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Bylaw 524-25 Council Procedural Bylaw
Village of Duchess
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Village of Duchess
In the Province of Alberta
Bylaw 524-25
"Council Procedural Bylaw"
A Bylaw of the Village of Duchess in the Province of Alberta for the purpose of regulating the procedure and
conduct of Council and Council committee meetings.
WHEREAS: The Council of the Village of Duchess has the authority under section 145 of the Municipal
Government Act, R.S.A. 2000 c-M-26, and related amendments, to enact bylaws respecting the establishment of
Council Committees, Procedure and Conduct of Council, Council Committees, and the Conduct of Councillors
and Members of Council Committees; and
WHEREAS: The Council of the Village of Duchess considers it expedient and desirable for effective governance to
regulate the procedure and conduct of Council, Councillors and others attending Council and Council Committee
Meetings in the Village of Duchess;
NOW THEREFORE: the Council of the Village of Duchess enacts as follows:
1.0
Title
1.1
This Bylaw may be cited as the "Council Procedural Bylaw" and applies to all members attending
meetings of Council and Committees established by Council of the municipality.
2.0
Definitions
2.1
In this Bylaw;
2.1.1
"Act" shall mean the Municipal Government Act, R.S.A. 2000 c-M-26, and related amendments;
2.1.2 "ad hoc" shall mean an organization, committee, or commission created for a specific task;
2.1.3
"Administration" shall mean the general operations of the Village, including all personnel, financial and
other related resources, as permitted by the Act;
2.1.4
"Agenda" shall mean the list of items and order of business for any meeting;
2.1.5
"Amend" shall mean a motion to add context or details to currently debated motion;
2.1.6
"Bylaw" shall mean a Bylaw of the Village of Duchess;
2.1.7
"Calendar Day" shall mean each calendar day including the day of scheduled meeting (eg. Thursday is
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the 5th day prior to a scheduled meeting on Monday). In reference to Delegations (Sections 15 of this
Bylaw), 5 calendar days allows for the correlating and copying of information to be included in Council
packages;
2.1.8
"Call the Question" shall mean immediately terminating debate and calling for a vote. This is a non-
debatable motion;
2.1.9
"CAO." shall mean the person appointed to the position of Chief Administrative Officer by the Council of
the Village of Duchess and includes any person that the Chief Administrative Officer may appoint as
his/her designate for purposes of carrying out his/her responsibilities.
2.1.10 "CEO" shall mean the Chief Elected Officer as defined in the Act, which shall be the Mayor unless
otherwise determined by Council;
2.1.11 "Chair" shall mean the person presiding over and conducting meetings;
2.1.12 "Closed Session" means a meeting or part of a meeting that is considered to be closed to the
Public.
2.1.13 "Committee" shall mean a committee created by Council (such as at the annual Organizational Meeting)
that is either a Standing Committee, Special Committee, ad hoc Committee, or a external Council
Committee;
2.1.14 "Committee of the Whole" shall mean a Committee consisting of all members of Council. A meeting of
the Committee of the Whole may be held in camera (in private) or in public session depending on the
issue being discussed;
2.1.15 "Council" shall mean the Mayor and members of Council of the Village of Duchess elected pursuant to
the provisions of the Local Authorities Election Act;
2.1.16 "Councillor" shall mean a Councillor elected to represent the Village of Duchess;
2.1.17 "ex officio" shall mean by right of office, the CEO is a member of all Council Committees and all bodies
to which Council has the right to appoint members. Unless the named member or alternate to the
Committee, the C.E.O. does not have voting privileges;
2.1.18 "Delegation" shall mean any person or persons having permission of Council to appear before Council,
or a Committee of Council to provide pertinent information and views about the subject before Council
or Council Committee;
2.1.19 "Deputy Mayor" shall mean the Member of Council who is appointed pursuant to the Act to act as
Mayor in the absence or incapacity of the Mayor;
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2.1.20 "Mayor" shall mean the Chief Elected Official (CEO) for the Village;
2.1.21 "Member" shall mean a Councillor or Member at Large, appointed by Council to a Committee of
Council;
2.1.22 "Member at Large" shall mean a member of the public appointed by Council to a committee of Council;
2.1.23 "Meetings" shall mean meetings of Council and Council Committees;
2.1.24 "Minutes" shall mean the record of decisions of any meeting recorded in the English language without
note or comment;
2.1.25 "Motion" shall mean an action presented by a Councillor or member of a Committee and made through
the Chair that requests some consideration of action by Council or Committee. For a motion to be
structurally complete, it is required to address the who, what, when, where and why questions;
2.1.26 "Municipality" shall mean the Village of Duchess, a municipal corporation of the Province of Alberta and
includes the area contained within the boundaries of the Village;
2.1.27 "Person" shall include an individual, partnership, association, body corporate, trustee, executor,
administrator, or legal representative;
2.1.28 "Pecuniary Interest" shall mean a pecuniary interest within the meaning of the Act;
2.1.29 "Point of Information" shall mean a question or request directed through the Chair to another Member
or the Administration for information relevant to the business at hand but not related to a Point of
Procedure;
2.1.30 "Point of Order" shall mean the raising of question directed to the Chair to call attention to any
departure from the Procedure Bylaw;
2.1.31 "Point of Procedure" shall mean a question directed to the Chair to obtain information on a matter of
the rules of the Village bearing on the business at hand in order to assist a member to make an
appropriate motion, raise a Point of Order, or understand the situation or the effect of the motion;
2.1.32 "Public Hearing" shall mean a meeting of Council convened to hear matters pursuant to the MGA or any
other Act or any other matter at the direction of Council;
2.1.33 "Question of Privilege" shall mean a raising of a question which concerns a member of Council or the
Council collectively when a member believes that another member has spoken disrespectfully towards
him/her or the Council, or when he/she believes comments have been misunderstood or misinterpreted
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by another member or members.
2.1.34 "Quorum" shall mean a majority (50% + 1) of those members elected and serving on Council;
2.1.35 "Recess" shall mean a non-debatable action for a temporary break of Council/Committee business; any
member may request a recess through the Chair;
2.1.36 "Recording Secretary" shall mean the person assigned to record minutes of the meeting;
2.1.37 "Table" shall mean a motion to delay the consideration of any matter to a definite time, when further
information is to be obtained.
2.1.38 "Urgency" or "emergent items" (in reference to Addendums Section 14.7 of this bylaw). If an item
(Addendum - addition to the agenda) is to be added to a previously distributed agenda, then the
addendum shall pass a test of 'Urgency'. If the addendum is time-sensitive or where failure to provide
immediate action may cause financial or other distress to the Municipality, Council or a Committee, then
the Chair may authorize the addition of the addendum to the agenda. All additions must be supported
by written background information.
