Ramara Council welcomes members of the public and the media to make presentations, otherwise called deputations, at Council meetings.

What is a deputation?

A deputation is an oral presentation to Council by residents, community groups or any interested party.

Deputations must follow the guidelines set out in the Procedure Bylaw 2018.08 - (Amended by 2019.04, 2019.11, 2019.83, and 2020.22).

Members of the Public are permitted to address Council through a Deputation.

How do I make a deputation?

First, complete and submit a deputation request form to the Clerk's Office as soon as possible in order to reserve your spot on an upcoming agenda. The Clerk's Office will then contact you regarding your proposed date. Next, send your detailed presentation material to the Clerk's office by 9 a.m. on the Wednesday prior to the meeting where you are scheduled to make your presentation.

Who can answer my questions about speaking to Council?

For any questions regarding deputations, please contact the Clerks department at 705-484-5374 ext. 256 or by email.

Can I ask questions during meetings?

The public and the media are able to ask questions during the designated Open Forum at the beginning of regularly scheduled Council meetings. Questions asked must pertain to an item on the current Council Agenda, or from the previous Committee of the Whole meeting. Participants must pre-register prior to the meeting.  

Open Forum Registration

• All comments are to be addressed through the Mayor or Chairperson.
• Members and staff shall not be engaged in a debate or discussion during Open Forum.
• No motion shall be made during Open Forum as a result of comments made other than matters of procedure as outlined in the bylaw.
• During Open Forum, no member of the public shall:
  • Speak disrespectfully of any person;
  • use offensive language;
  • disobey the rules or procedure or a decision of the Mayor or Chairperson; or
  • speak to Council about matters:
    • involving current or pending litigation;
    • involving insurance claims;
    • administrative complaints that have not been reported and investigated through the Customer Service process
    • beyond the jurisdiction of Council; or
    • contrary to MFIPPA

Please be advised that all Township Council and Committee meetings held in Council Chambers will be webcast, audio and video recorded.

What types of meetings does Ramara Township have?

Council Meetings

Council Meetings are generally held on the fourth Monday in each month normally starting at 7:00 p.m. in the Council Chambers at the Administration Centre, 2297 Highway 12, Brechin. Occasionally, a Council meeting may be combined with a Committee of the Whole meeting, if the regular meeting date falls on a Statutory Holiday. Council meetings are open to the public and there are opportunities for members of the public and media to address Council through a written submission, Deputation or Question Period.

Council Meetings are where formal decisions are made on issues discussed previously at Committee of the Whole Meetings. Bylaws are officially passed at Council Meetings.

Committee Of The Whole Meetings

Committee of the Whole meetings are generally held on the second Monday in each month, normally commencing at 9:30 a.m. in the Council Chambers at the Administration Centre, 2297 Highway 12, Brechin. All Members of Council sit on the Committee of the Whole. Members of the public and media are permitted to address Council through Question Period.

Staff Reports are discussed at these meetings and department managers are on hand to provide insight and answer questions.

Special Meetings

Occasionally, a Special meeting of Council or Committee of the Whole may be called at any time by the Mayor to deal with matters of an urgent nature. Twenty-four hours' notice is required, except in the case of a disaster. Special Meetings may also be held for the purpose of a Public Meeting under the Planning Act.

Closed Meetings

Closed meetings of Council or Committee of the Whole are held to discuss confidential matters without the public or media present. Subject matters that may be held in closed session deal with the following:

• Education or training for members of Council;
• Security of the property of the municipality;
• Personal matters about an identifiable individual, including municipal employees;
• A proposed or pending land sale by the municipality;
• Labour relations or employee negotiations;
• Litigation or potential litigation, including matters before administrative tribunals, affecting the municipality;
• Advice that is subject to solicitor-client privilege, including communications necessary for that purpose;
• A matter in respect of which a council, board, committee or other body may hold a closed meeting under another Act;
• A matter which relates to a request under the Municipal Freedom of Information and Protection of Privacy Act.