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Council Procedures Bylaw
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VILLAGE OF TOMPKINS
BYLAW NO 2018-1
A BYLAW TO REGULATE THE PROCEEDINGS OF MUNICIPAL COUNCIL AND
COUNCIL’S COMMITTEES
The Council of the Village of Tompkins in the Province of Saskatchewan enacts as
follows:
PART I – INTERPRETATION
1. Short Title
1.1. This bylaw may be cited as “The Procedure Bylaw”.
2. Purpose
2.1. The purpose of this bylaw is to establish clear, transparent, consistent and
accessible rules for conducting business at meetings, for council members,
administrations and the public to follow and participate in governing the
municipality and for council in establishing council committees.
3. Definitions
3.1. In this bylaw:
(a)“Act” means The Municipalities Act.
(b) “Acting mayor means the councillor elected by council to act as the mayor
if a vacancy arises in that office.
(c) “Adjourn” means to suspend proceedings to another time or place.
(d) “Administration” means the administrator or an employee accountable to
the administrator.
(e) “Administrator” means the person appointed as administrator pursuant to
section 111 of The Municipalities Act.
(f) “Agenda deadline” means the time established in subsection 13.6 of this
bylaw.
(g) “Amendment” means an alteration to a main motion by substituting,
adding or deleting a word or words without materially altering the basic
intent of the motion.
(h) “Business day” means a day other than a Saturday, Sunday, Monday, or
holiday.
(i) “Chair” means a person who has the authority to preside over a meeting.
(j) “Committee” means a committee, board, authority or other body duly
appointed by council.
(k) “Communications” include, but are not limited to the following: letter,
memorandum, report, notice, electronic mail, facsimile, petition,
brochure, or newspaper/magazine article.
(l) “Consent agenda” means a portion of a meeting that lists items of
business which are routine in nature and do not require substantial
discussion and/or debate.
(m) “Consent motion” means a motion to adopt, without debate, the
recommendations of several reports within a consent agenda.
(n) “Council” means the mayor and councillors of the municipality elected
pursuant to the provisions of
The Local Government Election Act.
(o) “Councillor” means the council member duly elected in the municipality as
a councillor, in accordance with The Local Government Election Act.
(p) “Deputy mayor” means the councillor who is appointed by council,
pursuant to section 34 of this bylaw, to act as mayor in the absence or
incapacity of the mayor.
(q) “Mayor” means the council member duly elected in the municipality as the
mayor in accordance with The Local Government Election Act.
(r) “Member” means the mayor, councillor or an appointed individual to a
committee, commission or board of council.
(s) “Motion” means a formal proposal placed before a meeting in order that it
may be debated to a conclusion.
(t) “Mover” means a person who presents or proposes a motion or
amendment.
(u) “Municipality” means the Village of Tompkins.
(v) “Order of business” means the list of items comprising the agenda and
the order in which those items appear on the agenda.
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(w) “Point of order” means the raising of a question by a member in a meeting
claiming that the procedures of the meeting or of an individual council
member are contrary to the procedural rules or practices.
(x) “Point of privilege” is the raising of a matter by a member which occurs
while the council is in session, where:
i. the rights, privileges, decorum or dignity of the council collectively
or the rights and privileges of a member individually have been
affected,
ii. when a member believes that another member has spoken
disrespectfully toward them or the council, or
iii. when a member believes their comments have been
misunderstood or misinterpreted by another member or members;
or
iv. when a member believes that comments made by the member
outside the council Chamber have been misinterpreted or
misunderstood by the Community, the public or the news media in
order to clarify his or her position.
(y) “Point of procedure” means a question directed to the person presiding at
a meeting to obtain information on the rules or procedures bearing on
the business at hand.
(z) “Public hearing” means a meeting of council or that portion of a meeting
of council which is convened to hear matters pursuant to:
i. The Municipalities Act
ii. The Planning and Development Act, 2007;
iii. any other Act; or
iv. a resolution or bylaw of council.
(aa) “Quorum” is, subject to sections 98 of the Act:
i. in the case of council, a majority of the whole council,
ii. in the case of a committee, a majority of the members appointed to
the committee.
(bb) “Recess” means an intermission or break within a meeting that does not
end the meeting, and after which proceedings are immediately resumed
at the point where they were interrupted.
(cc) “Resolution” means a formal determination made by council or a
committee on the basis of a motion, duly placed before a regularly
constituted meeting or a special meeting of council or a committee for
debate and decision, and is duly passed.
(dd) “Seconder” means a person who formally supports a motion or
amendment at the time it is proposed.
(ee) “Special committee” means a committee appointed by council at any time
to deal with a specific issue(s) and exist for a length of time required to
review the issue(s) and make recommendations to council.
(ff) “Special meeting” means a meeting other than a regular scheduled
meeting called pursuant to section 123 of the Act or the provisions of this
bylaw.
(gg) “Subcommittee” means a committee established by a committee,
Commission or board to review and report on an aspect of the
committee, Commission or board’s business.
(hh) “Unfinished Business” means business which has been raised at the
same, or a previous meeting, and which has not been completed.
(ii) “Urgent Business” means a time sensitive matter which requires council’s
immediate and urgent consideration.
3.2. A reference in this bylaw to an enactment of the Legislative Assembly of
Saskatchewan is a reference to the enactment as amended from time to time.
4. Application
4.1. This bylaw applies to all meetings of council and committees.
4.2. Notwithstanding subsection 4.1, council may by resolution or bylaw allow a
board and committee to establish its own procedures.
4.3. When any matter relating to proceedings arise which is not covered by a
provision of this bylaw, the matter shall be decided by reference to Robert's
Rules of Order.
4.4. In the event of any conflict between the provisions of this bylaw and those
contained in any of the other authorities set out above, the provision of this
bylaw shall apply.
4.5. Subject to subsection 4.3, any ruling of the mayor or chair shall prevail,
subject, however, to the jurisdiction of council or the committee to consider
any appeals of those rulings.
PART II – MEETINGS
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5. First Meeting
5.1. The first meeting of council shall be held on the second Tuesday of the month
immediately following a general election.
5.2. At the first meeting of council:
(a) the Returning Officer shall provide council with a copy of the declaration
of results with respect to the election; and
(b) every council member shall take the oath of office pursuant to the Act.
6. Regular Meetings
6.1. Regular meetings of council shall be held on the second Tuesday of each
month commencing at 4:00 p.m.
6.2. In the event of any meeting date falling on a statutory or civic holiday or any
day appointed as a holiday by proclamation of the Governor-General of
Canada, the Lieutenant Governor of Saskatchewan, or the mayor, such
meetings shall be held at the same time on the next day that the municipal
office is scheduled to be open for business.
