The Office of the Clerk is responsible for the coordination and support of various statutory responsibilities as prescribed by the Municipal Act, 2001 (as amended), Vital Statistics Act, Marriage Act, Municipal Freedom of Information and Protection of Privacy Act, Planning Act and the Municipal Elections Act.  Pursuant to these statutes, Township of Cramahe policies, procedures, protocols and municipal best practice, the Office of the Clerk provides the secretariat support to Council and Committees of Council, documents without note or comment the official records of the reports and actions of Council, manages notice provisions related to statutory public meetings and in response to other legislative requirements, has a mandate to manage the municipalities records and information holdings, processes Freedom of Information requests, serves as Returning Officer for the administration of the Municipal and School Board Elections and By-Elections, and provides a number of other internal/external and public support services.
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The following actions would continue to support openness and transparency initiatives:
  • Open Government Framework;
  • Enhanced Procedural & Governance Processes;
  • Civic Engagement & Public Participation; and
  • Records & Information Management (RIM) and Access & Privacy Program.
  • Open Government
The Office of the Clerk developed an Open Government program that have made it easier for internal and external stakeholders to access municipal information and participate in the decision-making process through the use of the Township website.  The vision of Open Government is to partner with and engage the community to enhance the overall accountability and transparency of the Township through communication tools, which include but are not limited to the website.

The Township of Cramahe is governed by an elected Council consisting of a Mayor and 4 Councillors currently serving a four-year term (2018 - 2022).

Our Council makes decisions affecting the community and the services provided by the Township of Cramahe.

Our Council and Township staff are always available to assist you in accessing our programs and services.

Council agendas are posted on our website prior to the Township of Cramahe Council Meeting. Council minutes are posted in draft format once prepared.

The Township of Cramahe's Council Code of Conduct was created to provide guidelines to the Head of Council and Members of Council to assist with the orderly decision making process and obligations of Council.

As of March 1, 2019, amendments to section 270 of the Municipal Act, 2001 required the Municipality to adopt and maintain a policy with respect to the relationship between Members of Council and the Officers and Staff of the Municipality. Council-Staff Relations Policy

 Registry - Council Members' Statement of Declaration of Interest
The Municipal Conflict of Interest Act, as amended Section 5.1 states at a meeting at which a member discloses an interest under Section 5 of the Act, or as soon as possible afterwards, the member shall file a written statement of the interest and its general nature. And Section 6 (1) of the Act states every declaration of interest and the general nature thereof made under Section 5 shall be recorded in the minutes of the meeting by the Clerk. This has been and is the practice of Seguin Township Council.

On March 1, 2019, the day named by proclamation of the Lieutenant Governor, the Act is amended by adding the following section:

Registry
Requirement to establish registry
6.1 (1) Every municipality and local board shall establish and maintain a registry in which shall be kept,
(a) a copy of each statement filed under section 5.1; and
(b) a copy of each declaration recorded under section 6.

Access to registry
(2) The registry shall be available for public inspection in the manner and during the time that the municipality or local board, as the case may be, may determine.

As the Act requires as of March 1, 2019 a registry to be kept and made available to the public, the Township of Cramahe has begun a registry as of January, 2018.

 

 Council Member's Statement of Declaration of Interest 2020

Committee of the Whole Meeting November 10, 2020

Deputy Mayor Arthur - Tender Results PW-08-20 - Family member employed by a bidding Contractor. 

 

Council Meeting June 23, 2020

Councillor Van Egmond - 2020-53 Zoning By-law Amendment D14-WIL-03-20 - Rents Land from the Applicant.  

Councillor Van Egmond - D14-WIL-03-20 Zoning By-law Amendment 2020-53, PLAN-07-20 - Rents Land from the Applicant.  

 

Council Meeting May 19, 2020

Deputy Mayor Arthur  - Road Construction Report PW-01-20 - Son is employed By Dekeyser Excavating. 

 Council Member's Statement of Declaration of Interest 2019 
 Declarations 2019 
 Council Member's Statement of Declaration of Interest 2018 
 Declarations 2018 
Enhanced Procedural & Governance Processes
Enhancements were made to the Township’s Procedural By-law and Closed Meeting Protocol Policy in order to improve overall compliance with statutory requirements and implement best practices with respect to Council and committee meeting procedures. Many of the services provided by the Office of the Clerk are legislated, which include but are not limited to, the Municipal Act, Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), Planning Act, and the Municipal Elections Act. Compliance is a legal requirement under these statutes, and as such, non-compliance exposes the municipality to liability and risk. Risks would also be posed to broader information initiatives involved in transparency and accountability, including Freedom of Information (FOI), Routine Disclosure, and Open Government programs. 
 Records & Information Management (RIM) and Access & Privacy Program

Ground work has begun in order to support the development of a Corporate Records & Information Management program for the Township. This multi-year project will commence with a Township wide records inventory assessment which will focus on documenting records holdings and practices. This data will be used to inform the development of a strategy designed to implement a corporate program focused on better securing information assets, making them more accessible and increasing the overall efficiency with which stakeholders create and share information. Full scoping and project planning began in early February 2020, following the implementation of the Records Retention By-law and will continue with an inventory assessment in the fall. The Office of the Clerk is looking for options on the use of an Electronic Document & Records Management System (EDRMS) to evaluate new and existing tools. An EDRMS will ensure that Township records are stored and managed in the most efficient and accessible way. Records Management is new to the Township and there is little to no data available from previous years. The subsequent year, 2021, will serve as a benchmark in relation performance reporting.

