Body: Council Type: By-law Meeting: Regular Date: 2016 Collection: By-laws Municipality: South Frontenac
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THE CORPORATIONOF THE TOWNSHIPOF SOUTH FRONTENAC BY-LAW2016-71 BEING A BY-LAW TO PROVIDE FOR GOVERNINGTHE PROCEEDINGSOF THE COUNCIL, THE CONDUCT OF MEMBERS AND THE CALLING OF MEETINGS
WHEREAS Section 238 (2) of the Municipal Act, 2001, c. 25, as amended (the
Act), provides that Council shall adopt a Procedure By-law for governing the calling, the place and proceedings of meetings; AND WHEREAS Section 2. 1 of the Act provides that the procedure by-law shall provide for public notice of meetings;
NOW THEREFORE the Council for The Corporation of the Township of South Frontenac hereby enacts as follows:
That the proceedings of all Council meetings, the conduct of members and the calling of meetings shall be in accordance with the procedures and rules as set down in Schedule “A” attached hereto.
This by-law shall come into force and take effect on the date of its passing.
All other previous procedural by-laws are hereby repealed.
NOW THEREFORE THE CORPORATION OF THE TOWNSHIP OF SOUTH
FRONTENAC, BY ITS COUNCIL, HEREBYENACTSAS FOLLOWS: Dated at the Township of South Frontenac this 15th day of November, 2016. Read a first and second time this 15th day of November, 2016. Read a third time and finally passed this 15th day of November, 2016. The Corporation of the Township of South Frontenac
Ron Vandewal, Mayor
’ef Administrative Officer
SCHEDULE"A" TO BY-LAW2016-71
PROCEDURALRULES General
2.1 Page 1 of 2
2.1 GENERAL (a) INTRODUCTION- This section addresses both basic procedural items and other more complex questions and issues that might arise in Council or Committee meetings. Well-documented procedures result in more productive Council meetings and lessen the amount of extraneous debate on unrelated topics. (b)
DEFINITIONS- Listed below are definitions of common procedural terms:
AGENDA and Orders of the Day are synonymous.
AMENDMENT means a change in the form of a Motion. An amendment is designed to alter or vary the terms of the main Motion without materially changingthe meaning. It may propose that certain words be left out, that certain words be omitted and replaced by others, or that certain words be inserted or added. Every amendment must be strictly relevant to the question being considered.
CLERKmeans the C.A. O./Clerk or the Deputy Clerk acting in the Clerk’s absence or in the absence of both the CAO/Clerk and the Deputy Clerk, another person appointed by Council resolution.
CLOSED SESSION means a meeting or a part of a meeting of Council or a Committee which is closed to the public. All meetings shall be open to the public except as provided for in the Municipal Act. 2001, Ch. 25, Section
COMMITTEE means any advisory or other committee, subcommittee or similarentity of Council.
COMMITTEECHAIR is the person presiding at meetings of Committees of Council. Elected by the Committee from its members and may be removed only by vote of a majority of the Committee.
COMMITTEEOF THE WHOLEmeans Council sitting in Committee.
COUNCILmeans the Council of The Corporation of the Township of South Frontenac.
HOLIDAYmeans a holidaywith pay (or statutory holiday) as identified in the current C. U. P. E., Local 4336, Collective Agreement.
IN-CAMERASESSIONshall have the same meaning as closed session (see item #4)
MEETING means any regular, special, committee or other meeting of Council.
MEMBERmeans a member of Council and a member of a Committee; MINUTES - In strict accordance with the Municipal Act, 2001, Ch. 25, Sect 228, record, without note or comment, of all resolutions, decisions and other
proceedings of Council
MOTIONand resolution shall be considered synonymous and will include an original motion or an amendmentto a motion;
15)
PROCEDURALRULES
2.1
General
Page 2 of 2
POINT OF ORDER The purpose of raising a point of order is to bring to the attention of the presiding officer that a rule has been broken or an error in procedure has been made as follows:
a) Breachesof the rules of order of Council; b) Difficulty in continuation of the meeting; c) Improper, offensive or abusive language; d) Notice that the discussion is outside the scope of the motion or the notice of motion;
e) Irregularities in the proceedings.