6.3. Annually the administrator shall submit a regular schedule of council
meetings to council for approval as set out in subsections 6.1 and 6.2, or may
recommend alternate meeting dates.
6.4. Notwithstanding the foregoing provisions, council may, by resolution,
dispense with or alter the time of a regular meeting of council.
6.5. Council may, by resolution, authorize the mayor to reschedule a regular
meeting of council pursuant to the Act during a period of time to be specified
within the resolution.
7. Special Meetings
7.1. The administrator shall call a special meeting of council, whenever requested
to do so, in writing, by the mayor or a majority of the members.
7.2. The written request referred to in subsection 7.1 shall include all items of
business to be transacted.
7.3. Form 1, appended hereto and forming a part of this bylaw, shall be the form
used to direct the administrator to call a special meeting of council.
7.4. When a special meeting is to be held, the administrator shall provide written
notice of the time, date and place of the meeting to all members pursuant to
section 10 of this bylaw and to the public at least twenty-four (24) hours prior
to the meeting and, in general terms, of the business to be transacted at the
meeting.
7.5. Notwithstanding subsection 7.2, a special meeting may be held with less than
twenty-four (24) hours’ notice to members, and without notice to the public, if
all members agree to do so, in writing, immediately before the beginning of
the special meeting.
7.6. No business, other than that stated in the notice, shall be transacted at a
special meeting, unless all the members are present and, by unanimous
consent, they authorize other business to be transacted.
8. Meeting through Electronic Means
8.1. One or more members of council may participate in a council meeting by
means of a telephonic, electronic or other communication facility if:
(a) the members of council provide the administrator with at least two (2)
business days’ notice of their intent to participate in this manner:
(b) notice of the council meeting is given to the public including the way in
which the council meeting is to be conducted;
(c) the facilities enable the public to at least listen to the meeting at a place
specified in that notice and the administrator is in attendance at that
place; and
(d) the facilities permit all participants to communicate adequately with each
other during the council meeting.
8.2. Members participating in a council meeting held by means of a
communication facility are deemed to be present at the council meeting.
9. Notice of Meetings
9.1. Notice of regularly scheduled council meetings is not required to be given.
9.2. If council changes the date, time or place of a regularly scheduled meeting, at
least twenty-four (24) hours’ notice of the change will be given to:
(a) any members not present at the meeting at which the change was made;
and,
(b) the public.
10. Method of Giving Notice
10.1. Notice of a council meeting is deemed to have been given to a member if the
notice is:
(a) delivered personally;
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(b) left at the usual place of business or residence of the member; or
(c) at the request of the member, sent by ordinary mail, telephone or voice
mail, facsimile or electronic mail or similar method at the number or to the
address specified by the member.
10.2. Form 2, appended hereto and forming a part of this bylaw, shall be the form
used to request the administrator to use an alternate method of providing
notice of meetings.
10.3. Notice of a council meeting is to be given to the public by posting notice of
the meeting at the municipal office, or the municipal website.
11. Actions in Public
11.1. An act or proceeding of council is not effective unless it is authorized or
adopted by bylaw or a resolution at a duly constituted public meeting of
council.
11.2. Every person has the right to be present at council meetings that are
conducted in public unless the person presiding at the council meeting expels
a person for improper conduct.
12. Closed Sessions
12.1. Council may close all or any part of its meetings to the public if the matter to
be discussed:
(a) is within one of the exemptions of Part III of The Local Authority Freedom
of Information and Protection of Privacy Act; or
(b) concerns long-range or strategic planning.
12.2. A resolution to move into closed session shall state, in general terms, the
topic of discussion.
12.3. Where council resolves to close a portion of a meeting to the public, all
persons shall be excluded from the meeting except:
(a) the members of council;
(b) the administrator and other members of administration as the members of
council may deem appropriate; and
(c) such members of the public as may be allowed to attend by the council.
12.4. Where council resolves to close a portion of a meeting to the public, in
addition to the resolution to do so, the administrator shall record in the
minutes thereto:
(a) the time that the in-camera portion of the meeting commenced and
concluded;
(b) the names of the parties present; and
(c) the legislative authority including the exemptions in Part III of The Local
Authority Freedom of Information and Protection of Privacy Act relied
upon for authority to close the meeting to the public.
12.5. No resolutions or bylaws may be passed during a closed meeting.
12.6. No business other than that described within the resolution pursuant to
subsection 12.2 may be discussed.
12.7. Matters discussed or to be discussed in a closed meeting are to be kept in
confidence until discussed at a public meeting of council, unless otherwise
provided for in this bylaw.
PART III – COUNCIL MEETING PROCEDURES
13. Agendas
13.1. The administrator shall prepare the agenda for all regular and special
meetings of council.
13.2. The agenda shall include the order of business and all items of business and
associated reports, bylaws or documents and shall be set out in accordance
with the order of business.
13.3. The administrator shall ensure that the council agendas are delivered to each
member no later than 24 hours immediately preceding the council meeting.
13.4. The administrator shall ensure that the council agendas are available to the
general public no later than 24 hours following the council meeting.
13.5. If, for any reason, the administrator is unable to meet the deadline mentioned
in subsection 13.3, the administrator shall prepare and distribute the agenda
as soon as reasonably possible to allow council members an opportunity to
review the agenda prior to the council meeting.
13.6. All administrative reports, communication from the public, requests, or any
other material intended for inclusion in a council agenda must be received by
the administrator no later than 48 hours immediately preceding the council
meeting.
13.7. Council may, on a majority vote, permit additional material on the agenda.
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14. Urgent Business
14.1. The administration may request to add a matter to the agenda of a meeting
as urgent business after the agenda has been prepared and distributed by
the administrator.
14.2. In these circumstances, the administration shall submit a report to the
administrator including an explanation of the reasons and degree of urgency
of the matter as soon as possible.
14.3. The administrator shall distribute any requests from the administration to add
a matter of urgent business to the agenda to the members as soon as they
are available.
14.4. During the confirmation of the agenda, a member may move to add a report,
communication or delegation to the agenda if the matter arises from an
unforeseeable situation of urgency.
14.5. Council may only consider a matter of urgent business by a majority vote of
members present.
15. Order of Business at Meetings
15.1. The general order of business of every regular council meeting shall be as
follows:
(a) Call to order;
(b) Approval of agenda;
(c) Adoption of minutes;
(d) Notice of proclamations;
(e) Presentations and recognitions;
(f) Public hearings;
(g) Delegations;
(h) Communications;
(i) Reports of administration and committees, including payment of
accounts;
(j) Mayor and councillors forum;
(k) Unfinished business;
(l) New business;
(m)Public forum; and
(n) Adjournment.
