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Deputations & Correspondence to Council

Due to the COVID-19 pandemic, Council meetings are now being held electronically.

A revised protocol for Deputations, Third Party Presenters, and Planning Public Meetings, as noted below, has been developed to accommodate public participation in Council Meetings during the COVID-19 pandemic and replaces the regular protocol until further notice.
 

Revised Protocol for Open and Scheduled Deputations

 

Open Deputations

If you wish to make an Open Deputation to Council regarding a subject matter on the current agenda, you must pre-register with the Clerk's Department by 4:30 p.m. on Monday before the Council Meeting to conduct your Open Deputation virtually. You will need a computer with suitable internet access, a microphone and webcam to participate virtually. Please register with Laura Russell, Deputy Clerk, at lrussell@tiny.ca or by phone at 705-526-4204 ext. 229 or Sue Walton, Director of Legislative Services/Clerk, at swalton@tiny.ca or by phone at 705-526-4204 ext. 225. 

The following rules remain in place for Open Deputations:

  • No anonymous deputations will be permitted.
  • Subject matter is restricted to items on the current agenda.
  • All communications and petitions intended to be presented to Council shall be legibly written, typed or printed, signed by at least one person and dated, and shall include a contact phone number and address before being accepted.
  • PowerPoint presentations will not be permitted for open deputations due to the 5-minute time limit.
  • No Confidential/In-Camera requests will be considered. No deputations shall be permitted regarding litigation matters, tenders, RFPs, or other procurement matters, labour relations or employee negotiations, or any other matter that is properly the subject of the open meeting exceptions in the Municipal Act, 2001, as amended.
  • The Mayor or Presiding Officer may, by a majority vote of Council, extend the time limit of an individual speaker or the 20-minute deputation period to accommodate more requests.

Please select the following link for the complete requirements and guidelines for Open Deputations to Council: Open Deputations (Requirements and Guidelines) (PDF)

Scheduled Deputations

If you wish to appear as a Scheduled Deputation, please complete the Deputation Request Form (PDF) as would be done under normal circumstances and submit it to the Clerk's Department as noted on the form.  Completed forms must be received by noon on the Tuesday of the week prior to the scheduled Council meeting, along with any presentation materials.

The Clerk's Department will contact you to confirm your deputation date and time.  You will need a computer with suitable internet access, a microphone and webcam to participate virtually. 

You will receive an email from the Clerk's Department on the Friday before the meeting, inviting you to the Zoom meeting as an “Attendee."  The subject line will read “Attendee for Zoom Council Meeting."  The email will also include further instructions on how you will connect to the virtual meeting.

Deputations and third-party presentations will be recorded as part of the electronic meeting and will be posted for public viewing on the Township of Tiny YouTube channel.

Public Participation at Planning Public Meetings

For those wishing to participate in Planning Public Meetings:

  • It is recommended that all comments or questions on planning applications be submitted in writing as noted in the Notice of Application and/or Notice of Public Meeting.  
  • If you wish to make an oral statement during the Planning Public Meeting, please email Sue Walton, Director of Legislative Services/Clerk, at swalton@tiny.ca, by noon on the Tuesday of the week prior to the scheduled meeting to register.  You will be provided further instructions on how you will connect to the virtual meeting.
  • If you are the applicant or applicant's agent and plan to present to Council, please email Sue Walton, Director of Legislative Services/Clerk at swalton@tiny.ca by 12:00 p.m.(noon) on the Tuesday of the week prior to the scheduled meeting to register and to submit any digital presentation materials (i.e. PowerPoint presentation, etc.).  You will be provided further instructions on how you will connect to the virtual meeting.
  • All oral statements will be recorded as part of the electronic meeting and will be posted for public viewing on the Township of Tiny YouTube channel.

Regular Protocol

Scheduled Deputations to Council

In order to appear on the Regular Committee of the Whole or Regular Meeting of Council agenda, an individual must complete the Deputation Request Form as provided through the following link: Deputation Request Form (PDF)

Deputation Request forms and all pertinent documentation must be received no later than noon the Tuesday the week prior to the upcoming Council to appear at that meeting. Please review the requirements and guidelines included in the Delegation Request Form for complete details.

Open Deputations to Council

Twenty (20) minutes of each Regular Committee of the Whole and Regular Meeting of Council will be set aside for individuals wishing to address Council on any item on the current agenda. Open deputations are limited to 5 minutes. Powerpoint presentations are not permitted for open deputations and the individual is responsible for providing 13 copies of any handouts. The Township will not be responsible for duplicating presentation materials for open deputations.

Please select the following link for the complete requirements and guidelines for Open Deputations to Council: Open Deputations (Requirements and Guidelines) (PDF)

​​For further information or to make a deputation request, please contact the Clerk's Department at 705-526-4204. 

Correspondence to Council

Correspondence addressed to the Mayor and/or Members of Council will be distributed directly to them. 

Correspondence for a Council agenda must be received by noon on Tuesday the week prior to a scheduled Regular Committee of the Whole/Council meeting. The Regular Committee of the Whole/Council meeting agendas is published online. When communicating with the Township, be aware that your comments together with your name and address may be included on the Council and Committee agenda and may subsequently appear online. Please Note: Correspondence addressed to the Mayor and/or Members of Council will not be included on a Council agenda unless the writer specifically requests inclusion on a public agenda. 

The Clerk and Chief Administrative Officer reserve the right to withhold any correspondence from the agenda.

Mailing Address

Mayor and Members of Council
Township of Tiny
c/o Clerk
130 Balm Beach Road West
Tiny, ON  L0L 2J0
Email: council@tiny.ca

Please contact the Clerk's Department at 705-526-4204 if you have any questions about the Council meetings or correspondence to Council.

Flag Raising & Proclamation Requests

The Township of Tiny receives numerous annual requests from organizations for proclamations and flag raisings. In order to ensure that your request is processed, please consider the following information. Proclamation and/or flag-raising requests approved within the past five years should be forwarded directly to the Office of the Mayor through the Clerk’s Department for approval. Proclamation and/or flag-raising requests that have not been approved within the last five years will be received by the Clerk's Department and placed on a Council agenda for consideration. Please ensure that your request is submitted in time to be considered for two Council meetings prior to the anticipated proclamation date or flag-raising ceremony.