Public Notice of Meetings
The Clerk shall give public notice of all regular open and closed Council and committee meetings by inclusion on the Township’s website at least 72 hours prior to the meeting.
The Clerk may, at their discretion, publish notice of Council and committee meetings in a local newspaper or other local media source.
Public notice shall include:
- Date;
- Time;
- Location of meeting; and
- Method of participation for Council, the public and staff (in-person, electronic or a combination of both).
The Clerk shall give public notice of all special open and closed meetings of Council and committee by inclusion on the Township’s website as soon as possible after the meeting is called and no later than 48 hours prior to the meeting.
Section 4.1 (d) shall not apply to emergency meetings called under Section 8.1 (d). The Clerk shall give public notice for emergency meetings called under Section 8.1 (d) by inclusion on the Township’s website as soon as possible after the meeting is called.
Recording and Live Stream of Meetings
All meetings with a quorum of members may be audio and/or visually recorded by the Township, with the exception of meetings closed to the public, in accordance with the Municipal Act.
Location, Date and Time of Meetings
Committee of the Whole, regular, special and public meetings shall take place in the Council Chambers of the Town Hall, 2 Mille Roches Road, Long Sault, unless Council selects an alternate location and appropriate notice is provided pursuant to Section 4.1.
Committee of the whole, regular, special and public meetings shall take place at 5:00 p.m., unless Council selects an alternate time and appropriate notice is provided pursuant to Section 4.1.
Regular meetings shall be held on the second and fourth Wednesday of each month, unless otherwise determined by Council and appropriate notice is provided pursuant to Section 4.1.
Notwithstanding Section 4.3 c) there will only be one regular meeting during the months of February, July, August and December in accordance with the annual meeting schedule.
In the event the regular meeting date falls on a public holiday, the Council or committee shall meet at the same hour on the next day not being a public holiday.
If required, committee of the whole and/or special meetings shall be held on the third Tuesday of each month, unless otherwise determined by Council and appropriate notice is provided pursuant to Section 4.1.
The CAO and/or Clerk, in consultation with the Mayor, has the authority to cancel any regular meeting if it is determined there is not sufficient business to be conducted, provided public notice is given within forty-eight (48) hours of the meeting.
The chair of a committee, in consultation with the relevant staff member, has the authority to cancel any committee meeting, if it is determined there is not sufficient business to be conducted, provided public notice is given withing forty-eight (48) hours of the meeting.
Quorum and Commencement of Meetings
Unless there is a quorum present within fifteen minutes after the time appointed for the meeting of the Council or committee, the Council or committee shall stand adjourned until the next meeting date.
As soon as there is a quorum present, the Mayor or chair shall call the members to order. In the absence of the Mayor or chair, the Deputy Mayor shall preside until the arrival of the Mayor.
In the absence of the Mayor and Deputy Mayor, the Clerk shall call the members to order and the Council shall choose a chair from the members present and that person shall preside over the meeting or until the arrival of the Mayor or chair.
For committee meetings, in the absence of the chair, the relevant staff member shall call the members to order and the committee shall choose a chair from the members present and that person shall preside over the meeting or until the arrival of the chair.
If at any time during a meeting quorum is lost, the meeting shall automatically be recessed until a quorum is re-established. If the loss of a quorum continues for thirty minutes, the meeting shall stand adjourned either until the next regular meeting or until a special meeting is called to deal with the matters remaining from the adjourned meeting. This clause shall also apply if quorum is lost during an electronic meeting because of technology issues.
Disclosure of Pecuniary Interest
Prior to a particular matter being addressed, members shall declare any pecuniary interests they may have, and the general nature thereof, in connection with that matter pursuant to the Municipal Conflict of Interest Act, R.S.O. 1990, c. M.50, as amended. Such members shall then be precluded from participating in any way regarding the matter in question.
The Clerk must note the disclosure of pecuniary interest in the minutes and the registry of declarations, available to the public.
Members may also declare a general conflict of interest pursuant to the Code of Conduct in the same manner as a pecuniary interest above.
Closed Meetings
General Principles
Meetings shall be open to the public.
Notwithstanding Section 4.6.1(a), a meeting or part of a meeting may be closed to the public in accordance with Section 239 (2), (3) and (3.1) of the Act.
Council shall approve and maintain a closed meeting Protocol.
Date and time of Meetings
Further to Section 4.3:
A closed meeting, when required, may be scheduled within a regular, special or committee of the whole meeting as outlined in the respective Order of Business.
Resolution
Prior to holding a closed meeting, Council or committee shall state by resolution in an open meeting that Council or committee will be holding a closed meeting, the subject matter and the permitted closed meeting exemption under the Act.