15.2. The business shall, in all cases, be taken up in the order in which it stands on
the agenda, unless:
(a) otherwise determined upon motion passed by a vote of the majority of the
members present to approve the agenda and which vote shall be placed
without debate; or
(b) the mayor determines during the proceedings of council that for public
interest a matter be moved forward to be dealt with promptly.
16. Commencement of Council Meeting
16.1. At the hour set for the meeting, or as soon as all members of council present,
the mayor, or in his or her absence the deputy mayor, shall take the chair and
call the members to order.
16.2. In case neither the mayor nor the deputy mayor is in attendance within 30
minutes after the hour appointed, and subject to a quorum being present,
council shall appoint an acting mayor pursuant to section 35 of this bylaw
who shall call the meeting to order and shall preside over the meeting until
the arrival of the mayor or the deputy mayor, and all proceedings of such
meeting shall be deemed to be regular, and in full force and effect.
16.3. If a quorum is not present 30 minutes after the time appointed for the
meeting, the administrator shall record the names of the members present at
the expiration of such time and announce that council shall then stand
adjourned until the next meeting, unless a special meeting is called in the
meantime.
16.4. Subject to the Act, if at any meeting the number of members is reduced to
less than the number required for a quorum, council shall stand adjourned.
16.5. Any unfinished business remaining at the time of the adjournment, due to the
loss of the quorum, shall be considered at the next regular meeting, or it shall
be placed on the agenda for a special meeting called for the purpose of
dealing with the unfinished items.
16.6. Members are encouraged to notify the administrator when the member is
aware that he or she will be absent from any meeting of council.
17. Quorum
17.1. A quorum of council is a majority of members.
17.2. Any act or proceeding of council that is adopted at any council meeting at
which a quorum is not present is invalid.
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18. Minutes
18.1. The administrator shall record the minutes of each council meeting without
note or comment and shall distribute copies of the minutes to each member
at least twenty-four (24) hours prior to a subsequent council meeting.
18.2. The names of the members present at the meeting are to be recorded in the
minutes of every meeting.
18.3. Any member may make a motion amending the minutes to correct any
mistakes.
18.4. The minutes of each meeting are to be approved at the next regular meeting
of the council and signed by the presiding member and the administrator in
accordance with the Act.
19. Proclamations
19.1. All requests for proclamations shall be submitted to the mayor for approval,
outlining the date to be proclaimed, specific name of day, week or month
requested, the reason for the proclamation and information about the group,
including contact person and telephone number at least fourteen (14) days
prior to the proposed date for the proclamation. However, exceptions may be
made in extenuating circumstances.
19.2. Subject to The Saskatchewan Human Rights Code, the mayor may, in his or
her sole discretion, approve the proclamation submitted pursuant to
subsection 19.1, provided the proclamation does not:
(a) promote any commercial business, unless, at the discretion of the mayor,
the Proclamation provides a significant benefit to the community;
(b) involve any person or organization which promotes hatred of any person
or class of persons or otherwise involves illegal activity; or
(c) contain any inflammatory, obscene or libelous statement.
19.3. The mayor may:
(a) issue the proclamation:
i. in the words and form of the proclamation as submitted; or
ii. in words and form chosen by the mayor; or
(b) forward the proclamation for consideration by council.
19.4. Once the proclamation has been approved, the proclamation shall be noted
on the appropriate council agenda as information.
19.5. Council, having delegated the administration of proclamations, shall not hear
delegations related to proclamation requests, unless specifically approved by
council.
19.6. Each organization shall be responsible for any costs and the disseminating of
the proclamation to the media and making arrangements for the attendance
of the mayor or councillors at the specific function or event.
19.7. The local media are requested:
(a) not to publish any proclamation claiming to be proclaimed by the mayor
unless it bears his or her signature; and
(b) when publishing a proclamation by the mayor, that the proclamation
contain only the following:
i. the crest of the municipality;
ii. the name of the municipality; and
iii. the text of the proclamation.
20. Presentations & Recognitions
20.1. Presentations shall be listed on the agenda when authorized by the mayor
and shall be intended to recognize an individual or group on behalf of council
for some award or similar honour which they have received or for a group or
individual to present to council some award or similar honour which the
municipality has been awarded.
21. Public Hearing
21.1. If a public hearing is required by any Act, it shall be conducted in accordance
with the provisions of this section.
21.2. The procedure by which the public hearing will be conducted or by which
public input will be obtained shall be as follows:
(a) the mayor shall declare the hearing on the matter open;
(b) the administration shall present a report on the bylaw or resolution under
consideration including the administration recommendations;
(c) if it is a hearing that involves an applicant, the applicant shall be given an
opportunity to make representations on the matter under consideration;
(d) after the applicant, any person or group of persons or spokesperson
acting on behalf of another person or group shall be given an opportunity
to make representations on the matter under consideration;
(e) if it is a hearing that involves an applicant, at the conclusion of the
speakers, the applicant shall be given an opportunity to respond to the
representations of other people;
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(f) council may request further information from administration;
(g) council shall formally receive all communications and written reports
submitted to it on the subject matter of the hearing;
(h) the mayor shall declare the hearing closed; and
(i) council shall then consider the matter and at the conclusion of the
deliberations, council shall vote on the bylaw or resolution in accordance
with the procedures contained in this bylaw.
21.3. The time allowed for each person making representations shall be 20
minutes.
21.4. A hearing may be adjourned to a certain date.
21.5. A member shall abstain from taking part in the debate or voting on the bylaw
or resolution, which is the subject of the hearing if the member was absent
from any part of the public hearing.
22. Communications - General
22.1. When a person wishes to have a communication considered by council, it
shall be addressed to council, and:
(a) clearly set out the matter in issue and the request; and
(b) for written communications, must be printed, typewritten or legibly written,
contain the mailing address of the writer and be signed with the name of
the writer; or
(c) for electronic communication, must contain the name of the writer and
both the mailing and electronic address of the writer.
22.2. A communication received by the administrator, which does not meet the
conditions in subsection 22.1 or is abusive in nature, shall be forwarded to
council for review and disposition.
22.3. A communication received by the administrator which contains or relates to
personal information shall be dealt with in accordance with the provisions of
The Local Authority Freedom of Information and Protection of Privacy Act.
22.4. Bound documents or studies in support of the delegation’s notice shall, if
sufficient copies are provided by the delegation, be circulated to members,
but will not be reproduced.