2.1.39 "Village" shall mean the Village of Duchess;
3.0
General
3.1
This bylaw shall govern all meetings of Council, Council Committee, Public Hearings and any other
meeting as may be directed by Council.
3.2
When a matter arises relating to proceedings in a meeting which is not covered by a provision of this
bylaw or the Act, the matter shall be decided by the Chair.
3.3
The precedence of the rules governing the procedure of Council is:
3.5.1
the Act;
3.5.2 other provincial legislation;
3.5.3
this bylaw; and
3.5.4
the Chair
3.4
All sections of the Act referenced in this bylaw are for information only and may change as the Act is
amended.
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3.5
In accordance with Section 204 of the Act, the municipal office shall be the Village of Duchess
Administration Office located at 103 2nd Street East, Duchess, Alberta.
3.6
Council of the Village of Duchess shall consist of five (5) elected officials.
3.7
At the Organizational Meeting following the date of the general election, and annually thereafter, not
later than two weeks after the third Monday in October, Council Members shall elect one of its elected
officials as Mayor and one of its elected officials as Deputy Mayor.
3.8
The CEO shall be referred to as the Mayor.
3.9
Responsibilities of the Mayor are established in Part 5, Division 3, Duties, Titles, and Oaths of Councillors
of the Act.
3.10
When the Mayor, through illness, absence or other cause, is unable to perform the duties of this office,
or when the office is vacant, the Deputy Mayor has all the powers and shall perform all the duties of the
Mayor during the Mayor's inability or absence.
3.11
When both the Mayor and Deputy Mayor, through illness, absence or other cause, are unable to
perform the duties of the office, the Council may appoint a temporary Acting Mayor or Chair as per
Section 152(3) of the Act.
3.12
A Mayor and/or Deputy Mayor who have been appointed to their offices by the Council may resign their
appointments while retaining their seats on the Council.
3.13
When the office of Mayor or Deputy Mayor become vacant by death, resignation, forfeiture or
otherwise, the Council shall forthwith elect one of the Councillors to fill the position for the remainder
of the term of office and in accordance with Section 162 of the Act.
3.14
The Mayor and Members of Council may be paid remuneration, travel, subsistence and out-of-pocket
expenses that may be set by the Council and outlined in the attached Council schedule.
3.15
General duties of Councillors and the Mayor are established in Part 5, Division 3, Duties, Titles, and
Oaths of Councillors of the Act.
3.16
The Council of the Village is responsible for:
3.16.1 Developing and evaluating the policies and programs of the Village;
3.16.2 Ensuring that the powers, duties and functions of the Village are
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appropriately carried out;
3.16.3 Carrying out the powers, duties and functions expressly given to it
under the MGA or any other enactment.
3.17
The Council of the Village will not exercise a power or function or perform a duty that is by this or any
other enactment or by bylaw specifically assigned to the CAO or designated officer.
3.18
These duties and roles of Councillors as established in this bylaw may only be amended, repealed or
suspended by a bylaw passed at a regular or special meeting of Council at which time all Council must be
present.
4.0
Severability
4.1
If any portion of this bylaw is declared invalid by a Court of competent jurisdiction, then the invalid
portion shall be severed and the remainder of the bylaw shall be deemed valid.
5.0
Meetings
5.1
Organizational Meetings
5.1.1 An Organizational Meeting of Council shall be held annually not later than two weeks after the 3rd
Monday in October, as per Section 192 of the Act.
5.1.2
The Councillors shall take the attached Oath of Office upon being elected. (Part 5, Section 3, #156, as per
the Act). By right of this office and taking of the Oath, the Councillor is a Commissioner for Oaths.
5.1.3 The agenda of the Organizational Meeting at which all members of Council must be present,
shall be restricted to:
5.1.3.1 Establishing regular meeting dates, times and location for Council for the next twelve months;
5.1.3.2 Selection of the Mayor and Deputy Mayor by election of elected Councillors;
5.1.3.3 Appointment of Councillors, Designates and Members'-at-Large (form attached) as members
and alternates to Council Boards and Committees and ad hoc Council Committees, as well as any
external agencies, boards and committees to which the Council has the right to appoint
members. These positions will be filled as per each individual board dictates or as changes in
Council positions make appointments necessary;
5.1.3.4 Establish the remuneration, travel, subsistence and out of pocket expenses to be paid to Council
members and members-at large;
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5.1.3.5 Any such other business as is required by the Act;
5.1.3.6 Annual appointment of professionals including but not limited to Assessor, Auditor, Legal
Advisor, Engineer, Weed Inspector, CPO's and Banking Services.
5.1.3.7 Referring to Sections 5.1.3.2 & 5.1.3.4 of this bylaw, the Mayor will lead Council through the
Boards & Committees list. If a Councillor wishes to be the representative or alternate on a
particular board or committee they must verbally indicate their desire when that board or
committee is being addressed. In the case of two or more Councillors wishing to be the
representative or alternate to a board or committee, a vote of Council shall be taken, by either
show of hands or secret ballot. The voting method shall be determined by show of hands.
5.1.3.8 Should a Councillor dispute or disagree with an appointment recommendation, Council as a
whole shall debate the appointment and, by majority vote, complete the final determination.
5.2
Regular Council Meetings
5.2.1
Notice of regularly scheduled meetings, as per Section 5.1.3.1, do not need to be advertised.
5.2.2
Attendance by Councillors is required as pursuant to the Act.
5.2.3
If the date, time or location of a regularly scheduled meeting is altered, the Village shall give at least 24
hours notice of the change:
5.2.3.1 To any member of Council not present at the meeting at which the change was made, and such
notice shall be in accordance with Section 196(1) of the Act; and
5.2.3.2 To the public and such notice shall be by means of posting a notice in the front entry of the
Municipal Office and/or communicating the change in any other way deemed appropriate.
5.2.4
All meetings shall be held in public excepting a "closed session".
5.2.5
The time for Regular Council Meetings shall be the time determined at the annual Organizational
Meeting.
5.3
Special Meetings
5.3.1. Special Meetings shall be held as per Section 194 of the Act.
5.4
Committee Meetings
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5.4.1 Council Committees are created by a motion of Council at a Regular Council Meeting.
5.4.2 The times for the beginning of Council Committee meetings shall be set by motion by the Council
Committee.
5.4.3 Standing Council Committees shall be established and governed by a bylaw approved by Council. Where
appropriate authority is delegated to a Standing Committee, such committee and its' mandate shall be
established by bylaw.
5.4.4 The Mayor shall be deemed to be an ex officio member of all committees of Council. The Mayor cannot
be a member to a committee if the Mayor is not appointed in the personal name.