Recording of Minutes
The Clerk and/or their designate shall attend all closed meetings and record the proceedings, including procedural motions and direction given to staff, without note or comment.
The Clerk may delegate the Clerk’s duties with respect to recording minutes in a closed meeting of Council or committee to a staff person.
Reporting in Open Session
The Mayor or chair shall report out in an open meeting immediately following the closed meeting and summarize the actions taken in the closed meeting, as necessary.
Matters discussed in a closed meeting which require a decision will be brought forward to an open meeting of Council or committee.
Closed Meeting Voting
In relation to a matter considered in a closed meeting pursuant to Section 4.6.1(b), Council or committee may only vote:
- On procedural motions;
- On motions to rise, report and introduce a proposed recommendation on an open meeting agenda; or
- To give direction to staff or a third party of the Township.
Notwithstanding Section 4.11(g), votes held in closed meetings shall be by a show of hands unless a recorded vote is requested by a member in accordance with the regulations contained in the Act.
Resolution from Closed Meeting Investigator
If an investigation of a closed meeting is completed, the investigator’s report will be considered by Council during an open regular meeting and a resolution passed to address recommendations resulting from the investigation.
Presentations
Ceremonial presentations and/or awards may be made at a Council meeting.
A presentation or award may be given by the chair, member of Council, Township staff or a representative from another government agency or any person or organization invited by Council to make a presentation as may, from time to time, be considered appropriate.
Delegations
A delegate may address Council or committee for a period of time not exceeding ten minutes. Council or committee may extend the ten minute time period by a majority vote of the members present. Such a motion shall be decided without debate. Moreover, delegates will be afforded one opportunity to a maximum of three minutes, to respond to question(s) of Council.
For the purpose of Council and committee meeting agendas, delegates have until 10:00 a.m. on the Thursday of the week prior to the meeting to notify the Clerk that they wish to attend as a delegate or to submit written submissions.
Such submissions shall include all information to be provided to Council, clearly outline requested action of Council and the contact information of a spokesperson chosen by the delegation to speak.
No delegation shall be made to Council or committee on matters relating to litigation or potential litigation, including those matters which are before and under the jurisdiction of any court or administrative tribunals unless such matter is referred to Council by the said administrative tribunal or court.
No delegate shall speak on a matter that is not within the jurisdiction of the Council or committee. The Mayor and committee chairs in consultation with the Clerk will determine if a matter is within the jurisdiction of the Council or committee.
No delegations shall be permitted to closed Agenda items.
Written Submissions/Petitions
Petitions may be submitted in written or electronic format provided that it meets the requirements set out in a petition policy approved by Council and provided that it is filed with Clerk by the timelines specified in Section 4.8 b) for inclusion on the agenda.
Petitions shall include a statement or position and legible names of a minimum of five (5) signatories who reside in the Township.
Petitions shall not contain any obscene or improper matter or language.
The individual or group initiating the petition, or submitting the petition to the Clerk, must provide a key contact name, mailing address, and telephone contact information.
Written submissions for Council budget meetings shall only be accepted for those budget meetings designated for receiving written submissions.
Motions and Order of Voting
After a motion has been moved and seconded, it shall be deemed to be in the possession of Council or committee. Council or committee may consent to the withdrawal of the motion at any time before amendment or decision.
Council or committee shall not debate any motion until it has been moved and seconded. When a motion has been seconded, it may upon request, be read or stated by the Mayor, chair or Clerk at any time during the debate.
Whenever the Mayor or chair is of the opinion that an amending motion is contrary to the main motion, the Mayor or chair shall apprise the members thereof immediately. A member of Council or committee may appeal the ruling of the Mayor or chair to Council or committee by expressing a point of order. However, if there is no appeal, the decision of the Mayor or chair shall be final. The Council or committee, if appealed to, shall vote on the motion without debate and its decision shall be final.
A motion in respect of a matter which is not within the jurisdiction of the Council or committee shall not be in order. The Mayor or chair, in consultation with the Clerk, will determine if the matter is within the jurisdiction of Council or committee.
When a motion is under consideration, no other motion shall be received unless it is a motion:
- To refer the motion to committee, Council, staff or any other person or body. Such a motion to refer:
- is open to debate;
- is amendable; and
- shall preclude amendment or debate of the preceding motion.
- To amend the motion. Such a motion to amend:
- is open to debate;
- shall not propose a direct negative to the main motion;
- shall be relevant to the main motion;
- is subject to only one further amendment, and any amendment more than one must be to the main motion; and
- if more than one, shall be put in the reverse order to that in which they were moved, and shall be decided or withdrawn before the main motion is put to the vote.