23. Communications – Matters on council Agenda
23.1. A written communication pertaining to a matter already on a council agenda
must be received by the administrator no later than the agenda deadline in
order to be included on the council agenda.
23.2. A written communication received before the agenda deadline shall be placed
by the administrator on the council agenda and shall be dealt with when the
matter is considered by council at its meeting.
23.3. In the event that the communication to the administrator is received after the
agenda deadline, regarding a subject which is on the agenda, the
administrator will bring the request to the attention of council:
(a) The individual will be advised by the administrator that the communication
may not be considered by council unless the majority of members vote to
allow the communication within the motion to approve the agenda.
24. Communications – Matters not on Council Agenda
24.1. A written communication received before the agenda deadline shall be placed
by the administrator on the council agenda and shall be dealt with when the
matter is considered by council at its meeting.
24.2. In the event that the communication to the administrator is received after the
agenda deadline, regarding a subject which is not on the agenda, the
administrator will bring the request to the attention of council.
24.3. The individual will be advised by the administrator that the communication
may not be considered by council unless the majority of members vote to
allow the communication within the motion to approve the agenda.
25. Delegations – Matters on Council Agenda
25.1. When a person wishes to speak to council on a matter already on a council
agenda, for which a hearing is not required, that person shall notify the
administrator in writing, which notice shall include the following:
(a) the name and correct mailing address of the spokesperson;
(b) telephone number where the representative of the delegation can be
reached during the day;
(c) originally signed, except when submitted by facsimile or e-mail; and
(d) clearly setting out the subject matter to be discussed and the request
being made of council.
25.2. A request to speak to council pursuant to subsection 25.1 must be received
by the administrator no later than the agenda deadline in order to be included
on the council agenda.
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25.3. In the event that a delegation makes an application to the administrator after
the agenda deadline, regarding a subject which is on the agenda, the
administrator will bring the request to the attention of council:
(a) Delegations will be advised by the administrator that they may not be
heard by council unless the majority of members vote to allow the
delegation to speak within the motion to approve the agenda.
25.4. Delegations speaking before council shall address their remarks to the stated
business:
(a) Delegations will be limited to speaking only once; and
(b) Rebuttal or cross debate with other delegations shall not be permitted.
25.5. A maximum of 20 minutes shall be allotted for each delegation to present his
or her position of support or opposition.
25.6. Where there are numerous delegates taking the same position on a matter,
they are encouraged to select a spokesperson to present their views:
(a) Delegations are encouraged not to repeat information presented by an
earlier delegation.
(b) The mayor shall at the conclusion of 10 minutes, inform the delegation
that the time limit is up.
(c) Only upon a motion to extend the 10 minute limitation adopted by a
majority of members shall the 10 minute limit be extended.
(d) Delegations will not be permitted to assume any unused time allocated to
another delegation.
25.7. Upon the completion of a presentation to council by a delegation, any
discourse between members and the delegation shall be limited to members
asking questions for clarification and obtaining additional, relevant information
only:
(a) Members shall not enter into debate with the delegation respecting the
presentation; and
(b) Once a motion has been moved and seconded, no further representation
or questions of the delegation shall be permitted.
26. Delegations – Matters not on Council Agenda
26.1. When a person wishes to speak to council on a matter not on a council
agenda, for which a hearing is not required, that person shall notify the
administrator in writing, which notice shall include the following:
(a) the name and correct mailing address of the spokesperson;
(b) telephone number where the representative of the delegation can be
reached during the day;
(c) originally signed, except when submitted by facsimile or e-mail; and,
(d) clearly setting out the subject matter to be discussed and the request
being made of council.
26.2. A request to speak to council pursuant to subsection 26.1 must be received
by the administrator no later than the agenda deadline to be included on the
agenda.
26.3. The administrator, who shall consult with council, may refuse to accept a
request to speak to council if council has, within the six (6) months
immediately preceding the request, already heard from the person and dealt
with the same or substantially the same matter by resolution or bylaw.
26.4. If a request to speak to council is refused pursuant to subsection 26.3, a copy
of the request and reply, shall be forwarded to members by the administrator.
26.5. In the event that a delegation makes an application to the administrator after
the agenda deadline, regarding a subject which is not on the agenda, the
administrator will bring the request to the attention of council.
(a) Delegations will be advised by the administrator that they may not be
heard by council unless the majority of members vote to allow the
delegation to speak within the motion to approve the agenda.
27. Mayor and Councillors Forum
27.1. Statements shall include the sharing of the following information:
(a) events, activities or community functions attended; and
(b) general work of members on behalf of council colleagues, constituents
and the municipality.
27.2. All comments will be verbal only and shall not be recorded in the minutes of
the meeting.
28. Bylaws
28.1. Every proposed bylaw must have three (3) distinct and separate readings.
28.2. A proposed bylaw must not have more than two (2) readings at a council
meeting unless the members present unanimously agree to consider third
reading.
28.3. A proposed bylaw will be considered by council immediately following
consideration of the report or item to which the bylaw relates.
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28.4. Only the title or identifying number has to be read at each reading of the
bylaw.
28.5. Each member present at the meeting at which first reading is to take place
must be given or have had the opportunity to review the full text of the
proposed bylaw before the bylaw receives first reading.
28.6. Each member present at the meeting at which third reading is to take place
must, before the proposed bylaw receives third reading, be given or have had
the opportunity to review the full text of the proposed bylaw and of any
amendments that were passed after first reading.
28.7. When a bylaw has been given three (3) readings by council, it:
(a) becomes a municipal enactment of the municipality; and
(b) is effective immediately unless the bylaw or an applicable provincial
statute provides otherwise.
28.8. The administrator shall be empowered to correct any typographical error that
may not have been corrected at the time of submission to council and the
bylaw shall have the same status as if council had corrected same.
28.9. After passage, every bylaw shall be signed by the mayor and the
administrator, pursuant to the Act and marked with the corporate seal of the
municipality.
29. Public Forum
29.1. Any member of the public wishing to speak to council on a municipal matter,
may appear at a council meeting, as long as they pre-register with the
administrator prior to 12:00 noon on the day of the council meeting so that
their name may be placed on a speakers list.
29.2. The total time allowed to speak shall be not more than 20 minutes per
individual or delegation.
30. Recess
30.1. The council may recess at any time during the meeting.
30.2. A motion to recess must state the time of duration of the recess, and must be
passed by a majority of the members present.
30.3. The council may reconvene sooner than the time mentioned in the motion of
recess, but must not reconvene later that 10 minutes after the time specified
for reconvening or the meeting shall be deemed to be adjourned due to a lack
of quorum.