5.4.5.1 When attending a Committee meeting, to which the Mayor has not been specifically assigned as
a representative, the Mayor shall have a right to vote only when an appointed member of
Council assigned to that committee is absent and the Mayor has been asked, either formally or
informally, to be the representative or alternate.
5.4.6
Administration may be asked to participate as advisors to committees of Council. Unless otherwise
specified in the Terms of Reference of a Committee, advisors are not voting Members.
5.5
Council Committee Chairs
5.5.1 For committees of Council, the position of Chair shall be selected by vote of the members appointed by
Council, which shall include members-at-large appointments.
5.5.2 Where the Village and another Municipality share representation on the Council Committee or Board,
the members shall select the Chair by a vote of the members.
5.6
ad hoc Committees
5.6.1
Council may create an ad hoc Committee by bylaw, to be formed to address a single issue or matter. An
ad hoc Committee shall be deemed as temporary, with a lifespan of no more than twelve (12) months
after creation.
5.6.2 The ad hoc Committee shall be advised of their mandate by Council at the time of creation, and Council
shall appoint the members.
5.6.3
The ad hoc Committee will provide regular written reports to Council at least once a month and Council
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shall determine, with each report, whether there is a need for the ad hoc Committee to continue to
exist.
5.6.4 Should the term of the ad hoc Committee come to an end, or Council determines that the work of the ad
hoc Committee should continue, Council may choose to:
5.6.4.1 Extend the life of the ad hoc Committee for an additional twelve (12) months by motion; or
5.6.4.2 Convert the ad hoc Committee to a Standing Committee of Council, by bylaw, with a long-term
mandate.
5.6.5 ad hoc Committees, though temporary in nature, shall operate as other committees, being public
meetings, with minutes kept, and same procedures followed as Standing Committees.
5.7
Alternates: The Mayor may temporarily appoint any Council member or staff member to take the place
of any member or alternate of the Council committee who is unable to attend a meeting of that Council
Committee. Council Committee alternates must be appointed during the Organizational Meeting.
5.8
Council Committees shall meet at the call of the Chair, and have a written agenda, but notice must be
provided to committee members and the public pursuant to the requirements of this bylaw and the Act.
5.9
All Council Committees are advisory to Council unless authority to exercise or perform any power or
duty has been specifically delegated by a Council bylaw.
5.10
The basic responsibilities of a Council Committee are as follows:
5.10.1 To analyze all matters placed before them and submit verbal recommendations to Council on
ways and/or means of dealing with these matters;
5.10.2 To receive written reports for information purposes. Written reports received for information
may be forwarded to Council at the discretion of the Council committee, and must be forwarded
to Council if required under any policy, bylaw or statute;
5.10.3 To refer matters to Administration, through the CAO, for research and to provide direction on
the preparation of written reports;
5.10.4 To submit recommendations to Council on any action or decision recommended on any matter
within the jurisdiction of the Council committee;
5.10.5 In appropriate cases, to submit matters to Council without recommendations;
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5.10.6 Not to appropriate, expend, commit, or direct the expenditure of any money not provided for in
the budget and authorized in committee mandate and bylaw by Council;
5.10.7 Not to bind its' actions on the Village unless power to take such action has been specifically
delegated to the committee by Council in a bylaw;
5.10.8 Not to give direct instructions to any Village employee except through the CAO.
5.11
All Council board and committee members must follow the procedural rules of Council as set out in this
bylaw.
5.12
All committees created by Council shall be reviewed annually at the Organizational Meeting in October.
5.13
External agencies, boards, commissions, and committees refer to an agency, board, commission,
corporation or committee not created by Council and shall be referenced in this bylaw as External
Committees.
5.13.1 Councillors will review the appointment chart for External Committees annually at the
Organizational Meeting.
5.13.2 Council may add an External Committee by bylaw during a Regular Council Meeting.
5.13.3 Councillors will be appointed, along with alternates, to the External Committees at the
Organizational Meeting annually.
5.13.4 Each External Committee shall elect its own Chair.
5.13.5 Councillors serving on External Committees shall represent the interests of the Village and shall
keep Council informed of committee business with verbal reports and provide an update during
the Council Report portion of the Regular Council Meeting.
5.13.6 Councillors appointed to an External Committee that are motioned by that External Committee
to attend an event apart from the scheduled meeting, in support of that External Committee do
so under the External Committees' budget.
5.13.7 Following the appointment of the Mayor, Councillor, Designate or Member-at-Large to an
External Committee, the CAO shall advise the recording secretary of the external committee of
the appointment and the following:
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5.13.7.1 That the Secretary or member to the External Committee, shall forward to the Village a
copy of the minutes of any board that holds meetings within 30 days of each meeting,
along with the dates and locations of any scheduled future meetings; and
5.13.7.2 That the member appointed to the External Committee shall not be expected to act as
an advocate for the External Committee, and significant issues such as funding
requests and long term plans should be presented to the Village Council by the Chair of
the External Committee, or their designate.
5.14
The CAO shall maintain a register of External Committees, the members of Council and staff of the
Village who attended. A summary of meetings attended throughout the year will be compiled for the
Organizational Meeting in October. Tracking shall be done by time sheets submitted by the Mayor and
Councillors and made available. If an appointed Councillor is unable to attend an External Committee
meeting, they shall contact the alternate member to attend, thereby ensuring that the Village is
represented at all meetings.
5.15
Cancellation of Meetings
5.15.1 Council meetings may be cancelled:
5.15.1.1 By motion, at a regularly scheduled, open to the public meeting, where a majority of Council
members are present.
5.16
"Closed Session"
5.16.1 Council recognizes that Section 198 of the Act provides for the public to be present at meetings, and it is
the intent and desire of Council to remain open, accountable and transparent to the public.
5.16.2 Closed Session shall only be permitted for matters pertaining to receiving legal counsel, for land-related
negotiations, or matters pertaining to labor or personnel issues, as determined in Sections 17 - 24 of the
Freedom of Information and Protection of Privacy Act.
5.16.3 Whenever Council or a committee meets in a closed session, the CAO, or designate, shall be present. An
exception is provided when Council meets to discuss the CAO's annual performance.
5.17
Public Hearings
5.17.1 The conduct of any statutory Public Hearing shall be governed by this bylaw.
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5.17.2 Wherever possible, persons interested in speaking at a Public Hearing should register with the CAO or
submit their questions, comments and/or concerns in writing prior to the Public Hearing.
5.17.3 The Chair shall declare the Public Hearing in session and shall outline the Public Hearing Procedures.
5.17.4 The Chair may call upon the CAO to introduce the motion or bylaw, and to briefly state the intended
purpose.
5.17.5 Where applicable, the CAO shall advise of any third party officially applying for the bylaw or motion (For
example, as in proposed bylaws to amend the Land Use Bylaw).