- To defer the motion to another time. Such a motion to defer:
- is not open to debate;
- is not subject to amendment; and
- applies to the main motion and any amendments thereto under debate at the time the motion to defer is made.
- To adjourn the meeting notwithstanding Section 4.1 d). Such a motion to adjourn
- is not open to debate;
- is not subject to amendment; and
- shall always be in order.
- To call a vote on the motion. Such a motion to call a vote on the motion:
- cannot be amended;
- cannot be proposed when there is an amendment under consideration;
- when resolved in the affirmative, shall be followed by voting on the motion, without further debate or amendment of the motion;
- when resolved in the negative, shall be followed by resumption of debate; and
- shall always be in order.
Once all motions relating to the main motion have been dealt with, and once the main motion is put to a vote, there shall be no further discussion or debate and the motion shall be immediately voted on.
A motion may be voted against by the mover and seconder.
Voting at Open Meetings
When one or more motions as set out in Section 4.10 have been made, the order of the vote shall be as follows:
- To defer the motion;
- To refer the motion;
- Upon the amendments in the reverse order to that in which they were moved, dealing with an amendment to an amendment immediately before the amendment it proposes to amend; and
- Then, upon the main motion or upon the main motion as amended, if any amendments have been carried.
Except as otherwise provided, every member of Council or committee shall have one vote.
Any motion on which there is a tie vote shall be deemed to be defeated, except where otherwise provided by any Act.
A failure to vote by a member who is present at the meeting at the time of the vote and who is qualified to vote shall be deemed to be a negative vote.
When the motion under consideration contains distinct clauses, and a member has requested to vote on each distinct clause, then a vote shall be taken separately on each clause; including each clause added by way of an amendment.
After a vote has been called by the Mayor or chair, no member shall be recognized to speak to the motion or make any other motion until after the result of the vote has been declared.
Unless otherwise requested by a member, no vote is required for the following motions:
- Adjournment;
- Extend the adjournment time;
- Recess; and/or
- Moving out of a closed meeting.
When a member requests a recorded vote, the Clerk shall call the name of each member present and eligible to vote. The Clerk shall announce the names of the members in alphabetical order, followed by the Deputy Mayor and then the Mayor. At the conclusion of the vote the Clerk shall inform the Mayor or chair of the outcome of the vote and record it in the minutes. A request for a recorded vote can only be made immediately before or after the taking of the vote.
Points of Order or Privilege
Point of Order
A member may raise a point of order at any time if they consider that there has been a departure from or contravention of the rules, procedures or accepted practices of Council, whereupon the Mayor or chair shall:
- Interrupt the matter under consideration;
- Ask the member raising the point of order to state the substance of and the basis for the point of order; and
- Rule on the point of order immediately without debate by Council or committee.
A member of Council or committee may appeal the ruling of the Mayor or chair to Council or committee which will then decide on the appeal, without debate, by way of a majority vote of the members present. If there is no appeal, the decision of the Mayor or chair shall be final.
Point of Privilege
A member may raise a point of privilege at any time if they consider that their integrity, the integrity of Council or the committee as a whole or staff has been impugned, whereupon the Mayor or chair shall:
- Interrupt the matter under consideration;
- Ask the member raising the point of privilege to state the substance of and the basis for the point of privilege; and
- Rule on the point of privilege immediately without debate by Council or committee.
- A member of Council or committee may appeal the ruling of the Mayor or chair to Council or committee.
- If there is no appeal, the decision of the Mayor or chair shall be final. The Council or committee, if appealed to, shall vote on the motion without debate by way of a majority vote of the members present and its decision shall be final.
- Where the Mayor or chair considers that the integrity of any Township employee has been impugned or questioned, the Mayor or chair may permit staff to make a statement to Council or committee.
Adjournment of Council and Committee of the Whole Meetings
Council shall adjourn at 8:00 p.m. unless otherwise decided before that hour by a majority vote of the members present. If Council is adjourned before the agenda is completed, Council shall establish a time and date for consideration of the balance of the agenda.
A motion to adjourn may be made by any member who has been recognized by the Mayor or chair. The motion must be moved and seconded. A motion to adjourn shall not be made during a vote on any other motion and shall be out of order in circumstances where a delegation(s) has not been completed.
Notwithstanding anything to the contrary in this Section, a member may move a motion to extend the adjournment time. A motion to extend the adjournment time is not debatable or amendable, except to determine if any other time sensitive issues on the agenda, identified by the Clerk, ought to be dealt with prior to adjournment.