Clerk's Department

Here you will find the information you need to become part of the process! From attending the next meeting to reading the minutes of a meeting you may have missed - we want you to be a part of the process. 

On This Page:

• Council Agendas and Minutes
• Meeting Locations and Times
• Writing to Council (Council Correspondence)
• How to Become a Delegation at a Council Meeting
• Public Question Period
• About By-laws
• Frequently Requested By-laws
• Contact the Clerk

Council Agendas and Minutes

To view Council agendas (from May 2016 on), please click here. To view past agendas, please click here. 

To view Council minutes (from June 2016 on), please click here. To view past minutes, please click here. 

Meeting Locations and Times

Regular Council meetings are held the 2nd and 4th Monday of the month at 7:00 p.m. in the Council Chambers at 6544 New Dublin Road.

Working Sessions of Council are held the 3rd Monday of the month at 6:30 p.m., if necessary, in the Council Chambers at 6544 New Dublin Road.

Writing to Council (Council Correspondence)

If you have an item you wish to bring to Council's attention, however you do not wish to make a presentation directly to Council, you may wish to make your point in writing and present it to Council as a Correspondence Item at the next Council meeting.

How to Submit Correspondence Items
Correspondence Items (including petitions) should be submitted to the main administration office. Submissions can be made in the following manner: 

• Via Fax (613-345-7235)
• Email mail@ektwp.ca
• Hand Deliver to 6544 New Dublin Road
• Via Regular Mail - 6544 New Dublin Rd, RR 2, Addison, Ontario K0E 1A0

Submissions must be received not later than 12:00 noon on the Wednesday preceding the regular Council meeting at which you wish the item to come before Council.

How to Become a Delegation at a Council Meeting

Perhaps you wish to personally address Council in the form of a delegation. Like Correspondence Items, your intention to speak at Council is required in writing not later than 12:00 noon on the Wednesday preceding the regular Council meeting at which you wish to speak. At the time you make your submission you must indicate what it is you wish to discuss. No more than two people can make a presentation on one item.

By-law 15-20, a by-law to govern the proceedings of Council and its committees, the conduct of its members, the calling of meetings, states:
 

1. Individuals or groups desiring to address Council must register with the Clerk no later than Noon on the day of the Council meeting, if the item to be addressed appears on that Council agenda.  If the item does not appear on the agenda, the delegate may be referred to a later Council or Committee meeting.  The individual or group shall provide to the Clerk his/her name or the name of the group, the nature of the business to be discussed and, if representing any organization, the name of the agency or other such body.  An email or facsimile request is acceptable, with confirmation of receipt.   A delegation intending to distribute any reports or supporting documentation shall provide it to the Clerk at the same time of the request to appear as a delegation, in order that the material can be circulated to Council.

2. The inclusion of a delegation on the agenda shall be determined on a first come first served basis and regard shall be given to the length of the agenda.  No more than two (2) delegations shall be heard at any meeting.

3. Delegations not listed on the agenda may be heard provided a majority of the Members present vote to hear the delegation.

4. Delegations shall be limited to ten (10) minutes of presentation time with an additional ten (10) minutes for questions and answers unless and until the Mayor has extended or reduced such time allotment.

5. Members of the public who constitute the audience in the Council Chamber during a Council meeting shall maintain order and may not:

1.   Address Council, except upon request by the Mayor and with Council approval and in such event the presentation shall be limited to five (5) minutes;

2. Interrupt any speech or action of the Members of Council or any other person addressing the Council;

3. Display or have in their possession picket signs or placards in the Council Chamber or Meeting Room on Township property.

4. Wear hats or bring into the Chamber any beverage or food.

Public Question Period

Everyone in attendance at a Regular Council Meeting may ask a question of Council. The Mayor will direct questions at the appropriate point in the proceedings.

A Word About By-laws

A by-law is the written voice of council, and sets out the rules and regulations by which life within a municipality is governed. By-laws work in conjunction with legislation passed by the federal and provincial governments, and must not contradict what those bodies have already decided. By-laws can only address areas that the federal government, and in turn the province, have already indicated are the responsibility of the municipality.

A by-law is specific only to the municipality that passed it. For example, animal control by-laws might differ from municipality to municipality - one township might regulate cats, while another only regulates dogs. It depends on what was passed in their animal control by-law.

By-laws are passed by municipal council during their regular council meetings. Within the Township of Elizabethtown-Kitley the treatment and format of by-laws is addressed in By-law 10-07, the Township's Procedural By-law. By-law 10-07 states that: 
 

58.   READING OF BY-LAWS AND RELATED PROCEEDINGS

1. Except as otherwise provided, no by-law, except a by-law to confirm the proceedings of Council, shall be presented to Council unless the subject matter has been considered and approved by Council or a Committee to which Council has delegated authority.
    
2. Every by-law shall be in writing and shall be introduced upon a motion by a Member, and any number of by-laws may be introduced together in one motion, but Council shall, at the request of the Member, deal separately with any by-law.

3. Every by-law shall have three readings prior to it being passed.
    
4. Amendment or debate on any by-law may take place prior to the vote being taken on the first and second reading.  If the majority of Council Members present determine that a by-law is to be considered further it shall be so considered previous to the third reading.  Debate will be limited to new information that has come forward, an error in documentation presented or incorrect statements made during the original debate.
    
5. All amendments to any by-laws approved by Council shall be deemed to be incorporated into the by-law and if Council enacts the by-law, the Clerk shall insert the amendments.
    
6. The Clerk shall endorse on all by-laws enacted by Council the dates of the readings and the date of passage by Council.
    
7. Every by-law, which has been enacted by Council, shall be numbered, dated, signed by the Mayor and the Clerk, sealed with the seal of the Corporation and be recorded.
    
8. A confirmation by-law to confirm the proceedings of the Council of the Township of Elizabethtown-Kitley shall be passed at the first regular meeting of each month, covering the meetings of Council held the previous month.

Frequently Requested By-laws

Looking for a particular by-law? The Township has made some of the more frequently requested by-laws available in our Virtual Library.  Use the link below to visit the Virtual Library and search for the by-law you are seeking. The Township has also created a page with a selection of commonly sought by-laws here or you can fill out our Request a By-law page here if you wish to see a by-law not listed.  

If you cannot find what you are looking for or require clarification on any by-law, do not hesitate to contact staff for assistance.

Click here to visit the Virtual Library. 

Contact the Clerk

If you have any questions about becoming a delegation or making a submission to Council, please feel free to contact the Administrator Clerk Yvonne L. Robert

Phone: 613-345-7480 or 1-800-492-3175 (within the 613 area code)
Fax: 613-345-7235

Write:
Township of Elizabethtown-Kitley
6544 New Dublin Rd
RR 2
Addison, Ontario K0E 1A0

Email: mail@ektwp.ca

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