PRESIDING OFFICER is the Mayor or in his/her absence, Deputy Mayor or in his/her absence the acting head of Council whom presides at meetings of Council or the Chairof a Committee meeting;
QUORUM means a majority of the whole number of members required to constitute Council or a Committee.
QUESTIONmeans that the vote now be taken.
RECORDED VOTE means the calling for the yeas and nays of all members of Council by any member of Council and the yeas and nays of each individual member of Council shall be so noted in the minutes.
RULESOFORDER(See 2.2. (b))
WEBSITE means the Official Website of the Corporation of the Township of South Frontenac - www.southfrontenac. net
2.2
PROCEDURAL RULES
2.2
Meetings
Page 1 of 3
MEETINGS
(a) MEETING LOCATION - All meetings of Council shall be held at the municipal complex, 4432 George Street, Sydenham, Ontario, unless otherwise stipulated in a resolution of Council
(b) RULESOF ORDER- The rules of order established bythis by law shall govern Council meetings and all Committees of Council. Wherethis by law is silent on an issue Robert’s Rules of Order shall apply. (c) SEATING - During a meeting no person is permitted to come within the enclosure formed by the members’ chairs or to address Council unless that person: .
Is a member of Council
.
Is the C. A. O., the Clerk or Recording Secretary
.
Has been given permission from the Presiding Officer
(d) CHAIR-The presiding officer of the Council shall be the Mayor. In his or her absencethe DeputyMayorshall preside. The Deputy Mayorwill have the powers and duties of the Mayorwhen performing in that capacity. If neitherthe Mayor nor the Deputy Mayor is present to open the meeting, the Council shall elect a presiding officer.
(e)
CONVENINGMEETINGS- The inaugural meeting of Council shall be held
on the first Tuesday in December at 7 o’clock p. m. but shall not be later than 31 days after Council term commences.
Unless otherwise stipulated, Council shall meet at 7:00 p. m. on the first and third Tuesday in each month from January to December inclusive with the exception of the months of July and Augustwhen only one meeting will be held each month, on the first Tuesday of the month. If needed, Council will convene at 6:00pm and then proceed into closed session returning to open session at 7:00 p. m.
Council will not meet on a statutory holidaynorwill it meet between Christmas and New Years.
Should a Council meeting conflict with any committee meeting, such committee meeting shall be rescheduled after consultation with the Committee Chair.
The Clerk will advertise any meeting date changes caused by this policy.
Council reserves the rightto dispensewith or alterthetime, dayor place ofany meeting by resolution.
(f)
NOTICEREQUIREMENTS Notice to Members of Council and Staff
The Clerk will give notice of all Council and Committee meetings to members of Council and to all Department Heads. The notice will be accompanied by an agenda and any other matter to be addressed at the meeting.
The Clerk will send the notice by posting the agenda to AgendaNotes. In the event of a system problem notice may be sent by alternate means including; delivery, facsimile, electronic mail to the residence or place of business of each member or by telephone alert. Generally members will receive notice at least three days before the dayof meeting. However failure to receive the notice will not affect the meeting itself, including the timing of or any actions taken there at.
ii.
PROCEDURAL RULES
2.2
Meetings
Page 2 of 3
Notice to the Public
The Clerk shall give notice to the public of all regular meetings of Council and Committee of the Whole meetings by posting a schedule of meeting dates on the Township’s official web site at the beginning of each calendar year. The agendashall be posted on the website and in the office on the Friday preceding the date of the meeting.
The Clerk shall give notice to the public of all special meetings of Council by posting a notice on the Township’swebsite as soon as possible after the date of the special meeting has been confirmed. (g) SPECIAL MEETINGS - A special meeting may be called under the following circumstances: . The Mayor may at any time summon a special meeting. . Upon receipt of a petition of the majority of the members of Council, the Clerk shall call a special meeting for the purpose and at the time mentioned in the petition. Notice may be given by telephone, e-mail or facsimile transmission or posting to AgendaNotes.
Ifthere is no by-law or petition fixing the place of a special meeting, that meeting shall be held at the place where the last regular meeting was held.