5.17.6 Immediately following the introduction of the bylaw or motion, any member who has pecuniary interest
in the motion or bylaw for which the Public Hearing is being held shall declare this interest and shall be
excused from the table.
5.17.7 Upon leaving the table, the member has the same rights as any other person attending the Public
Hearing and may stay in attendance at the Public Hearing and make presentations. However, when the
matter reviewed at the Public Hearing comes before Council for deliberation, the member must adhere
to all clauses of Section 20 in this bylaw pertaining to pecuniary interest.
5.17.8 Any presentation by Village staff or agents shall follow the introduction of the bylaw or motion.
5.17.9 The Chair shall request those who wish to make presentations to identify themselves so that their
names can be recorded in the minutes. Presentations and public comments shall follow the procedures
outlined in the Village of Duchess Public Hearing Policy.
6.0
Meeting Procedures
6.1
Quorum
6.1.1
As soon as there is a quorum of members of Council after the hour fixed for the meeting, the Chair shall
call the meeting to order; in the case of the Mayor or Deputy Mayor not in attendance within fifteen
(15) minutes after the hour appointed for the meeting and a quorum is present, the CAO shall call the
meeting to order and a Chairman shall be chosen by the Councillors present who shall preside during the
meeting until the arrival of the Mayor or Deputy Mayor. The arrival and departure of Council members
at meetings, should a member of Council arrive late at a meeting or depart prior to the completion of
the meeting, shall be recorded in the minutes of the meeting.
6.1.2
Unless a quorum is present within fifteen (15) minutes after the time appointed for the meeting, the
meeting shall stand adjourned until the next regular meeting date or until a Special Meeting is called to
deal with the matters intended to be dealt with at the adjourned meeting.
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6.1.3
The names of the members of Council present at the expiration of the fifteen (15) minute time limit shall
be recorded and such record shall be appended to the next agenda.
6.1.4 The only action that can legally be taken in the absence of quorum is to fix the time in which to adjourn
(if more than fifteen (15) minutes is being allowed), recess, or to take measures to obtain a quorum.
6.1.5
In the event that quorum is lost after a meeting is called to order, the meeting shall be suspended until
quorum is obtained. If quorum is not obtained within fifteen (15) minutes, the meeting shall stand
adjourned.
7.0
Conduct of Meetings
7.1
Each member or delegate may address any item in a Council meeting. Every Council Member or Staff
member will be respectful of others and of time constraints. No formal means of order shall be
established, but should they be required; the Chair will make clear the order of addressing said item.
7.2
The Chair, with the approval by motion of the members, may authorize a person in the public gallery to
address members, only on the topic being discussed at that time and within the time limits specified by
the Chair.
7.3
The preparation and distribution of minutes of Council and Committees shall be the responsibility of the
CAO and may be delegated to a Recording Secretary (see Section 209 of the Act).
8.0
Motions
8.1
A motion is put to the floor for a vote after discussion.
8.1.1
A motion shall not require a seconder.
8.2
A motion may be withdrawn at any time before voting, subject to no objection from any member.
8.3
Any member may require the motion to be read at any time during the debate, except when a member
is speaking.
8.4
A mover of a motion must be present when the vote on the motion is taken. If a motion cannot be voted
on before the meeting is adjourned, the motion shall be deemed as lost.
8.5
When a motion is under debate, no motion shall be received other than a motion to:
8.5.1
WITHDRAW: When the mover wishes to withdraw the motion or substitute a different one in its
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place. Note: Once the motion is withdrawn, the effect is the same as if the motion had never
been made and no record of the motion will be recorded in the minutes;
8.5.2
TABLE: When a member(s) requires additional information or wants to have a time or date for
the issue to be brought back. This motion is non-debatable, and the vote is called;
8.5.3 CALL THE QUESTION: That a vote must now be taken, and discussion has closed;
8.5.4 REFER: Generally used to send a pending question to a committee, department or selected
persons so that the question may be carefully investigated and put into better context for
Council to consider and should include direction as to the person or group to which it is being
referred;
8.5.5
AMEND:
8.5.5.1 Only one amendment at a time shall be presented to the main motion. When the
amendment has been disposed of, another may be introduced. All amendments must
relate to the matter being discussed in the main motion and shall not so substantially
alter the motion as to change the basic intent or meaning of the main motion. The Chair
shall rule on disputes arising from amendment.
8.5.5.2 The amendment shall be voted upon and if any amendment is carried, the main motion,
as amended, shall be put to vote, unless a further amendment is proposed.
8.5.5.3 Nothing is this section shall prevent other proposed amendments from being read for
the information of the members.
8.5.5.4 When the motion under consideration contains distinct propositions, the vote upon
each proposition shall, at the request of any member, be taken separately.
8.6
RESCIND: Is a motion that may be accepted by the Chair only if the action of the motion has not
commenced. If passed by a majority vote of the members present, the previous motion referred to
would be declared null and void.
8.7
NOTICE OF MOTION: Should be used to give notice by a member when an extended period of time is
advisable prior to considering a subject.
8.7.1
A Notice of Motion shall be recorded in the minutes and shall form part of the agenda for the
subsequent or future meeting as requested.
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8.8
The following motions are non-debatable by members:
8.8.1 ADJOURNMENT;
8.8.2
CALL THE QUESTION;
8.8.3
LIMIT DEBATE on a matter before Members;
8.8.4
POINT OF ORDER;
8.8.5
QUESTION OF PRIVILEGE;
8.8.6
TABLE;
8.8.7
TAKE A RECESS.
8.9
The wording of a motion may be either POSITIVE or NEGATIVE in presentation. (ie: "... Council shall
support ..." or "... Council shall not support ...")
8.10
DEFEATED: When a motion is defeated by Council the motion shall not be brought back to the table for
a period of six (6) months from the date the motion was defeated unless there is a reconsidering motion
where information relevant to the defeated motion may change the result.
9.0
Rules of Debate
9.1
In Council, a Councillor wishing to speak on a matter that has been brought before Council shall indicate
their intention by raising their hand to be recognized by the Chair, and shall not speak more than once
until every member of Council has had the opportunity to speak except:
9.1.1 In the explanation of the material part of the speech which may have been misunderstood; or
9.1.2 In reply, to close debate, after everyone else wishing to speak has spoken, provided that the
member of Council presented the motion to the meeting.
9.2
Through the Chair, a member of Council may ask questions of another member of Council or staff on a
Point of Information relevant to the business at hand.
9.3
All questions or debate shall be directed through the Chair.
