Council Meetings
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When feasible, Council Meetings will be held as hybrid meetings with in-person and remote (virtual) attendance available. The meeting format will be published on the applicable meeting agenda. Registration links can be found in the Council Calendar under the applicable date.
Please review the approved 2025 Regular and Special Council Meetings Schedule for the annual listing of meetings. Please note that any meeting can be rescheduled and/or cancelled as deemed appropriate by Council.
Questions for Public Question period are required in writing in advance. Please contact the Township Clerk for additional details.
Please see the Council Calendar for agendas, minutes and public meetings.
Pursuant to Township of East Garafraxa Procedural By-Law 34-2023, Council Meetings are held the at 2:00 p.m. on the second Tuesday of the month and 4:00 p.m. on the fourth Tuesday of the month, unless otherwise determined by Council; however, there are exceptions, including but not limited to the following:
- Regular meetings of Council shall occur at 4:00 p.m. on the fourth Tuesday in July and August, or at the call of the Chair.
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The regular meeting of Council shall occur at 2:00 p.m. on the second Tuesday in December, or at the call of the Chair.
- In the event that a holiday lands on the Monday of the week of the regularly scheduled meeting of Council the meeting shall be pushed to the following day (Wednesday).
- Regular meetings of Council shall not occur during the Voting Period in the year of an election.
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Any regular meeting can be rescheduled and/or cancelled as deemed appropriate by Council, or at the call of the Chair.
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Council By-Laws & Policies
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Council of the Township of East Garafraxa has adopted the following by-laws/policies:
- Procedural By-Law 34-2023 - To Govern the Proceedings of the Council of the Corporation of the Township of East Garafraxa
- Code of Conduct for Members of Council, Local Boards and Committees - By-Law 14-2016 - to adopt a Code of Conduct for Members of Council (see additional information under the Integrity Commissioner tab).
- Accountability and Transparency Policy - The purpose of this policy is to provide guidance for the delivery of the municipality's activities and services in accordance with the principles as outlined in the policy.
- Respect in the Workplace - Preventing Violence, Harassment and Discrimination Policy - Applicable to all persons who attend the Township workplace, including but not limited to visitors, contractors, venders, delivery persons, Council, Board and Committee members.
- Complaint Protocol - Complaint Protocol with respect to Council and Staff Persons
For a list of commonly requested by-laws please refer to the Township's By-Laws webpage. |
Closed Meetings
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Why are some meetings closed to the public?
In general, Council meetings are open to the public. However, the Municipal Act, 2001 allows municipalities to hold a Closed Meeting when the subject matter relates to certain specific topics. For these meetings, the public are not permitted to attend. The purpose of these meetings is often to get information or give direction to municipal staff or legal counsel.
If you believe that the Township held a closed meeting for a reason that is in contravention of the Municipal Act, you can request an investigation. All requests will be forwarded to the Closed Meetings Investigator. There is no fee required for submitting a request.
In Ontario, municipalities are required to appoint an investigator specifically to look at complaints about closed meetings. The Township of East Garafraxa has appointed the Local Authority Services (LAS) to perform Closed Meeting Investigations. LAS currently delegates its authority as Investigator to Aird Berlis. This company provides a panel of Review Officers who will conduct investigations on LAS’ behalf. The contact information for Aird Berlis is below.
Aird Berlis LLP
Brookfield Place, 181 Bay Street, Suite 1800
Toronto, Ontario M5J 2T9
A Request for Investigation of a Closed Meeting shall be submitted to the Clerk.
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Council Remuneration and Expenses
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| 2023 Statement of Council Remuneration and Expenses |
Commemorative Certificate Request
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| Mayor and Council provide congratulatory certificates to commemorate milestone anniversaries, birthdays or other special honours. If you would like to request a certificate please complete the Request for a Commemorative Certificate form. |
Delegation/Presentation Requests
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| A delegation is an opportunity to appear before Council to present information. The purpose of the delegation process is to allow residents to make their views known to Council.
A person or group wishing to make a Delegation/Presentation to Council shall submit a Delegation/Presentation Request Form to the Clerk or designate in-person, by mail, or by email to clerks@eastgarafraxa.ca.
Delegation Guidelines
A delegation is an opportunity to appear before Council to present information. The purpose of the delegation process is to allow residents to make their views known to Council.
Pursuant to the Township's Procedural By-Law 34-2023, the following apply:
- A person or group wishing to make a Delegation/Presentation to Council shall submit a request to the Clerk or designate in writing no later than 7 days prior to the meeting and such request shall state the nature of the business and the names of the persons in the delegation/presentation. A copy of the presentation must be provided for inclusion in the package.
- The Clerk shall acknowledge receipt of the request and place the matter on the next appropriate Council Agenda.
- Delegations/Presentations at the Council Meeting shall be limited to ten (10) minutes regardless of the number of representatives. The duration maybe extended by majority vote specifying the additional time. Such question shall be decided by the Council without debate.
- Township Delegations/Presentations including staff, Consultants and/or Municipal business shall be limited to 20 minutes or as appropriate.
- A maximum of three delegations and/or presentations per meeting will be scheduled by the Clerk or designate.
- A person who is unable to attend a Council meeting may arrange for another person to appear as a deputation on such person’s behalf and to read aloud a prepared statement pertaining to an item listed on the Council agenda.
- Members may ask questions of clarification.
- Where deputations have appeared on an item on the Council agenda, the item shall be brought forward for consideration immediately after the deputations have been heard.
- Presenters may only present once every 12 months on the same topic.
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Integrity Commissioner
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An Integrity Commissioner reports to Council and is responsible for preforming in an independent manner the functions assigned by the Municipality with respect to any or all of the following:
- The application of the code of conduct for members of council and the code of conduct for members of local boards.
- The application of any procedures, rules and policies of the municipality and local boards governing the ethical behaviour of members of council and of local boards.
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The application of sections 5, 5.1 and 5.2 of the Municipal Conflict of Interest Act to members of council and of local boards.
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Requests from members of council and of local boards for advice respecting their obligations under the code of conduct applicable to the member.
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Requests from members of council and of local boards for advice respecting their obligations under a procedure, rule or policy of the municipality or of the local board, as the case may be, governing the ethical behaviour of members.
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Requests from members of council and of local boards for advice respecting their obligations under the Municipal Conflict of Interest Act.
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The provision of educational information to members of council, members of local boards, the municipality and the public about the municipality’s codes of conduct for members of council and members of local boards and about the Municipal Conflict of Interest Act. 2017, c. 10, Sched. 1, s. 19 (1).
The following documents have been adopted and/or passed by the Council of the Township of East Garafraxa:
Township of East Garafraxa Integrity Commissioner Contact Information:
Principles Integrity
To submit a complaint or to schedule a conversation, please email:
postoffice@principlesintegrity.org
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