31. Adjournment
31.1. All regularly scheduled council meetings shall stand adjourned when the
council has completed all business as listed on the order of business or upon
the arrival of 7:00 p.m.
31.2. If a member is speaking at 7:00 p.m., the mayor shall wait until that person is
done speaking before asking council to consider whether it wants to extend
the time of the meeting.
31.3. Any business which remains on the agenda and which has not been dealt
with at the time of adjournment shall be deemed to be postponed until the
next regularly scheduled council meeting, or until a special meeting is called
for the purpose of dealing with the unfinished items.
32. Extension of Time
32.1. Notwithstanding section 32, a majority of the members present may extend a
regularly scheduled council meeting beyond 7:00 p.m. by unanimous vote of
all members present.
32.2. If council extends its meeting pursuant to subsection 32.1, the meeting shall
continue until:
(a) the business of the meeting is completed;
(b) a motion to adjourn is passed; or
(c) a quorum is no longer present.
PART IV – CONDUCT AT COUNCIL MEETINGS
33. Mayor
33.1. The mayor shall:
(a) preside at all council meetings;
(b) preserve order at council meetings;
(c) enforce the rules of council;
(d) decide points of privilege and points of order; and
(e) advise on points of procedure.
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33.2. The mayor shall have the same rights and be subject to the same restrictions,
when participating in debate, as all other members.
33.3. The mayor shall have the same rights and be subject to the same restrictions
as all other members to make a motion.
34. Deputy Mayor
34.1. The council shall, at its first meeting, or as soon thereafter as conveniently
possible and whenever the office becomes vacant, appoint from the
councillors a deputy mayor who shall hold office for a term of one year or for
such longer period as the council may decide, and in any event until a
successor is appointed.
34.2. If the mayor, for any reason, is unable to perform the duties of his or her
office, the deputy mayor shall have all of the powers of the mayor during the
inability.
35. Acting Mayor
35.1. Council shall, appoint a member to act as mayor if:
(a) both the mayor and the deputy mayor, if one has been appointed
pursuant to section 35, are unable to perform the duties of his or her
office; or
(b) the offices of both the mayor and the deputy mayor are vacant.
35.2.The member to be appointed, pursuant to subsection 35.1, shall be elected by a
majority of the members present.
35.3.Where two (2) members have an equal number of votes, the administrator shall:
(a) write the names of those members separately on blank sheets of paper of
equal size, colour and texture;
(b) fold the sheets in a uniform manner so the names are concealed;
(c) deposit them in a receptacle; and
(d) direct a person to withdraw one (1) of the sheets.
35.4. The member whose name is on the sheet withdrawn pursuant to
subsection 35.3(d) shall be declared elected.
36. Persons Allowed at the Table
36.1. No person, except members, the administrator and other members of
administration as authorized by the administrator and such persons as are
permitted by the mayor shall be allowed to be seated at the council table
during the sittings of the council, without permission of the mayor or other
presiding member.
37. Conduct of Public
37.1. All persons in the public gallery at a council meeting shall:
(a) refrain from addressing council or a member unless permitted to do so;
(b) maintain quiet and order;
(c) refrain from disturbing the proceedings by words, gestures or actions
including applauding, displaying flags, placards or similar material;
(d) refrain from talking on cellular telephones;
(e) refrain from making audio or video recordings of council proceedings; and
(f) ensure that all electronic devices are silent and operated in such a
manner that does not interfere with the meeting or with another person’s
ability to hear or view the proceedings.
38. Conduct of Delegations
38.1. When addressing members at a council meeting, a delegation shall refrain
from:
(a) speaking disrespectfully of the federal government, the provincial
government or another municipal council, or any official representing
them;
(b) using offensive words in referring to a member, an employee of the
municipality or a member of the public;
(c) reflecting on a vote of council except when moving to rescind or
reconsider it;
(d) reflecting on the motives of the members who voted on the motion or the
mover of the motion; or
(e) shouting or using an immoderate tone, profane, vulgar or offensive
language.
39. Conduct of Members
39.1. Members of council wishing to speak at a meeting shall ensure they do not
interrupt another member.
39.2. If more than one member wishes to speak at a meeting at the same time, the
mayor shall indicate which member shall speak first.
39.3. When addressing a council meeting, a member shall refrain from:
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(a) speaking disrespectfully of the federal government, the provincial
government or another municipal council, or any official representing
them;
(b) using offensive words in referring to a member, an employee of the
municipality or a member of the public;
(c) reflecting on a vote of council except when moving to rescind or
reconsider it,
(d) reflecting on the motives of the members who voted on the motion or the
mover of the motion; or
(e) shouting or using an immoderate tone, profane, vulgar or offensive
language.
39.4. When a member is addressing the council, all other members shall:
(a) remain quiet and seated;
(b) refrain from interrupting the speaker, except on a point of order or point of
procedure; and
(c) refrain from carrying on a private conversation in such a manner that
disturbs the speaker.
39.5. Members shall ensure that all electronic devices remain silent and do not
interfere with the meeting.
40. Improper Conduct
40.1. The mayor may request that any person in the public gallery who disturbs the
proceedings of council or acts improperly at a council meeting, as set out in
section 37, leave or be expelled from the meeting.
40.2. The mayor may request that any delegation who addresses council
improperly as set out in section 38, leave or be expelled from the meeting.
40.3. No person shall refuse to leave a council meeting when requested to do so
by the mayor.
40.4. Any person who refuses to leave when requested to do so may be removed.
40.5. If a person disturbs the proceedings of council or refuses to leave when
requested to do so, the mayor may recess the meeting until the person
leaves or adjourn the meeting to another day.
41. Leaving the Meeting
41.1. Every member who leaves the council meeting before the meeting is over,
whether intending to return to the meeting or not, shall notify the
administrator.
42. Point of Order
42.1. A member may rise and ask the mayor to rule on a point of order.
42.2. When a point of order is raised, the member speaking shall immediately
cease speaking until the mayor decides the point of order raised.
42.3. A point of order must be raised immediately at the time the rules of council
are breached.
42.4. The member against whom a point of order is raised may be granted
permission by the mayor to explain.
42.5. The mayor may consult the administrator before ruling on a point of order.
42.6. A point of order is not subject to amendment or debate.
43. Point of Privilege
43.1. A member may rise and ask the mayor to rule on a point of privilege.
43.2. After the member has stated the point of privilege, the mayor shall rule
whether or not the matter raised is a point of privilege.
43.3. If the matter is determined to be a point of privilege, the member who raised
the point of privilege shall be permitted to speak to the matter.