(h)
CLOSED SESSION
As per Subsection 239(2) of the Municipal Act, 2001, as amended, a meeting or part of a meeting may be closed to the public if the subject matter being considered is:
a) the security of property of the municipality
b) personal matters about an identifiable individual, including municipal employees
c) a proposed or pending acquisition or disposition of land by the municipality; d) labour relations or employee negotiations e) litigation or potential litigation including matters before administrative tribunals effecting the municipality
f) advice that is subject to solicitor client privilege including communications necessaryfor that purpose;
g) a matter in respect of which a council, board, committee or other body has authorized a meeting to be closed under another Act; or
h) if the meeting is held forthe purpose of educating or training the members: and at the meeting, no member discusses or otherwise deals with any matter in a waythat materially advances the business or decision-making of the council, local board or committee; A meeting shall be closed to the public if the subject matter relates to the consideration of a request under the Municipal Freedom of Information and Protection of Privacy Act if the Council is the head of the institution for the purposes of the Act.
Priorto holding a meeting or part of a meeting that is to be closed to the public, Council shall state by resolution the fact that a closed meeting is being held and the general nature of the matter to be considered at the closed meeting. A meeting may only be closed to the public during a vote, if: .
the subject matter is as defined above; and
.
the vote is for a procedural matter or for giving directions or instructions to officers, employees or agents of the municipality or persons retained by or under contract with the municipality
i.
PROCEDURALRULES
2.2
Meetings
Page 3 of 3
All information, documentation or deliberations received, reviewed or taken
into a closed meeting is confidential.
ii.
The response of Members to enquiries about any matter dealt with by Council or a Committee of Council at a closed meeting, priorto it being reported publicly, shall be “no comment”, or words to that effect. No member shall release or make public any information considered at a closed meeting or discuss the content of such a meeting with persons other than members of Council or relevant senior staff members included in the Closed Session.
iii.
Any violation of this regulation may result in exclusion of the offending Member from future closed meetings of Council or a Committee of Council and that Member no longer being provided with correspondence, material
or information proposed to be dealt with by Council at a closed meeting. iv.
The determination of whetheror not a violation of the closed meeting provision of this By-law and the length of the exclusion from closed meetings if so determined, shall be made by Council, and Council in Closed
Session shall considerthe issue. Priorto this determination by Council, the offending Membershall have the allegation explained to him/her, and he/she shall have the opportunity to provide his/her explanation regarding he matter. The results of Council’s deliberations shall be reported publicly. v.
Despite clause (iv), the Member affected shall not be permitted to vote on a motion respecting his/her purported violation of the closed meeting provision of the procedural by-law, his or her exclusion from closed meetings, or the length of any such exclusion.
vi.
The release of any information about any matters dealt with by Council at a closed meeting shall be by the Mayor or his delegate only. Once the Mayor or his delegate has released the information, it shall be considered to be
public information and a Member may discuss the matter without being considered to be in violation of this By-law.
vii.
Agendas, minutes or any items thereon for consideration by Council at a closed meeting shall not be released to the public.
(i)
COMMITTEE OF THE WHOLE COUNCIL
Committee oftheWhole Council meetings will be held on the 2ndand 4thTuesdays of each month, if required, except during July and August, and shall follow similar rules of procedure as Regular Meetings of Council, except that discussions may be less formal. As appropriate direction provided to staffwill be incorporated into reports and will be brought forward for formal approval at Council.
Resolutions
adopted by Committee of the Whole shall NOT be binding on Council.
Committee ofthe Whole meetings of Council shall be open to the publicexcept as otherwise provided by The Municipal Act. (See Section 2. 2(h)).
2.3
PROCEDURALRULES
2.3
Agenda
Page 1 of 2
AGENDAS (a)
REGULAR MEETINGS - The Clerk will prepare an agenda for the use of members at regular meetings. The Agenda shall be posted in the Municipal Building, Sydenham and delivered to each member of Council by posting to AgendaNotes not less than two days(48 hours) prior to the meeting date. The Clerk will attach copies of all relevant correspondence to the agenda packagefor Council information. All items of businessfor the agenda will be received by the Clerk by 12:00 noon on the Thursday priorto the meeting date. The business of each meeting follows the order in which it stands on the agenda. The agenda for a meeting may only be amended at that meeting by a motion supported by a majority of the members present. Any undisposed matters will be placed on the agenda for the next meeting.