9.4
Members shall:
9.4.1
Refrain from the use of offensive words or language, or name calling in the meeting;
9.4.2
Adhere to the rules of the meeting or decision of the Chair or of the members on questions of
order or practice; or upon the interpretation of the rules of the meeting;
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9.4.3 Not leave their seat or make any noise or disturbance while a vote is being taken and the result
is declared;
9.4.4 Not interrupt a member while speaking, except to raise a Point of Order or Question of Privilege;
9.4.5
Not have side conversations with other members or the public;
9.4.6 Turn off or set to vibrate all personal electrical devices.
9.5
A member or members who persist in a breach of the foregoing section, after having been called to
order by the Chair may, at the discretion of the Chair, be asked to leave their seat, or the meeting room,
for the duration of the meeting.
9.6
As per Section 9.5 of this bylaw, at the discretion of the Chair, a member may resume their seat
following an apology. Failure to leave or apologize will result in the Chair calling a recess, and at the
discretion of the Chair, call authorities for the enforcement of this bylaw.
9.7
A member who wishes to leave the meeting prior to the adjournment shall so advise the Chair and the
time of the departure shall be noted in the minutes.
9.8
Public Conduct
9.8.1
Members of the public who constitute the audience in the Council Chamber during a Council meeting
shall:
9.8.1.1 Maintain order and quiet;
9.8.1.2 Not applaud or otherwise interrupt any speech or action of the members, or any other person
addressing Council;
9.8.1.3 Turn off or set to vibrate all personal electrical devices;
9.8.1.4 A member of the public who persists in a breach of Section 9.8.1, after having been called to
order by the Chair may, at the discretion of the Chair be ordered to leave Council Chambers.
10.0
Points of Information, Order, Procedure and Question of Privilege
10.1
When a Point of Information or Order, Point of Procedure, Question or Privilege arises, it shall be
considered immediately.
10.2
Point of Order
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10.2.1 The Chair shall preserve order and decide upon any Points of Order.
10.2.2 A member who desires to call attention to an infraction of procedure shall raise a Point of Order to the
Chair. When the member has been acknowledged, the member shall state the Point of Order with a
concise explanation and shall accept the decision of the Chair upon the Point of Order.
10.2.3 The speaker in possession of the floor, when the Point of Order was raised, shall retain in the right to the
floor when debate resumes.
10.2.4 A member called to order by the Chair shall immediately vacate the floor until the Point of Order is dealt
with and shall not speak again without the permission of the Chair unless to appeal the ruling of the
Chair.
10.2.5 The decision of the Chair shall be final, subject to an immediate appeal by a member of the meeting.
10.2.6 If a decision of the Chair is appealed (Section 10.2.5 of this bylaw), the Chair shall provide concise
reasons for the ruling and the Members shall, without debate, decide the question. Decision of the
Members shall be final.
10.3
Point of Information
10.3.1 When a Point of Information is raised, the Chair shall answer or direct the Point to the appropriate
member or the Administration.
10.4
Question of Privilege
10.4.1 A member who desires to address Council upon a matter which concerns the rights or privileges of the
Council collectively shall be permitted to raise such Question of Privilege. While the Chair is ruling on the
Question of Privilege, no one shall be considered to be in possession of the floor.
10.5
Appeal Ruling
10.5.1 The decision of the Chair shall be final, subject to an immediate appeal by a member. If the decision is
appealed, the Chair shall give concise reasons for his/her ruling and Council, without debate, shall set
aside the question. The ruling of Council shall be final.
11.0
Voting on a question
11.1
Every member of Council, including the Mayor, shall vote on every matter at a Council or Committee
Meeting at which they are present, unless they are required to or permitted to abstain from voting
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under this or any other bylaw, Act, or other legislation. (Ref: Section 174(f) of the Act). All members of
Council will vote by raising their hand, so that all in attendance can see.
11.1.1 The CAO, if requested by a member, shall read out the motion for clarity before a Call for
Question takes place.
11.2
When a motion that a vote be taken (Call for Question) is presented, it shall be put to a vote without
debate and, if carried by a majority vote of the members present, the motion and any amendments
thereto shall be submitted to a vote immediately without further debate.
11.3
A member present at a meeting shall make a request for a recess if, for any reason, the member may be
away from the meeting during a time when a vote on a matter is imminent, unless that member is
excused from the voting pursuant to this section.
11.4
Voting shall be determined during discussion and in the case of a "not unanimous" vote, be completed
simultaneously by raising of the hand after the Chair has called for those "In Favor" and those
"Opposed" to the motion.
11.5
When a Chair, having ascertained that no further information is required, commences to take a vote, no
member shall speak to, or present another motion, until the vote has been taken on the current motion
or amendment, and the decision announced by the Chair.
11.6
Any member who disagrees with the announcement made concerning the result of a vote may
immediately object to the declaration, and the Chair shall call for the vote a second and final time. The
determination of the Chair shall be final.
11.7
Whenever the Chair is of the opinion that a motion is contrary to the rules and privileges of Council, the
Chair shall inform the member thereof immediately, before Calling the Question, and shall cite reasons
applicable to the case without argument or comment.
11.8
In all cases not provided for in the proceedings of the Council, a two-thirds (2/3) majority of Council shall
determine to uphold the ruling of the Chair, or not.
11.9
If a vote of Council is requested to be a Recorded Vote by a member then the request and all the
members' individual vote shall be entered in the minutes. The request for a recorded vote must be
made prior to the call for the question.
11.10 If there is a tie of votes for or against a motion or bylaw, then the motion or bylaw is defeated.
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11.11 The CAO shall advise Council whenever expert advice is required or requested.
11.12 Council, and all individual Councillors, shall ensure that all advice, including engineering advice, staff
advice, and recommendations/advice from Administration is considered and that if the advice is not
going to be followed, Council must document as part of the minutes the reasons for not following such
advice.
12.0
Adjournment of Meetings & Adjournment Time
12.1
If all items on the agenda have been addressed, the Chair shall simply state that the agenda has been
completed, note the time to the Recording Secretary, and call the meeting adjourned, without a motion
from the members.
12.2
Should the agenda NOT be completed, a non-debatable motion to adjourn the meeting can be
presented, but it must be supported by two-thirds majority (2/3) of the Council.
12.3
Unless otherwise determined pursuant to the provisions of this bylaw, Adjournment Time is:
10:00pm.
12.3.1 At the conclusion of the agenda as adopted by Council; or
12.3.2 At the hour determined by motion at the annual Organizational Meeting.
12.4
Notwithstanding the provisions in Section 12.3.2 of this bylaw, Council may, by a unanimous motion of
members present, agree to an extension of the meeting time. A vote to extend the time of the meeting
beyond the adjournment time must be taken not later than one half (1/2) hour prior to the scheduled
adjournment time.