43.4. If the point of privilege concerns a situation, circumstance or event which
arose between council meetings, the member shall raise the point of privilege
immediately after adoption of the minutes of the previous council meeting.
43.5. The mayor may consult the administrator before ruling on a point of privilege.
43.6. A point of privilege is not subject to amendment or debate unless a motion
regarding the point of privilege is put to council.
44. Point of Procedure
44.1. Any member may ask the mayor for an opinion on a point of procedure.
44.2. When a point of procedure is raised, the member speaking shall immediately
cease speaking until the mayor responds to the inquiry.
44.3. After the member has asked the point of procedure, the mayor shall provide
an opinion on the rules of procedure bearing on the matter before council.
44.4. The mayor may consult the administrator before providing an opinion on the
point of procedure.
44.5. A point of procedure is not subject to amendment or debate.
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44.6. The mayor’s answer to a point of procedure is not a ruling, and cannot be
appealed to the whole of council.
45. Appeal
45.1. Whenever a member wishes to appeal any ruling of the mayor or a point of
order or point of privilege to the whole of council:
(a) the motion of appeal, “that the decision of the chair be overruled” shall be
made;
(b) the member may offer a brief reason for the challenge;
(c) the mayor may state the reason for the decision; and
(d) following which the question shall be put immediately without debate.
45.2. The mayor shall be governed by the vote of the majority of the members
present.
45.3. A ruling of the mayor must be appealed immediately after ruling is made or
the ruling will be final.
46. Calling a Member to Order
46.1. When the mayor calls a member to order, the member shall resume his or her
seat, but may afterwards explain his or her position in making the remark for
which he or she was called to order.
46.2. In the event that a member refuses to resume his or her seat when called to
order, the mayor shall request the deputy mayor, or if the deputy mayor is
absent or is the unruly member, any other member of council to move a
resolution to remove the unruly member either:
(a) for the balance of the meeting,
(b) until a time which shall be stated in the motion, or
(c) until the member makes an apology acceptable to council for his or her
unruly behavior, whichever shall be the shortest time.
46.3.When the majority of council votes in favour of the resolution, the mayor shall
direct the unruly member to leave the council chamber, and if the member
refuses to leave, the mayor may:
(a) recess the meeting until the person leaves or adjourn the meeting to
another day; or
(b) direct that law enforcement officials be engaged to assist in the removal
of the unruly member.
46.4. When council has directed an unruly member to leave the council chambers,
and the member so directed makes an explanation and apology adequate
and satisfactory to the council, it may, by a majority vote of the remaining
members present, allow the offending member to remain in his or her place if
he or she has not left or been removed, or to retake his or her place.
PART V – MOTIONS
47. Motions and Debate
47.1. A motion shall express fully and clearly the intent of the mover and shall not
be preceded by any preamble or whereas clauses.
47.2. A motion shall not be considered unless it has been seconded.
47.3. Any member may require the motion under debate to be read at any time
during the debate, but not so as to interrupt a member while speaking.
47.4. When a motion is under debate no other motion may be made, except a
motion to:
(a) amend a motion;
(b) refer motion to a council committee or administration for a report back to
council;
(c) postpone a motion to a fixed date;
(d) request that a motion be put to a vote;
(e) extend the time for a council meeting; or
(f) adjourn the meeting.
47.5. Notwithstanding any other provisions of this bylaw, the member, who moved
a motion after a motion is under debate, may, with the consent of council:
(a) on his or her own initiative while he or she is speaking on the same; or
(b) when requested by another member speaking on the motion;
change the wording of the motion, or agree to a change proposed by
another member, if the alteration does not change the intention of the
motion.
47.6. Any motions allowed under subsection 47.4 shall be considered in the order
in which they were moved.
48. Motion to Amendments
48.1. Except as provided in subsection 48.12, any motion may be amended to:
(a) add words within the motion;
(b) delete words within the motion; or
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(c) change a word or words within the motion.
48.2. The amending motion must be:
(a) relevant to the main motion;
(b) made while the main motion is under consideration; and
(c) consistent with the principle embodied in the main motion.
48.3. An amending motion may also be amended.
48.4. A sub amendment must be:
(a) relevant to the original amendment;
(b) made while the original amendment is under consideration; and
(c) consistent with the intent of either the original amendment or the main
motion.
48.5. Only two (2) amendments to a motion, an amendment and a sub
amendment, are allowed at the same time. When one or both have been
dealt with, a further amendment or sub amendment may be entertained.
48.6. There is no limit to the number of amendments or sub amendments that may
be proposed.
48.7. An amendment may be introduced at any stage before the question is put on
the main motion provided there is not more than one amendment and one
sub amendment before the meeting at one time.
48.8. Any member wishing to move an amendment that is not in order at the time
because there are already two amendments before the meeting may state
the intention of the proposed amendment, as the proposal may affect the vote
on those motions awaiting decision.
48.9. The main motion shall not be debated until all amendments to it have been
put to a vote.
48.10. Amendments shall be put in the reverse order to the order in which they were
moved.
48.11. When all amendments have been voted on, the main motion incorporating all
amendments adopted shall be put to a vote.
48.12. No amendments shall be made to the following motions:
(a) a motion to adjourn;
(b) a motion to defer to a fixed date, except as to the date; and
(c) a motion requesting that a motion be put to a vote.
49. Dividing a Motion into Parts
49.1. A member may request or the mayor may direct that a motion be divided if
the motion contains more than one separate and complete recommendation.
49.2. Council shall then vote separately on each recommendation.
49.3. A new motion to add a further recommendation is permitted provided:
(a) the proposed recommendation is relevant to the original motion;
(b) the proposed recommendation does not alter in a significant way the
principle embodied in the original motion; and
(c) the original motion has been dealt with.
50. Motion Arising
50.1. When a particular matter is before council, a motion arising on the same
matter is permitted provided:
(a) the proposed motion is related to and rises from the item which has just
been considered;
(b) the proposed motion does not alter in a significant way the principle
embodied in the original motion; and
(c) the proposed motion is made before the consideration of any other item
of business at the meeting.
51. Request that Motion be put to Vote
51.1. A motion requesting that a motion be put to a vote shall not be moved or
seconded by a member who has spoken to the original motion.
51.2. A motion requesting that a motion be put to a vote shall not be amended or
debated.
51.3. If a motion requesting that a motion be put to a vote is passed by council, the
original motion shall immediately be put to a vote of council without any
amendment or debate.
51.4. If a motion requesting that a motion be put to a vote is not passed by council,
the original question may be amended or debated.