NOTE: When a “Closed Session” meeting is required, Council will convene at 6:00 p. m., proceed into closed session and then reconvene
at 7:00 p.m. in open session.
COUNCILAgenda:
-
Call to Order.
-
Declaration of pecuniary interest and the general nature thereof
-
Scheduled Closed Session
-
Recess
-
Public Meeting
-
Approval of Minutes
-
BusinessArising
-
Reports Requiring Action
-
Committee Meeting Minutes 10)By-laws 11)Reports for Information 12)lnformation Items 13)Notice of Motions 14)Announcements
15)Question of clarity (from the public on outcome of agenda items) 16)Closed Session (if requested) 17)Confinnatory By-law 18)Adjoumment.
COMMITTEEOF THE WHOLEAgenda:
-
call to order
-
Declaration of pecuniary interest and the general nature thereof
-
Scheduled Closed Session
-
Recess
-
Delegations
-
Reports Requiring Direction
-
Reports for Information
-
Rise and Report from Committees of Council (rotating basis)
-
Information Items 10)Notice of Motions 11 )Announcements
12)Question of clarity (from the public on outcome of agenda items) 13)Closed Session (if requested) 14)Adjoumment.
During July and August a blended meeting agenda will be used incorporating both delegations and public meetings.
(b)
PROCEDURALRULES
2.3
Agenda
Page 2 of 2
DELEGATIONS- Delegationswill be received by Council when sitting as Committee of the Whole only. Delegations will be limited to a maximum ten minute presentation, unless otherwise approved by Council, and are considered in the following order:
- Those persons Council has requested or commissioned to appear (e. g. representatives of senior government, consultants). Council may grant
additional time to those commissioned to appear without effecting the time allotment to other delegates 2) Citizens, organizations or their representatives who have notified the
Clerk in writing of theirdesire to appear before the appropriate Committee no later than 12 o’clock noon on the Thursday prior to the meeting date.
- Those persons not included on the agenda but who have requested and been granted permission by Council to address the meeting. All delegations must provide a written summary of their presentation to the Clerk prior to 12:00 noon on the Thursday prior to the Committee meeting at which they will be appearing. All Delegates will be encouraged by the Clerk to resolve concerns with the appropriate department head, prior to seeking delegation status.
Only topics which have come before Council or are scheduled to appear on Council’s agenda are to be scheduled for delegate status. Unrelated topics require the delegate to be sponsored by a member of Council, prior to being scheduled. Members of Council may sponsor a delegation by emailing the clerk requesting that the individual / group be given delegate status.
2.4
PROCEDURALRULES
2.4
Quorum, Presiding Officer
Page 1 of 1
QUORUM. PRESIDINGOFFICER
(a) REGULAR MEETINGS - As soon as there is a quorum after the hour fixed for the meeting, the Presiding Officerwill assume the role as Chairand call the members to order. The Clerk will then take note of attendance.
(b) TIME LIMIT- The time limit for a quorum is 30 minutes afterthe time appointed for the meeting. If no quorum is present after 30 minutes, the Council or
Committee will stand adjourned until the next regular day of meeting or until a special meeting is called. The special meeting will deal with the matters intended to be addressed at the adjourned meeting. The Clerk will record the names of the members present at the expiration of the time limit and append this record to the next agenda.
(c) PRESIDING OFFICER - The Presiding Officer shall oversee the conduct of the meeting including: . Call the meeting to order . Introduce the items listed on the Agenda in the order presented unless otherwise determined by Council . Call on the CAO or Department Head to address staff reports
. . .
Call on the Clerk to read the motion or by-lawas requested by the Presiding Officer Designatethe Council Memberor Staff Memberas to who has the floor to speak To put to a vote all questions which are property moved and seconded and after full discussion has been provided, and announce the results of the vote
. .
Ensure the preservation of good order and decorum Ruling on points of order and privilege
.
Deciding all questions relating to the orderiy procedure of the meeting subject to an appeal by any member of Council from any ruling of the Presiding Officer
The Presiding Officer may expel any person for improper conduct at a meeting. At Committee of the Whole the Presiding Officer may state his or her position on any matter before Council following the discussion of Council. This will not require the Presiding Officer to relinquish the chair.