12.5
Unless there has been a Unanimous Motion passed within the prescribed time extending the meeting
beyond the scheduled adjournment time, all matters of business which appear on the agenda for the
meeting, and which have not been dealt with by that time, shall be deemed to be postponed until the
next Regular or Special Meeting.
13.0
Duties of the Chair
13.1
The Chair shall preside over the conduct of the meeting, including the preservation of good order and
decorum, ruling on Points of Order, replying on Point of Procedure, and deciding on questions relating to
the orderly procedure of the meeting, subject to an appeal by any member from any ruling of the Chair.
13.2
It shall be at the discretion of the Chair whether or not upon the request of any member to call for a
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short recess between agenda items, at any meeting. The Chair shall make reasonable efforts, including
calling for a recess, to ensure all members in attendance at a meeting are present while a vote is being
taken, unless a member is excused from voting in accordance with the Act or this bylaw.
13.3
The Chair may invite persons forward from the audience to speak with the permission of the Council or
Committee, if it is deemed to be within the best interests of the issue being discussed, the public and the
conduct of good business.
13.4
The Chair shall endeavor to provide every member the opportunity to speak to each agenda item.
13.5
In the absence or inability of the Mayor or Deputy Mayor to act as Chair of the meeting, Council shall
appoint a Councillor as Acting Mayor or Chair as provided by the Section 152(3) of the Act.
13.6
The Chair shall be expected to participate in debate and vote, without relinquishing the Chair.
14.0
Agenda and Order of Business
14.1
The agenda is a document used by Council or Committee, therefore although the duty to collate the
agenda may be delegated. Council or the Committee shall have final determination as to what will or
will not be included on the agenda.
14.2
Prior to each meeting, the CAO shall cause to be prepared a statement of the order of business to be
known as the "Agenda" of all matters to be brought before Council. To enable the CAO to do so, all
documents and notice of delegation intended to be submitted to the Council shall be received by the
CAO no later than 12:00 Noon on the fifth (5th) calendar day prior to the meeting.
14.3
The CAO shall place at the disposal of each member a copy of the agenda no later than 2:00 PM, three
(3) calendar days prior to the meeting.
14.4
The business intended to be dealt with shall be stated in the agenda after the manner as displayed in
Schedule "A", attached.
14.5
The order of business established in Section 14.4 of this bylaw shall apply unless altered by the Chair
with no objection from members, or otherwise determined by a majority vote of the members present,
and the vote upon a matter of priority of business shall be decided without debate.
14.6
Where the deadline in Section 14.2 & 14.3 of this bylaw are not met, the agenda and supporting
materials shall be deemed to be acceptable by Council when the agenda is adopted at any Council
meeting.
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14.7
Addendums:
14.7.1 Council may consider the Urgency of any item(s) proposed to be added only with supporting written
documentation, or proposed to be deleted, before voting to adopt the agenda "As Amended".
14.7.2 During the course of the meeting, should a member of Council deem that an item be added to the
agenda for Council's consideration, the member shall propose the addendum by motion, after which the
Chair shall rule on the urgency;
14.7.2.1 If the Chair rules that the motion stand, the Chair shall add the item to the end of the pertinent
section of the Agenda.
14.7.2.2 If the Chair rules that the motion does not meet the test of Urgency, or no written supporting
documentation is presented, the item shall be tabled and added to the next agenda.
14.8
The order of business at a meeting is the order of the items on the agenda except:
14.8.1 When the same subject matter appears in more than one place on the agenda and Council
decides, by motion, to deal with all items related to the matter at the same time;
14.8.2 When Council decides not to deal with an item on the agenda and tables the matter to a
subsequent meeting.
15.0
Scheduled Delegations- an attached pre submission form is required from delegations should
they wish to address Council.
15.1
A person or a representative of any delegation or group of persons who wish to bring any matter to the
attention of Council, or who wish to have any matter considered by Council, shall address a letter (or
other written communication) to Council or CAO outlining the subject to be discussed. The letter shall be
signed in the correct name of the writer; the address of the writer, and delivered (by hand, mail, fax, or
email) to the CAO. The letter must arrive by noon at least five (5) calendar days immediately preceding
the meeting at which it is to be presented. If the person wishes to appear before Council on the matter it
shall be stated in the letter.
15.2
Scheduled delegates shall be granted a maximum of fifteen (15) minutes to present the matter outlined
in the letter. Where the Chair determines that additional time shall be granted to a delegation, the
length of the extension shall be specified, and the Chair may limit the time.
15.3
Delegations that have not submitted a letter in accordance with Section 15.1 of this bylaw may be
granted a brief opportunity to outline the matter they wish to present to Council and following that
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outline, the Mayor or other presiding officer shall determine if the delegation is to be granted time
under Section 15.2 of this bylaw.
15.4
Matters of confidential nature, as referred to in Section 5.16 of this bylaw, shall not be discussed during
public presentations to Council.
15.5
Information presented by a person or group shall relate only to the subject matter for which the
presentation was originally requested.
15.6
Each person or group will be given an opportunity to make a public presentation only once in respect to
a given issue. Council or the Committee may waive this restriction if it is of the view that there have
been significant new developments in respect of the issue or if sufficient time has elapsed such that
Council, or the Committee, is prepared to consider the issue again.
15.7
Extensions of time limits for any verbal presentations during the public presentation to Council or the
Committee may be granted by consent of Council or the Committee, based on one or more of the
following:
15.7.1 The issue or bylaw under discussion is deemed by Council or the Committee to be contentious or
complex and the allotted time is not sufficient, in the opinion of Council or the Committee, to
give the matter due consideration;
15.7.2 The granting of an extension of time will not prejudice the rights of other presenters to their
allotted presentation time as prescribed by this bylaw.
15.8
Where a delegation requests support from Council, requiring a motion of Council, Council shall first refer
the matter to Administration, who shall bring back more information and a recommendation at a
subsequent meeting so that Council can make an informed decision.
15.8.1 Where a delegation requests correspondence in regard to clarifying the topics of the delegation,
Council will direct Administration to compile the necessary information and prepare
correspondence for the delegation to be signed by the Chairperson. Once a decision by Council
has been made on a topic from a delegation, Council is not obligated to hear the matter again.
16.0
Public Delegations
All public delegations shall submit beforehand, a written request to appear before Council
(attached). These requests will be addressed as quickly as possible by Council.
16.1
As part of the Council agenda, the Mayor shall also call for and recognize any public delegations. Public
delegations may or may not be scheduled (as per Section 15 of this bylaw) and may request an
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opportunity to outline a matter they wish to present to Council or a committee at a meeting, and
following the outline, the Mayor or other presiding officer shall determine if the delegation is to be
granted time under Section 15.2 of this bylaw.
