Changes to Deputations due to Covid-19 Restrictions
As per By-law 113-2020 - By-law to amend Procedure By-law 109-2018 to Extend Electronic Participation in Council Meetings, the following changes apply to deputations from the public:
Section 3.10(g) - Unless otherwise approved by the Chair, an Electronic Meeting shall not permit public deputations, except by way of electronic submission received in advance of the meeting, which shall be submitted to the Municipal Clerk’s office at email@example.com prior to 3:00 p.m. the day of the meeting, and shall be provided to members in advance of the meeting if possible. The Clerk shall verbally read out the written deputation at the beginning of the meeting.
How do I appear as a Deputation?
As a part of the Municipality’s policy of open and accessible government, the Municipality of Chatham-Kent encourages public participation in its decision making process.
There are two types of Deputations:
Deputation – Item on Current Agenda
Any person who wishes to appear before Council regarding an item on the current agenda shall make written application to the Clerk by 3:00 p.m. on the day of the meeting to be placed on the Agenda to appear before Council at the meeting at which it will be dealing with the item of interest to the deputation. Presentation material must be submitted with the request to appear. A maximum of five minutes shall be allotted for each deputation
Deputation – Item not on the Current Agenda
Anyone wishing to appear before Council regarding an issue not on the current agenda must submit an outline of their presentation to the Clerk's Office. The submission must include any handouts or materials that are to be distributed. A maximum of ten minutes will be allotted for each deputation. The Chief Administrative Officer and the Municipal Clerk, in accordance with the Chatham-Kent Procedure By-law, will review the deputation request. If the deputation request is approved, the Council Coordinator will arrange a convenient Council meeting date for the deputation. If the deputation request is denied, the Chief Administrative Officer will prepare a letter explaining the reason for the denial as per the Council Procedure By-law.
Council Meetings begin at 6 p.m. Presenters must be present at least 15 minutes before the commencement of the meeting.
How do I know if I am approved to appear as a Deputation?
The Council Coordinator will contact you to confirm the date of the Council meeting at which you are scheduled to appear
Do I have a certain time limit?
Yes. Deputations for Items on the Current Agenda have a five minute time limit. Deputations for Items not on the Current Agenda have a ten minute time limit.
What is expected of me?
The Council Coordinator will arrange to meet with you prior to the Council meeting to review Council procedures, technical requirements and what is expected from you as a deputation.
As a Deputation addressing Council you must be aware of the following:
The Chief Administrative Officer will introduce the Deputations and announce your name as listed on the agenda, at that time you may proceed to the podium
Deputations must stay within the allotted time limit
Any additional handout materials must be given to the Council Coordinator at the beginning of the Council meeting for distribution
NOTE: Deputations are required to consult with the Council Coordinator, in advance, regarding any requirements for audio/video equipment.
What if I am part of an organization or committee?
It is recommended that one or two speakers be appointed to make the presentation on behalf of the organization, or committee. The other members of the group are welcome to attend the Council meeting.
How do I address council regarding planning a matter?
Council Meetings are held once a month to consider planning applications.
If you wish to address Council about a matter listed on the planning agenda, you are not required to provide a written request to appear. There will be an opportunity to address Council during the meeting. This process is outlined below under Process- Planning Meetings. In the event that you are intending to address Council at a planning meeting, it is helpful (but not required) if you provide Council with information about your concerns in advance. You may direct your questions and concerns directly to the Director of Planning Services 519.360.1998 or, at CKplanning@chatham-kent.ca.
What is the Process for Council Planning Meetings?
The process for each application is as follows:
The application will be announced by name of applicant, the type of application, the municipal file number, and its location.
The Mayor will ask if there is anyone present, other than the applicant or his/or her agent, with an interest in the application, and to indicate so by raising their hand.
If there is no one present indicating an interest in the application, Council will proceed as follows:
There will be no presentation by the consultant or administration.
The consultant and administration will be asked if they wish to make additional comments regarding the report or recommendations.
Council will be asked if it has any questions of the consultant or administration.
The applicant will be asked if he or she has any comments.
The consultant and administration will be asked if they have comments based on any discussion that may have occurred.
Council will be asked what action it wishes to take with regard to the application.
If someone other than the applicant or the applicant's agent indicates an interest in the application, Council will proceed as follows:
- The consultant will present the report.
- Council will be asked if it has any questions of the consultant or administration.
- Individuals or their agent present, with an interest in the application, other than the applicant, will be asked to proceed to the podium, provide their name and address, and address Council with their comments, concerns, questions.
- Council will be asked if it has any questions of each presenter.
- The applicant will be asked if he or she has any comments.
- Council will be asked if it has any questions of the applicant.
- The consultant and administration will be asked if they have any comments based on any discussion that may have occurred.
- Council will be asked what action it wishes to take with regard to the application
Any other questions in relation to Council, Council Meetings and/or Council procedure may be directed to the Council Coordinator at 519.360.1998 ext. 3805 or, at CKclerk@chatham-kent.ca.