At Council the Presiding Officerwill vacate the chair prior to; stating his or her position on any matter before Council, making a motion or serving a notice of motion. If making a motion, the presiding officer shall remain out of the chair during the debate and vote on the subject.
PROCEDURALRULES
2.5
Conduct of Council Members
Page 1 of 2
2.5 CONDUCTOF COUNCILMEMBERS a)
SPEAKING- Each member must be recognized bythe Presiding Officer
before speaking on any matter or motion. A member may not speak more than once on a matter without leave of the Presiding Officer, except:
-
In explanation of a material part of the speech which may have been misunderstood; or
-
In reply after everyone else wishing to speak has spoken
Generally no member may speak to the same matter or in replyfor longerthan 5 minutes.
Through the Presiding Officer, a member may askfor an explanation of any part of the previous speaker’s remarks. A member may also, through the Presiding Officer, ask questions to obtain information relating to the report or minutes presented to Council or any clause contained therein. Howeverthis must be done prior to the commencement of the debate on the report, minute or clause.
Following the reading of a motion and during debate, all questions to staffare to be addressed through the Presiding Officer. b)
CONDUCT- Members shall not:
-
Speak disrespectfully of the Reigning Sovereign, any member of the Royal Family, the Govemor-General or a Lieutenant-Govemor;
-
Use offensive words or unpariiamentary language in Council;
-
Disobeythe rules ofthe Council or decision of the Presiding Officeror of Council on questions of order or practice;
-
Leave his or her seat or make any noise or disturbance while a vote is being taken and the result is declared;
-
Enterthe Council Chamberwhile a vote is being taken;
-
Interrupt a member while speaking, except to raise a point of order;
-
Pass between a memberwho is speaking and the Chair. c)
DRESS CODE
Each member of Council is personally accountable for presenting themselves in a professional manner at all Council meetings.
d)
DECLARATIONSOF CONFLICTOF INTEREST
Members shall at all times conduct themselves in accordance with the
requirements of the Municipal Conflict of Interest Act, Chapter M50, Revised
Statutes of Ontario 1990, including any subsequent amendments, revisions and regulations thereto.
All declarations and disclosures made in accordancewiththe Act shall be made by the member in accordance with the Act.
If, after making such a declaration, the member determines that he/she does not
havea Conflict of Interest, then a public statement to that effect shall be made by the member. Such public statement may be in the same form and substance as the original declaration.
e)
PROCEDURALRULES
2.5
Conduct of Council Members
Page 2 of 2
DISCIPLINARYACTION
It is not the intention of discipline in a meeting to punish a member but to change the behaviourof the member. If a member commits a breach of conduct, the escalation of remedies is as follows:
-
The Presiding Officer requests that the member refrain from breaking the rules and specifies the infraction or rule being broken.
-
Ifthis fails, the Presiding Officer provides a sterner warning by calling the member to order.
-
If, after this instruction, the member continues with the action or refuses
to be seated the Presiding Officer may, if the breach of conduct is serious enough, request that the offending member to apologize or failing an apology to be expelled from the meeting.
Ifexpulsion from the meeting is ordered, the Presiding Officer may establish and appoint individuals to escort the member from the meeting room. Ifthe member refuses to leave, the appropriate civil authorities should be called.
f)
EARLY DEPARTURE FROM MEETINGS
A memberwhowishesto leave a meeting priorto the adjournment must so advise the Presiding Officer. The recording officer will note the member’s time of departure.
g)
NOTICE OF ABSENCE FROM MEETING
Ifa member can not be in attendance at a meeting, they should notify the Clerk or the Executive Secretary oftheir absence at their earliest opportunity. h)
CHAIN OF OFFICE
The Mayorshallwearordisplaythe Chain ofOfficeat each Council meeting. The Mayor may at his or her discretion wearthe Chain of Officeon ceremonial
occasions.
PROCEDURALRULES
2.6
Motions
Page 1 of 3
2.6 MOTIONS
(a) NOTICEOF MOTION- The Clerk may receive a notice of motion at any time during a Council meeting. Howevertheywill become part ofthe agendafor the subsequent Council meeting unless otherwise approved by Council. A notice of motion requires a seconderonly at the time of debate.