16.2
A public delegation may be recognized by the Chair and granted a maximum of five (5) minutes to
present their matter.
16.3
A public delegation shall follow the guidelines in Sections 15.4, 15.5, 15.6, 15.7, & 15.8 as outlined in this
bylaw.
16.4
Council and Council Committees will hear no more than three delegations in total, being scheduled or
public.
17.0
Role of Management in Regard to Delegations
17.1
Administration will schedule the delegation and notify the delegation of the time and place of the
meeting they wish to attend.
17.2
Administration will notify the delegation of the time and place of the meeting they wish to attend.
17.3
The CAO shall explore the reasons why the delegation wishes to attend and provide members and
committee members with all back up information for their perusal prior to the arrival of the delegation.
17.4
Delegations will be scheduled at least 15 minutes after the start of the meeting.
17.5
Delegations will be scheduled at least 15 minutes apart. More time may be required for more complex
issues.
17.6
The Administration may question the delegation to clarify the issue; however, shall not debate the issue
with the delegation.
18.0
Role of Chairperson in Regard to Delegations
18.1
The Chair reserves the right to accept delegations to the Council or Committee meeting.
18.2
The Chair shall notify the CAO of any delegations wanting to make a presentation to the Council or
Committee and ensure the delegation arranges a meeting date with the CAO.
18.3
If there is more than one member in the delegation, the Chair shall request that the delegation appoint
a spokesperson and inform the spokesperson that all questions and comments be addressed to the
Chair.
18.4
The Chair shall ensure that all points of this bylaw are followed by members, committee members and
administration.
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18.5
The Chair may question the delegation to clarify the issue; however, shall not debate the issue with the
delegation or members.
18.6
The Chair shall not criticize staff, government employees or members while the delegation is present.
18.7
The Chair should direct all questions to the delegation's spokesperson.
18.8
Comments of intent by the Chair, members or committee members in the presence of the delegation
shall not be made.
18.9
The Chair shall ensure that the delegation restricts its presentation to the issue.
18.10 After Council or the committee has obtained all the information from the delegation, the Chair shall
dismiss the delegation to allow Council or the committee to discuss the matter.
18.11 The Chair may request the Council or committee to go into "In camera" to discuss the issue if the matter
falls within the privacy issues.
19.0
Role of Councillors or Committee Members in Regard to Delegations
19.1
Members of Council or the committee shall notify the CAO of any delegations wanting to make a
presentation to Council or the committee and ensure the delegation arranges a meeting date with the
CAO.
19.2
Members of Council or the committee may question the delegation to clarify the issue; however, shall
not debate the issue with the delegation.
19.3
Members of Council or the committee shall not criticize staff, government employees or other Council
or committee members while the delegation is present.
19.4
No comments or motions of intent will be entertained until the delegation has been dismissed from the
table. The persons making up the delegation may remain in the Council Chambers but may not
participate in any further discussion.
20.0
Pecuniary Interest
20.1
Members of Council who reasonably believe that they have a pecuniary interest (as defined in the Act,
Part 5, Division 6, Sections 169 -173) in any matter before Council, any Committee of Council, or any
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Board, Commission, Committee or Agency to which they are appointed as a representative of Council
shall, if present, declare and disclose the general nature of the pecuniary interest prior to any discussion
of the matter, abstain from discussions or voting on any questions relating to the matter and shall where
required by the Act, remove themselves from the room until the matter is concluded. Note: It is the
responsibility of each member to determine and/or declare whether they have a pecuniary interest, not
other members of Council or Administration.
20.2
The minutes shall indicate the declaration of disclosure, the time at which the member of Council left
the room, and the time the member of Council returned.
20.3
Prior to the meeting, if a member of Council is unsure of whether or not they may be in a pecuniary
interest situation with regard to an upcoming issue or vote, the member may wish to discuss the matter
with the CAO.
20.4
Prior to the meeting and after discussing the issue with the CAO (as per Section 20.3 of this bylaw), a
Councillor may wish to seek a legal opinion at their own expense to determine whether or not there is a
pecuniary interest situation with regard to the upcoming issue or vote.
20.5
If the matter with respect to which the Councillor has a pecuniary interest is a payment of an account for
which funds have previously been committed, it is not necessary for the Councillor to leave the room.
20.6
If the matter with respect to which the Councillor has a pecuniary interest is a question on which the
Councillor as an elector or property owner has the right to be heard by the Council:
20.6.1 It is not necessary for the Councillor to leave the room; and
20.6.2 The Councillor may exercise the right to be heard in the same manner as a person who is not a
member of the Council.
20.7
If a Councillor is temporarily absent from a meeting when a matter in which the Councillor has a
pecuniary interest is introduced, the Councillor shall immediately on returning to the meeting, or as
soon thereafter, as the Councillor becomes aware that the matter has been considered, disclose the
general nature of the Councillors' interest in the matter.
21.0
Bylaw Procedures
21.1
Where a bylaw is presented to a meeting for enactment, the CAO or designate shall cause the number,
short title and brief description of the bylaw to appear on the agenda.
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21.1.1 As per Section 187 of the Act, all bylaws shall have three distinct and separate readings. The
motion to move a bylaw for consideration shall be the first reading.
21.1.2 As per Section 187(4) of the Act, any proposed bylaw must not have more than two (2) readings
at a Council Meeting unless the Councillors present unanimously agree to consider third reading,
which requires a motion of Council.
21. 2
The following shall apply to the passage of a Bylaw:
21.2.1 A bylaw shall be introduced for first reading by a motion that it be read a first time specifying the
number and short name of the bylaw;
21.2.2 After a motion for first reading of the bylaw has been presented, members may debate the
substance of the bylaw, and propose and consider amendments to the bylaw;
21.2.3 Any proposed amendments shall be put to vote, if required, and, if carried, shall be considered
as having been incorporated into the bylaw at first reading;
21.2.4 When all amendments have been accepted or rejected, the Chair shall Call the Question on the
motion for first reading of the bylaw;
21.2.5 When a bylaw is subject to a Statutory Public Hearing, a Public Hearing date and time shall be
established prior to proceeding to second reading;
21.2.6 When a bylaw must receive approval of a Minister of the Crown, it must be forwarded for such
approval prior to proceeding to second reading;
21.2.7 All aspects of the passage of a bylaw at first reading shall apply to second or third reading of any
bylaw.
22.0
Bylaw and Policy Appeal
22.1
When a bylaw or policy is defeated by Council, the bylaw or policy shall not be available for review by
Council for a period of six (6) months from the date the bylaw or policy being defeated unless there is a
reconsidering motion where information relevant to the defeated motion may change the result.