52. Motion to Adjourn
52.1. A member may move a motion to adjourn a meeting at any time, except
when:
(a) another member is in possession of the floor;
(b) a call for a recorded vote has been made;
(c) the members are voting;
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(d) when council is considering a motion requesting that a motion be put to a
vote; or
(e) a previous motion to adjourn has been defeated and no other
intermediate proceeding has taken place.
52.2. A motion to adjourn shall be decided without debate.
53. Consent Agenda
53.1. The consent agenda portion of a meeting is moved, seconded and voted
upon without debate as one item regardless of the number of reports
included.
53.2. If a member wishes to debate an item included in the consent motion, a
request to remove the item from the consent agenda must be made before
the mayor calls the questions, and the item shall be removed from the
consent agenda without further debate or vote.
53.3. Any items so removed shall be addressed immediately following approval of
the consent agenda.
53.4. If an item is removed from the consent agenda pursuant to subsection 53.2 a
person may address council on the item.
54. Motion to Move to a Closed Meeting
54.1. A member may make a motion that a council meeting move to a closed
meeting.
54.2. The motion to move to a closed meeting must:
(a) be in accordance with The Local Authority Freedom of Information and
Protection of Privacy Act;
(b) the titles or subject of the item(s) to be discussed; and
(c) include the reason for the council meeting to be held in a closed meeting.
54.3. No bylaw or resolution shall be passed during a closed meeting.
55. Motion Contrary to Rules
55.1. The mayor may refuse to put to council a motion which is, in the opinion of
the mayor, contrary to the rules and privileges of council.
56. Withdrawal of Motions
56.1. The mover and seconder of a motion may withdraw it at any time prior to a
vote being taken or prior to the motion being amended.
57. Motion to Reconsider
57.1. A motion to reconsider shall apply to resolutions only, and shall not apply to
bylaws passed by council.
57.2. A motion to reconsider is in order whether the original motion passed or
failed.
57.3. A motion to reconsider may only be made at the same council meeting as the
original motion was voted on.
57.4. A motion to reconsider must be moved by a member who voted with the
prevailing side of the original motion.
57.5. When a motion loses on a tied vote, the prevailing side is those who voted
against the motion.
57.6. A motion to reconsider may be seconded by any member regardless how the
member voted on the original motion.
57.7. A motion to reconsider is debatable only if the motion being reconsidered is
debatable.
57.8. A motion to reconsider cannot be amended.
57.9. A motion to reconsider shall require a majority vote of the members present
at the meeting.
57.10. If a motion to reconsider is adopted, the original motion is immediately placed
before council to be reconsidered.
57.11. Once a vote on a motion to reconsider has taken place, there shall be no
further motion to reconsider that resolution.
58. Motion to Rescind
58.1. A motion to rescind shall apply to resolutions only, and shall not apply to
bylaws passed by council.
58.2. A motion to rescind is in order only when the original motion passed. No
motion to rescind shall be necessary when the original motion failed.
58.3. A motion to rescind may be made at any time following the council meeting at
which the original motion was voted on regardless of the time that has
elapsed since the original vote was taken.
58.4. A motion to rescind may be moved and seconded by any council member
regardless how they voted on the original motion.
58.5. A motion to rescind is debatable.
58.6. A motion to rescind may be amended.
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58.7. A motion to rescind shall, in all cases, require a majority vote of all council
members to pass.
58.8. A motion cannot be rescinded:
(a) when the making or calling up of a motion to reconsider is in order;
(b) when action on the motion has been carried out in a way that cannot be
undone; or
(c) when a resignation has been accepted or actions electing or expelling a
person from membership or office have been taken.
59. Motion to Postpone
59.1. Where a majority of all members decide to postpone a motion to a fixed date,
the motion cannot be considered by council until the fixed date.
59.2. Notwithstanding subsection 59.1, council may consider a postponed motion
before the fixed date if a majority of members agree that the motion may be
considered before that date.
59.3. The only amendment allowed to a motion to postpone to a fixed date is to
change the date.
60. Motion to Refer
60.1. A motion to refer a matter shall not be amended or debated except with
respect to the conditions of the referral or the time required to carry out the
review.
60.2. A member making a referral motion generally should include in the motion:
(a) the terms on which the motion is being referred; and
(b) the time when the matter is to be returned.
61. Debate on Motion
61.1. No member shall speak more than once to a motion, until each member has
been provided an opportunity to speak on the motion, except to explain a
material part of their speech which may have been misquoted or
misunderstood.
61.2. The mover of the motion shall be given the first opportunity to speak.
61.3. The mover of the motion shall be allowed a reply at the conclusion of the
debate.
62. Legal Advice
62.1. Where a majority of the members present at a council meeting wish to
receive legal advice in private, council may recess for a period of time
sufficient to receive legal advice.
63. Voting of council
63.1. A member attending a council meeting shall vote at the meeting on a matter
before council unless the member is required to abstain from voting pursuant
to the Act or any other Act.
63.2. If a member is not required to abstain from voting on a matter before council
and abstains from voting, the council member is deemed to have voted in the
negative.
63.3. The administrator shall ensure that each abstention is recorded in the
minutes of the meeting.
64. Voting of Mayor
64.1.The mayor shall vote with the other members on all questions.
65. Majority Decision
65.1.Unless a greater percentage of votes is required by any provision of this bylaw,
at every council meeting, all questions are to be decided by a majority vote of
the members present.
66. Recorded Vote
66.1.Before a vote is taken by council, a member may request that the vote be
recorded.
66.2.If a vote is recorded, the minutes must show the names of the members present
and whether each voted for or against the proposal or abstained.
67. Tied Vote
67.1.If there are an equal number of votes for and against a resolution or bylaw, the
resolution or bylaw is defeated.
PART VI – COMMITTEES
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68. Procedure for Appointments
68.1.The administrator shall utilize the following procedure for appointments to
committees:
(a) Prior to November 1st, by advertisement, invite submissions from the
public for appointments to which council is entitled to make appointments
to in the ensuing term;
(b) Prior to November 1st, invite submissions from members of council for
appointments to which council is entitled to make appointments to in the
ensuing term;
(c) Obtain information from the various committees that council is entitled to
make appointments to in the ensuing term regarding the dates and times
of their regular meetings and the attendance by council appointed
representatives in the previous term; and
(d) Compile all applications received and provide the compiled applications to
council.
69. Term
69.1. Appointments to committees shall be for a two (2) year term beginning on
January 1st to December 31st of the following year.
69.2. Notwithstanding subsection 70.1, in a general election year, the term of
appointments shall be reduced to coincide with the day of the election.
69.3. Appointees may be reappointed from term to term to a maximum of two (2)
terms on one (1) particular committee.
