Deputations at Council / Committee
What is a deputation?
A person making a verbal presentation to Council or to a Committee, as the case may be.
Purpose of a deputation?
The purpose of a deputation is to provide members of Council and / or members of Committees with information. Their purpose is not to debate or deliberate the matter with Council.
Did you know?
Not all problems require an appearance before Town Council. Contact Town staff first and if they can't resolve your problem, they'll direct you to the next steps - which may include sending a letter to Council or to appear as a deputation before Council or a Committee of Council.
When are deputations heard?
Deputations are scheduled after any hearings at Council meetings and are televised by Cogeco TV. If at the Committee level, deputations are heard at the beginning of the meeting.
When does Town Council and Committees meet?
2009 Council Schedule
Appearing as a Deputation
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A request for a deputation to council must be made in writing to the Town Clerk on the Wednesday preceding the Council meeting at which the item will be discussed. If deputation is requesting to go before a specific Committee, your request will be forwarded to the Chair of the Committee. |
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Exception: Deputatons will be permitted from the gallery without prior registration to hear during a public hearing portion of a meeting under the Provisions of the Planning Act or other legislative or regulation requiring a public hearing (i.e. Hearings on Zoning By-laws Amendments; Official Plan Amendments). A copy of the comments shall be in writing and given to the Clerk or Recording Secretary at the Meeting. |
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The request must be in writing, signed, describing the nature and purpose of the deputation. Deputation requests are screened by the Town Clerk, in consultation with the Mayor. Staff from the Town Clerk's Office will contact the representative to advise whether or not your request has been granted and if affirmative, a date and time will be scheduled. In order to ensure a mutually convenient date, it is advisable to provide your request to the Town Clerk's Office as soon as possible. |
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Only one spokesperson shall speak on behalf of a deputation to Council. |
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Deputations shall limit their presentation to not more than ten (10) minutes in accordance with Section 13.5 of the Town's Procedural By-law 2007-24 . |
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A deputation appearing shall provide a copy of the submission addressed to the Mayor and Members of Council. This material should be made available to the Town Clerk's Department in advance of the meeting so that Council and staff are aware of your concerns. Your submission should be delivered / faxed or e-mailed. |
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The elected officials you are appearing before will have already received a copy of your written submission, so it is not necessary to read it again. Instead, simply state the reason you are appearing, the solution or action you are seeking and the reason for your request. Deputations should be as brief and to the point as possible (maximum of ten minutes). |
What about questions from members of Council?
Following your deputation, members of Council will then have the opportunity to ask you any further questions, but they shall not enter into a debate.
Please Note: If a copy of the submission is handed out at the Council Meeting, the original shall be given to the Clerk and nine (9) copies are required for members of Council.
After the Meeting
- If a Council decision is required, you will be notified in writing by the Town Clerk's Office of the outcome of the issue.
- If a Committee decision is required, you will be notified in writing by the perspective Department of the outcome of the issue.
For further details or assistance, please contact the Town Clerk's Office.
Contact Information
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Huntsville Civic Centre
37 Main Street East
Huntsville, ON P1H 1A1 |
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Town Clerk
Town of Huntsville
37 Main Street East
Huntsville, ON P1H 1A1 |
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1-888-696-4255 (Toll Free)
705-789-1751 Ext 2237 or 2240 |
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administration@huntsville.ca |
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705-789-6689 |
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