Ifa motion is not moved and seconded on the dayand at the meeting forwhich notice was given, it cannot be moved at any subsequent meeting without notice being given on the agendaforthat meeting.
(b)
GENERAL- Every motion, once presented to the Presiding Officer,
becomes the property of Council. The presiding officer may call on the Clerk to read the motion. A member can withdraw a motion only when the consent of the majority of Council is present. Motions shall be debated in the order of presentation to the Presiding Officer.
Any member may request that the Clerk read the motion under discussion at any time duringthe debate, exceptwhen anothermember is speaking. Any member may request separation of a motion. Each section of the motion will be voted on separately.
When a matter is underdebate, no motions can be made otherthan a motion: . .
(c)
To refer / defer To amend
.
To adjourn the meeting
.
To vote on the matter
REFER/DEFER- A motion to referordefertakes precedence over any
motion or amendment, excepta motion to adjourn. A motion to refer requires direction as to the body to which it is being referred. A motion to defer must include a reason for deferral. Neithermotion is debatable.
(d) VOTING - When a member makes a motion that the vote now be taken, it shall be put to a vote without debate. Ifa majority ofthe members agree to put a motion to a vote, the motion and any amendments thereto will be submitted to a vote immediatelywithout further notice.
No members may speak or present another motion once the Presiding Officer commences the vote on that motion. Each member present at a Council meeting
will vote whenthe vote istaken on a matter, unless prohibited from so doing by
statute. Any memberwho is present but refuses to vote or abstainsto vote, their vote will be deemed to be a vote in the negative.
A recorded vote on a motion before Council maybe requested at anytime byany Council member before the vote is taken or after the vote has been taken unless
Council has commenced discussion on a new matter on the agenda.
When a member requests a recorded vote, all members will vote inthe following order when polled bythe Clerk in alphabetical order and Mayor. The Clerk will note the names of those who voted for and against in the minutes, and will announce the results.
Ifa memberdisagreeswiththe results ofthe vote, heorshe mayobjectto the decaration and ask that the Clerk retake the vote. An objection to any resolution shall not be recorded unless a recorded vote is requested.
PROCEDURALRULES
2.6
Motions
Page 2 of 3
(e) AMENDMENT- A member may present only one amendment to the main motion at a time. Another amendment may be introduced only afterthe previous one has been disposed of. An amendment that has been seconded may not be withdrawn and must be dealt with.
(f) NEW MATTER - A member may not introduce a new matter without notice, unless Council without debate dispenses with the notice requirements by twothirds vote.
(g)
RECONSIDERATION
i)
A member who voted with the prevailing side may move for reconsideration at the same meeting as follows: If the motion to reconsider receives a seconder, the motion for
reconsideration shall be open to debate and voted upon. The motion will require the votes oftwo thirds of members present to pass.
Ifadopted, the motion to reconsidertemporarily nullifiesthe previous decision. The main motion originallyvoted on is again pending. The motion may now be amended or considered as moved and voted upon. Example:
- Original Motion
-> Vote
-
Motion to Reconsider -> Vote
-
Reconsideration of main motion (it may now be amended)-> Vote ii)
Ifa member who voted on the prevailing side presents a motion for reconsideration at a subsequent meeting, the motion must be
preceded bya notice of motion. At the subsequent meeting, the motion to reconsider follows the same process, as noted above. It
will require a two thirds majority vote of the members present to carry.
Example: Meeting #1 Meeting #2 Meeting #3 Meeting #3
Vote on original motion Notice of Motion to be received Motion to Reconsider to be voted on
Matterfor Reconsiderationto be voted on
No matter may be reconsidered more than once in a twelve-month period. A notice of motion for reconsideration will not stop or delayaction on the decided matter unless Council agrees otherwise. Inthis case. Council must approve the injunction by a two-thirds majority vote of the members present. If Council approves a motion to reconsider, the reconsideration will become the next order of business, unless the motion calls for a future definite date. Debate
on the matter shall proceed as though it had not been previously voted upon. The debate must be confined to reasons for or against reconsideration only.
