Town of Gananoque  - Gananoque Council FAQ

PUBLIC MEETING OR CLOSED SESSION:

The large majority of Council and Committee meetings are open to the public. The Province of Ontario regulates meetings of local Councils and is quite restrictive when specifying the reasons which allow Councils to go in camera. These in camera meetings are used when open discussion may jeopardize the privacy or security of certain issues which may relate to one or more of the following:

• The security of the property of the municipality;
• Personnel matters about an identifiable individual including municipal employees or Council and committee members;
• A proposed or pending acquisition of land for municipal purposes, labour relations or employee negotiations;
• Litigation or potential litigation including matters before administrative tribunals affecting the business of the municipality;
• Advice that is subject to client-solicitor privilege including communications necessary for that purpose;

Before holding a meeting or part of a meeting that is to be closed to the public, the Council or Committee is obliged to state that the meeting will be closed to the public and the general nature of the matter(s) to be considered.

COUNCIL AND COMMITTEE OF THE WHOLE MEETINGS:

Council and Committee of the Whole meetings are normally held on the first and third Tuesday of each month and begin at 7:00 p.m. The meetings are usually held at Gananoque Emergency Services (EMS) Building in the boardroom at 340 Herbert Street . The public is encouraged to note the meeting place which is published on the meeting agenda.

Council meetings are the more formal business meetings of the Town Council. Binding motions and bylaws can only be adopted during Council meetings. A typical agenda includes:

• A non-denominational prayer or moment of reflection
• Approval of Council minutes and receipt of the minutes from other committees and boards
• Review of the accounts
• Public meetings
• Ratification of the recommendations from both the previous committee of the whole meeting and      urgent business from the session which was held immediately prior to the Council meeting
• Adoption of by-laws
• Unfinished and new business

Meetings of Council are governed by a procedural by-law which regulates the roles, responsibilities, and procedures during both the Council and Committee of the Whole meetings.

Committee of the Whole meetings are more informal than Council meetings. The Committee is comprised of the entire Council (the responsibility of chairing the session is circulated among the Councillors). The Committee receives reports from Town management staff on all departmental and programming issues. Delegations are also heard during the Committee of the Whole. A typical agenda includes:

• Delegations
• Staff reports
• External committee updates
• Correspondence
• Proclamations
• Matters pending and notice of motions

For further information regarding Council and Committee of the Whole meetings, please call the Clerk's office at (613) 382-2149 ext. 115.

PUBLIC MEETINGS:

Even though all meetings of Council are open to the public unless otherwise specified. There are specific requirements under various Provincial regulations which dictate that Town Council must advertise and hold a public meeting to receive input on various matters. The most common public meetings are associated with land use planning regulations.  Council welcomes both written and verbal submissions from people who may be affected by proposals being presented to Council for consideration.

COUNCIL DELEGATIONS:

Members of the public wishing to verbally present information to Council, or to the Committee of the Whole, for consideration can do so by being placed on the meeting's agenda as a deputation. Deputations must be relevant to the meeting and are limited to ten minutes in length. Persons wishing to be included on the agenda must make written application at least five business days prior to the meeting. Arrangements for visual aids must be arranged with the Clerk's Office prior to the meeting. Deputations are requested to bring twelve copies of their presentation, any handouts, etc. to be distributed at the meeting.

For further information regarding the process of being included on the Council agenda please call the Clerk's office at (613) 382-2149 ext. 115.

COUNCIL DECISIONS:

Anyone wishing to obtain a copy of a decision made by Council may do so by contacting the Cler'ks Office at Town Hall, 30 King Street East - 613-382-2149 Ext. 115. Council agendas and minutes which contain decisions are available on the Towns website.