Initial work to undertake a comprehensive Privacy Management Program for the Township began in the Winter of 2020. Such a program provides an effective way for the Corporation to satisfy Council the public and regulators that the Township is in compliance with legislated requirements.  This project will be closely aligned with the RIM Program inventory assessment.  Performance reporting will be based on legislated compliance requirements with respect to records retention.  Under the Municipal Act and MFIPPA, the Township is required to have and maintain a records program, updated classification system, and to retain and dispose of Township records in a documented manner. The Ontario Municipal Records Management System (TOMRMS) is the municipal standard for records classification and retention which as part of the developing records program will be updated to meet the needs of the Township.  Metrics will relate to TOMRMS compliant destruction as defined by the number of destructions carried out in compliance with the most current TOMRMS retention schedule.

 Open Government Portal
 Open government has to do with the relationship between public servants and citizens of a community. It is a critical step in modernizing services with citizens and businesses in mind. Luckily, the modernization of municipal service and information delivery through online content and communications has made this process much easier. The desired objective of open government is "governing with people" rather than "at people." This goal is achieved by building trust and accountability among citizens, elected officials and municipal administration. The four key principles that guide open government initiatives are participation, innovation, transparency, and accountability.  
 What we are doing at Cramahe
 

At the Township of Cramahe our goal of governing with people rather than at people is important to us, so staff and Council are taking measures to ensure that the principles of participation, innovation, transparency and accountability are applied to all aspects of our operations.

The list below identifies certain actions that are aimed at helping us govern alongside residents in Cramahe:

  • Multiple avenues of information dissemination, including social media, print media and web updates
  • Providing opportunities for public input through Public Information Meetings and online and print surveys.
  • Committee of the Whole, Council, and Virtual Town Hall meeting videos are posted on our Township of Cramahe YouTube page as soon as possible following meetings in order to make them more accessible to members of the community (please remember that using ear buds or external speakers to listen to these videos greatly enhances the audio quality).
  • Following Council meetings, staff will prepare “Council Highlights,” which are intended to provide a snapshot of important items that were discussed in the previous meeting.
  • Staff attempt to keep By-laws, Policies, and other information as up to date as possible on our website.

Staff have created this “Open Government Portal” with the goal of consolidating important information related to transparency and accountability with residents in mind.

 Active Dissemination/Routine Disclosure (Council Expenses, Completed FOIs, Request for Records)
 
 Councillor Expenses
 
Mayor Mandy Martin
 
2020
 2021
 
 2022
 
 Deputy Mayor Arthur
 
2020
2021
 
 2022
 
 Councillor Don Clark
 
2020

 2020 Lower Trent Conservation Authority Members Per Diem and Travel Report

2021 
 
2022 
 

 Councillor Ed Van Egmond

 
2020
 
 2021
 
 2022
 
 Councillor Tim Gilligan
 
2020
 2021
 
 2022
 
 Completed Freedom of Information Requests
 

2020

2020-001 Tarion Request for Building Documents (Castleton and Colborne)

2020-002 Request for Building Permit Applications (Colborne)

2020-003 Request for Work Order and Environmental Impacts (Colborne)

 Request for Records
 
Ontario Ombudsman
The Ombudsman is an Officer of the Ontario Legislative Assembly who is independent of government and political parties. Our office promotes fairness, accountability and transparency in the public sector by resolving and investigating public complaints and systemic issues within the Ombudsman’s jurisdiction. The Ombudsman is appointed for a five-year renewable term and their powers and authorities are set out in the Ombudsman Act. To file a complaint with the Ombudsman, please complete the fillable complaint form and submit it to the mailing address or email found within the form.
 Integrity Commissioners

Please visit our Integrity Commissioners page

Council Minutes 1999- May 2020

 

 2020 (for minutes before May 2020, please see our Agenda & Minutes page)

01-07-2020

02-04-2020

02-18-2020

03-18-2020

04-21-2020

 2019

01-22-2019

02-05-2019

02-19-2019

03-05-2019

04-02-2019

04-16-2019

05-07-2019

06-04-2019 

06-18-2019

07-02-2019

08-06-2019

09-03-2019

09-17-2019

10-15-2019

11-05-2019

11-19-2019

12-17-2019

2018 

01-09-2018

01-16-2018

02-06-2018

02-20-2018

03-06-2018

03-20-2018

04-03-2018

04-17-2018

05-01-2018

05-22-2018

06-05-2018

06-19-2018

07-03-2018

09-04-2018

09-18-2018

10-02-2018

11-06-2018

11-20-2018

12-04-2018

12-18-2018

2017 

01-17-2017

02-14-2017

04-07-2017

04-18-2017

04-21-2017

05-02-2017

05-16-2017

06-06-2017

06-20-2017

07-04-2017

08-08-2017

09-05-2017

09-19-2017

10-17-2017

11-07-2017

11-21-2017

12-05-2017

12-19-2017

2016 

01-26-2016

02-16-2016 

04-08-2016 

04-22-2016

04-19-2016

05-03-2016

05-17-2016

06-07-2016

06-21-2016

07-19-2016

08-21-2016

10-04-2016

10-18-2016

11-01-2016 

11-15-2016

12-06-2016

2015 

01-13-2015

01-27-2015

02-17-2015

04-07-2015

04-21-2015

05-05-2015

05-19-2015

06-02-2015

06-16-2015

07-14-2015

08-11-2015

09-01-2015

10-06-2015

10-20-2015

11-17-2015

12-01-2015

2014
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Contact(s)