to speak, you are responsible for turning on your video camera. This cannot be done by City staff. City staff will turn on your microphone.
  • Once your comments have been heard by the Committee of Adjustment, your microphone will again be muted and staff will turn off your camera. Once voting on the item has taken place, participants will be removed from the meeting completely.
  • Once removed from the Hearing, you can visit www.stcatharines.ca/YouTube if you wish to continue watching the meeting.

Technical Difficulties During Hearings

  • Beyond the mandatory training session, City staff will not provide technical assistance for participants before or during Hearings.
  • If a participant’s connection to the meeting fails during the Hearing, it is the discretion of the Chair to call for a brief recess, change the order of the participants, or decide to proceed with the meeting without the participant. If the connection cannot be re-established, the comments received up to that point will be included as part of the official record and the hearing will continue.
  • If a participant is not present when called upon by the Chair three times, the participant will be considered absent and the hearing will continue without the participant.
  • If, in the Chair’s opinion, a participant’s audio / video is not of an acceptable quality, the Chair may require the participant to use the dial-in option or may defer the application until a regular hearing can be held.

Personal information, as defined in the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), collected and recorded or submitted in writing or electronically as related to this planning application is collected under the authority of the Planning Act, and will be used by members of the Committee and City of St. Catharines staff in their review of this matter. Please be advised that your submissions will be part of the public record and will be made available to the public, including posting on the City’s website, www.stcatharines.ca. By providing your information, you acknowledge that all personal information such as the telephone numbers, email addresses and signatures of individuals will be redacted by the Secretary-Treasurer on the on-line posting only. Questions regarding the collection, use and disclosure of personal information may be directed to Corporate Records Coordinator at 905-688-5601, Ext. 1504.