69.4. A member of any committee, excluding members of council, shall only be
appointed to a maximum of two (2) committees at one (1) time.
69.5. The administrator or committee secretary shall advise council of any
members absent for more than two (2) meetings within a calendar year, and
request that a warning correspondence be forwarded to the member, as well,
if the member misses three (3) meetings, within a calendar year, council be
advised to decide if the member should be removed from the committee.
69.6. Council may, in its discretion, revoke the membership of any individual whom
has been appointed to a committee.
70. Committee Procedures
70.1. Council may from time to time establish a committee in response to specific
issues requiring immediate or long term attention.
70.2. The membership and jurisdiction of a committee shall be as provided for in
the enabling legislation or as directed by council.
70.3. The mayor is an ex-officio voting member of all committees established by
council pursuant to the Act, unless council provides otherwise, and when in
attendance, possesses all of the rights, privileges, powers and duties of other
members, whether elected or appointed.
70.4. The mayor's attendance shall not, however, be included for the purpose of
determining a quorum.
70.5. Municipal officials shall act only in an advisory capacity to committees of
council and shall not be considered voting members or have any voting
privileges in respect to participation on any committee appointment.
70.6. The chair of all committees established by council shall be designated by
council, unless council directs otherwise.
70.7. All councillors may attend the meetings of committees established pursuant
to the Act, and may take part in the proceedings of the same, except that
non-committee members shall not have a vote.
70.8. Each committee shall meet as soon as possible after it has been appointed
and where a chair has not been appointed by council, members of that
committee shall select a chair and vice-chair, and if required, decide the day
and time for holding its regular meetings.
70.9. The chair shall preside at every meeting, participate in the debate and shall
vote on all motions.
70.10. In the absence of the chair, the vice-chair shall preside, and in the absence of
both the chair and the vice-chair, one (1) of the other members of the
committee shall be elected to preside, and shall discharge the duties of the
chair during the meeting or until the arrival of the chair or Vice-chair.
70.11. An act or proceeding of a committee is not effective unless it is authorized or
adopted by a resolution at a duly constituted public committee meeting.
70.12. Everyone has the right to be present at committee meetings that are
conducted in public unless the chair expels a person for improper conduct.
70.13. Subject to subsection 14, committees shall conduct all committee meetings in
public.
70.14. Committees may close all or part of the meeting if the matter to be discussed
is within one (1) of the exemptions in Part III of
The Local Authority Freedom of Information and Protection of Privacy Act.
70.15. Notice of regularly scheduled committee meetings is not required to be given.
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70.16. If a committee changes the date, time or place of a regularly scheduled
meeting, the Secretary shall give at least twenty-four (24) hours’ notice of the
change to:
(a) any members of the committee not present at the meeting at which the
change was made; and
(b) the public.
70.17. Notwithstanding subsection 71.16, a committee meeting may be held with
less than twenty-four (24) hours' notice to all members and without notice to
the public if all committee members agree to do so, in writing, immediately
before the beginning of the meeting.
70.18. The consent to waive notice of a change in date, time or place of a meeting
pursuant to subsection 70.17 may be given in person or by facsimile,
electronic mail and other similar means.
70.19. If a committee cancels its regularly scheduled meeting, the secretary of the
committee shall give at least twenty-four (24) hours' notice of the change to:
(a) all members not present at the meeting at which the decision to cancel
was made; and
(b) the public.
70.20. The Secretary shall call a special meeting of a committee whenever
requested to do so, in writing, by the chair or by a majority of the committee
members in the same manner as set out in subsection 70.17.
70.21. For committees operating without regularly scheduled meeting, it shall be the
duty of the chair, or in the chair's absence, the Secretary to call a meeting of
the committee whenever requested in writing to do so by a majority of the
committee.
70.22. The business of committees shall be conducted in accordance with the rules
governing the procedure of council or as otherwise established by council for
the committee or established by the committee.
70.23. Each committee, whom the administrator does not provide secretarial
services to, will recommend to the administrator the appointment of a
Secretary, who will be responsible for:
(a) tracking the attendance;
(b) preparing meeting agendas and minutes; and
(c) reporting the committee's decisions to council.
70.24. When a person, or a group of persons, wishes to bring any matter to the
attention of a committee or appear as a delegation, a communication shall be
addressed to the administrator or the secretary and will be subject to the
requirements set out in sections 22 to 26 of this bylaw.
70.25. Upon receipt of such communication, the administrator or Secretary shall
place the communication on the agenda of the next meeting of the committee
for its consideration;
70.26. All submissions to committees must be received by the administrator or
Secretary within the established deadlines, usually four (4) business days
prior to the meeting.
70.27. Reporting to committees shall be provided through the administrator or the
secretary.
70.28. Any notice respecting a committee meeting is deemed to have been given to
a member if the notice is:
(a) delivered personally;
(b) left at the usual place of business or residence of the member; or
(c) at the request of the member, provided or sent to the member by ordinary
mail, telephone or voice mail, facsimile or electronic mail or similar
method at the number or address specified by the member.
70.29. Notice to the public of a committee meeting as required by subsections 70.16
to 70.19 is sufficient if the notice is posted at the municipal office.
70.30. Any unfinished business remaining at the time of the adjournment shall be
considered at the next regular meeting of the committee or at a special
meeting called for that purpose.
70.31. The Secretary shall record the minutes, without note or comment.
70.32. The minutes of the committee shall be distributed to each member at least
twenty-four (24) hours' before the next committee meeting for consideration.
70.33. After the minutes have received approval of a majority of the members
present, they shall be signed by the presiding member and secretary. Once
signed, the original minutes shall be forwarded to the administrator for
presentation to council and for safekeeping.
70.34. All minutes, once approved, shall be open for inspection by the public.
70.35. No member shall release or otherwise make public any information
considered at a closed meeting, including discussion of the content of such a
meeting with persons other than with members of council or with civic staff
who are privy to that information:
(a) unless authorized by council; or
(b) until the matter is included on a public agenda of council.
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70.36. Every committee shall report to council, and no action of any committee shall
be binding on the municipality unless:
(a) power to take such action is expressly conferred on the committee by
legislation, bylaw or resolution of council; or,
(b) council has considered the report of the committee and if adopted, shall
become the resolve of council.
70.37. The conduct of delegations or the public at committee meetings, which they
are entitled to attend, shall be subject to the requirements as set out in
section 38 of this bylaw.
70.38. The conduct of members shall be subject to the requirements as set out in
section 39 of this bylaw.
70.39. The chair may request any individual to be expelled from a meeting, in
accordance with the guidelines as set out in section 40 of this bylaw.