23.0
Prior Bylaws
23.1
This bylaw shall supersede and take precedence over all previously passed bylaws that refer to the
setting out of rules for governing the Village, pertaining to the procedures for Council Meetings,
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Committee Meetings, Public Hearings, the conduct of Councillors, Committee Members and the
establishment of Council Committees, as well as any previously passed motions that may conflict with
this bylaw.
24.0
Effective Date
24.1
This bylaw comes into effect upon the date of the third and final reading and proper signature thereof.
Read a first time this 17th day of May 2021.
Read a second time this 17th day of May 2021.
Read a third and final time this 17th day of May 2021.
________________________________
___________________________________
Tony Steidel, Mayor
Yvonne Cosh, Chief Administrative Officer
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Schedule " A "
Agenda Format
-
Council agendas will contain the following items, but may not always follow the prescribed
order if allowances need to be made for time limits or personal time commitments.
1. Call to Order
2. Minutes
a) Regular/Special Meeting Minutes
b) Business Arising from the Minutes
3. Adoption of Agenda
4. Visitors
5. Financial Reports
6. Delegations / Public Hearings - will be scheduled after 7:15
7. Old Business / Tabled Business
8. New Business
a) Administrative
b) Council
9. Consent agenda items
a) Committee reports
* A copy of all committee reports submitted shall be available at the Council meeting and
filed in the office for reference by all Councillors.
b) CAO report
c) Public Works Manager report
d) Accountant report - if a verbal presentation is not available
e) Recreation Centre report
f) CPO monthly report
g) Cheque listing
h) Items that are for information only
10. Per Diem Sheets will be submitted
11. Confidential Items
12. Adjournment
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Schedule " B "
For Information Only
Committee List
(This list is for information purposes only)
Assessment Review Board Clerk:
County of Newell CAO
Canadian Badlands Ltd:
Councillor
Council:
All Councillors
Deputy Director of Emergency Management:
CAO x 3 - Duchess, Rosemary & Bassano & County PO as
appointed
Deputy Mayor:
Elected at Organizational Meeting
Director of Emergency Management:
County of Newell Regional Fire Chief
Duchess & District Public Library Board:
Councillor & Community Representative
Duchess Fire Committee
2 Councillors & Fire Chief & CAO
Duchess Agricultural Society:
Councillor & 2 Community Representatives
FCSS - also includes EXPO
Councillor & Community Representative
Joint Services
Councillor & CAO
Mayor:
Elected at Organizational Meeting
Newell 911:
Councillor
Newell Foundation:
Councillor
Newell Regional Solid Waste Authority:
Councillor
Newell Regional Services Corporation:
Councillor
NRTA
Councillor
ORRSC
Councillor
Palliser Economic Partnership
Councillor
Recreation Parks Cultural Board:
Councillor x2
Regional Assessment Review Board:
Regional Appointments
S.E. Mayors & Reeves:
Mayor
Shortgrass Library Board:
Councillor
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Schedule "C"
Remuneration
Council remuneration will follow the Council Policy - Council Compensation and Expense Reimbursement
Updated and Adopted January 20, 2025
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schedule " D-1 "
Oath of Office
Official Oath
I, _________________, do swear, that I will diligently, faithfully, and to
the best of my abilities, execute according to law, the office of Councillor for the Village
of Duchess.
So help me God.
______________________
Councillor ____________
Sworn before me at the Office of the Village of Duchess, in the province of Albert,
this ____day of October 20___.
______________________
Commissioner for Oaths
______________________
__________ CAO
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Schedule " D - 2 "
Council roles and responsibilities
The Council is the governing body of the municipal corporation and the custodian of its powers, both legislative
and administrative. The Municipal Government Act provides that councils can only exercise the powers of the
municipal corporation in the proper form, either by bylaw or resolution.
A Councillor's job is to work with other council members to set the overall direction of the municipality through
their role as a policy maker. The policies that council sets are the guidelines for administration to follow as it
does the job of running a municipality. A Councillor will spend a lot of time while on council creating new
policies and programs or reviewing the current ones to make sure they are working as they should.
The Councillors
Under the Municipal Government Act, Councillors have the following duties:
-
To consider the welfare and interests of the municipality as a whole and, to bring to council's attention
anything that would promote the welfare or interests of the municipality
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To participate generally in developing and evaluating the policies and programs of the municipality
-
To participate in council meetings and council committee meetings and meetings of other bodies to
which they are appointed by the council
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To obtain information about the operation or administration of the municipality from the chief
administrative officer
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To keep in confidence matters discussed in private at a council committee meeting until discussed at a
meeting held in public
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To perform any other duty or function imposed on Councillors by this or any other enactment or by the
council.
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Schedule " E - 1 "
Delegation request to appear before Village Council
1) Regular Village Council meetings are held on the 3rd Monday of each month. When the meeting falls
onto a statutory holiday the Council meeting will be rescheduled following the holiday.
2) Citizens are required to complete the attached application form along with a detailed letter explaining
their delegation request. Documents need to be submitted to the Chief Administrative Officer no later
than 12:00 Noon on the Wednesday preceding the next regular Council meeting.
3) Council will review the request at their next Council meeting and a decision will be communicated to the
spokesperson shown on the application.
4) Delegations will be limited to a maximum presentation time of fifteen minutes, unless Council extends
the time in advance during the application review.
5) Council shall hear the delegation and may ask questions. Only the spokesperson of the delegation is able
to address Council. Decisions to be made on a delegation request will be dealt with later, under "New
Business" or in the "In Camera" portion of the meeting. It may be postponed until the next Council
meeting if the agenda does not allow additional business to be addressed due to time constrains, or
more information was requested by Council.
Thank you
Yvonne Cosh
Chief Administrative Officer
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Schedule "E - 2 "
Delegation request to appear before Village Council
1)
Application Date:
2)
Organization or Name of
Applicant:
3)
Item to be addressed:
4)
Name of Delegation Members
present during Council Meeting:
5)
Spokesperson for the Delegation
including contact information:
6)
Letter explaining request for
Delegation is attached:
Yes
No
7)
Preferred date for Delegation:
Office Use Only
Date: ______________________________
Scheduled
Date: ____________________________
Time
Limit: ______________________________
Signature: _____________________________
Chief Administrative Officer
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Schedule " F "
Member at Large Application
I, ____________________________________________, would like to let my name stand for
Full Name
the following Village of Duchess committee. I have indicated my preferences in the box beside the
Committee name.
Recreation/Parks/Cultural
Grasslands Regional Family & Community Support Services
Signature
Date
Contact information:
Name:
___________________________________________________
Mailing Address:
___________________________________________________
___________________________________________________
Legal Land Description:
___________________________________________________
Telephone Number:
___________________________________________________
E-Mail Address:
___________________________________________________
Cell phone Number ___________________________________________________