Purpose statement
This procedure defines the process and timelines for submission and distribution of agenda packages for Council and committee meetings and other mail delivery items for Councillors.
Scope
This procedure applies to all departments in the Corporation of the Town of Oakville (town).
Procedure
Submission of agenda items
Proposed agenda items for inclusion on any Council or Committee agenda shall be submitted through the Electronic Agenda Management System (EAMS) in accordance with the established Council and Committee schedules and the Procedure By-law.
All agenda items shall be considered as draft reports until delivered as part of the agenda to all Members of Council.
Council agenda and mail delivery
- Published agendas will be provided to Members electronically through EAMS and delivered in print to those who have requested. Delivery will take place on the same day as publishing or as appropriate (if multiple agendas are printed in one week, only one delivery will take place).
- When a delivery date coincides with a public holiday or in the event of any mitigating circumstances that may affect delivery of agenda items, the Clerk’s department shall advise the Members of Council and the Senior Leadership Team that delivery will be delayed or cancelled.
Responsibilities
- Departments are responsible for submission of materials in accordance with established timeframes.
- The Clerk’s department is responsible for the administration and maintenance of this procedure.