(h)
ADJOURNMENT- A motion to adjourn a meeting will be in orderexcept: When a member is in possession of the floor. When it has been decided that the vote now be taken. During the taking of a vote.
Ifdetermined in the negative the vote shall not be taken again until some intermediate proceedings have been taken by Council
PROCEDURALRULES
2.6
Motions
Page 3 of 3
Members may not leave their places on adjournment until the Presiding Officer vacates the role as Chair.
Council will adjourn at 1 0:00 p. m. if in session at that hour, unless determined otherwise by a majority vote of the members present.
(i) BYLAWS - The agenda may contain a summary ofthe contents of each bylaw. Ifa majority of Council requests, the Clerk will read the by-law in its entirety. All by-laws must be passed in meetings that are open to the public.
A Confirmatory By-law, to confirm the proceedings of Council during the meeting, will be placed before Council each meeting.
(j) SUSPENSIONOFTHE RULES- Any Member may requestthatthe rules ofprocedure be temporarily suspended. An example of a motion to suspend the rules would be to extend the meeting past 10:00 p. m. (k)
ULTRA VIRES - No motion shall be put on a matter which is Ultra Vires the
jurisdiction of Council
(I)
CHANGESTO COUNCILCOMPOSITION
Where Council wishes to
consider changes to the composition of council:
-
5 votes shall be required to support the change,
-
At least one Councillor from each district shall support the change,
There shall be widespread consultation with voters before any proposal is adopted including at least one public meeting in advance of day of the meeting where the resolution is decided. Normal municipal procedures for public notice shall apply.
PROCEDURAL RULES
2.7
Committees
Page 1 of 1
2.7 COMMITTEES (a)
SPECIALPURPOSECOMMITTEES- Council may from time to time
appoint, by resolution, special purpose or “Ad Hoc” committees with Terms of Reference as set out in the appointment resolution.
(b)
EXTERNALCOMMITTEES/BOARDS- Council may from time to time
appoint, by resolution, individuals to external committees or boards. The term of
office for community members shall be two terms, the length of which will be decided by Council. Terms are to be staggered such that there is always a productive mix of experienced and new volunteer members. (c)
COMMITTEE CHAIR - Each Committee at its first meeting in the year will
elect a Committee Chair and Committee Vice-Chair from its members. The
Committee Chair may be removed only by a vote of a majority of the Committee. The Chair of the Committee of Adjustment and South Frontenac Recreation shall serve as Chair for a period of no more than two consecutive years.
The Committee will also at the first meeting arrange its own schedule of meetings. (d) QUORUM - A quorum shall be a majority of those appointed to a Committee by Council. A majority is more than half of the total number of those appointed to the Committee (Bourinet’s Rules of Order).
(e) COMMENCEMENTOF MEETINGS- If a Committee Chairor Committee Vice-Chairis not present within fifteen minutes from the time of the opening of the Committee meeting, the members present will elect another member of the
Committee to preside. That memberwill dischargethe duties of the Presiding Officerfor that meeting, or until the arrival of the Committee Chairor Vice-Chair. (f) RULES - The rules governing the procedure of Council will be observed in all Committees, except that the number of times speaking on a question will not be limited.
(g)
VOTING - The Mayor or his/her designate will be an ex-officio member of all
Committees of Council. Further the Mayor or designate will have the same rights and privileges as anyother Committee member and may constitute part of the quorum.
Any member, including the Committee Chair, may propose or second a motion. When the Committee Chair proposes a motion, he or she must vacate the chair to the Acting Chair of the Committee during the debate on the motion and resume
the chairfollowing the vote. All members will vote on all motions exceptwhen disqualified by reasons of interest or otherwise. A tie vote at the Committee level shall be considered lost.
(h)
DUTIES- The Committee may report to Council any Committee member
who refuses or neglects to attend a meeting. Council may then remove that
memberfrom the Committee and appoint another member in his/herplace. Council may discharge from responsibility any Committee, which refuses or
neglects to give due consideration to any matter before it. Council may then allot such responsibilityto another Committee. All Committees are subject to the control and direction of Council.
Each Committee must submit to Council reports including minutes and recommendations on all matters connected with their duties.
