Communicating with Council

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There are a number of ways to communicate with Council, either as a whole or individually. Please review the information below for full details:

All correspondence should be addressed to “Reeve and Members of Council” in order to be considered for placement on a Council agenda.

Submissions may be dropped off at the Municipal Office, mailed, faxed or e-mailed. Submissions received before 12:00 Noon on the Thursday prior to a regular Council meeting will be considered for placement on that agenda and will generally appear within the “Correspondence” section.

If you wish to receive a response, please include your complete mailing address with your postal code, phone numbers and email address as part of a covering email or cover page to your submission, in order for staff to contact you.

It is the Township’s practice when emails/letters are received and also circulated/copied to all members of Council by the author, that it not be placed on an upcoming agenda.  The purpose of this practice is to eliminate the duplication of items received by members of Council.

Any member of Council may request to have an email/letter they have received, to be placed on an agenda for discussion.

Do not include personal information within the correspondence if you do not wish this information to be published.

Letters containing profanity or submitted anonymously will NOT be circulated or placed on an agenda.

The Township of Tyendinaga collects personal information in your communications to Council or its Committees under the Municipal Act, 2001.  This information is collected to enable Council and/or its Committees to make informed decisions on the relevant matter.  Individuals who make submission to Council should be aware that any personal information in their communications may become part of the public record and may be made available to the public through the agenda process which includes publication on the Township’s website.

You can register as a Delegation by submitting our Request for Delegation Form to the Clerk no later than 12:00 noon on the Thursday preceding the meeting you wish to appear at. Should delegations be full for that meeting, another date can be requested.

Please see our upcoming meetings on the Council Portal.

If you do not provide sufficient information or refuse to disclose the reason for your delegation you will not be permitted to appear as a delegation. The request can be emailed or delivered in-person. If your request is received after the deadline, or if there are already two (2) delegations scheduled, your request will be placed on the next regular Council agenda. Delegations will be scheduled to make a presentation to a regular Council meeting, at the discretion of the Clerk in consultation with the Mayor. The Office will contact you by telephone, letter, or email regarding your request. The Clerk will inform Council of requests that are not granted.

If a deputation request is granted, all presentation materials must be submitted to the Clerk’s Office by 12:00 Noon on the Thursday prior to the Council meeting date. Material submitted by this time will be included in the Agenda package. If a delegation is unable to submit the written information in advance of the meeting, he/she should provide 7 copies for distribution to Council and staff.

Delegations are limited to a maximum of 15 minutes. The purpose of the delegation is to provide information to Council; Council may ask you questions but will not debate on your presentation; it may be referred to staff if additional reporting is required.

If you wish to present an issue to Council and do not want to appear as a delegation, you can write a letter directed to Council and it may be brought forward as correspondence on an upcoming agenda, or you can contact Councillors through our Meeting Your Council page.

As a delegation, you must also be aware that all Committee and Council meetings are open to the media and your comments may be reported in the newspaper.

Delegation Guidelines

There are some restrictions regarding delegations/deputations:

  • The subject matter of the deputation must be within municipal jurisdiction.
  • Any person who has previously addressed Council on a topic will not be allowed a second deputation unless the person can prove that there is new information to present to Council.
  • Each deputation will be limited to a maximum of 15 minutes except that a delegation consisting of more than five (5) persons shall be limited to two (2) speakers each limited to speaking not more than ten (10) minutes.
  • No more than two deputations shall be scheduled for any Council meeting, subject to the necessity to deal with matters of an urgent nature.
  • Deputations to Council from declared candidates for elected office shall not be permitted.
  • Deputations shall not promote a specific business.

Visit the Meet your Council page for Reeve and Members of Council contact information.