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2623147
CORPORATION OF THE CITY OF NEW WESTMINSTER
COUNCIL PROCEDURE BYLAW NO. 6910, 2004
(Adopted March 22, 2004)
This is a consolidation of the bylaws listed below. The amendment bylaws have
been combined with the original bylaw for convenience only. This consolidation
is not a legal document. Certified copies of the original bylaws should be
consulted for all interpretations and applications of the bylaws on this subject.
AMENDMENT BYLAW
ADOPTED DATE
EFFECTIVE DATE
6964
November 1, 2004
November 1, 2004
7088
March 6, 2006
March 6, 2006
7122
September 11, 2006
September 11, 2006
7744
April 27, 2015
April 27, 2015
7986
May 28, 2018
May 28, 2018
8162
December 9, 2019
December 9, 2019
8191
April 3, 2020
April 3, 2020
8276
October 18, 2021
October 18, 2021
8385
March 27, 2023
March 27, 2023
8467
August 26, 2024
August 26, 2024
8493
December 2, 2024
January 1, 2025
The bylaw numbers highlighted in this consolidation refer to the bylaws that
amended the principal Bylaw No. 6910, 2004. The number of any amending
bylaw that has been repealed is not referred to in this consolidation.
Obtainable from the Legislative Services Department
CONSOLIDATED FOR CONVENIENCE ONLY
(December 6, 2024)
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THE CORPORATION OF THE CITY OF NEW WESTMINSTER
BYLAW NO. 6910, 2004
The Council of the City of New Westminster enacts as follows:
PART 1 - INTRODUCTION
Title
1.
This bylaw may be cited as the Council Procedure Bylaw No. 6910, 2004.
Definitions
2.
In this bylaw
"Advisory Committee" refers to a body established under section 142 of the
Community Charter. [select committees of council]
"Charter" means the Community Charter
"City" means the City of New Westminster;
"Corporate Officer" means corporate officer as set out in the Community Charter;
"City Hall" means the New Westminster City Hall located at 511 Royal Avenue,
New Westminster, British Columbia;
"Commission meeting" refers to a meeting held by a body established under
section 143 of the Community Charter [municipal commissions]
"Committee" means a standing, select or other committee of Council but does
not include Committee of the Whole;
"Committee meeting" refers to a meeting held by a body established under
section 141 or 142 of the Community Charter. [standing committees of council,
select committees of council]
"COTW" means the Committee of the Whole Council;
"Council" means the Council of the City of New Westminster;
"Council meeting" refers to a meeting held under Part 5, Division 2, of the
Community Charter. [council proceedings]
"Electronic Meeting" refers to a Council, Commission or Committee meeting held
by electronic or other communication facilities pursuant to Sections 128 to 128.3
of the Community Charter.
"Hybrid meeting" refers to a Council or Committee meeting where some Council
members participate by means of electronic or other communication facilities.
"Mayor" means the Mayor for the City of New Westminster.
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"Public Hearing" refers to a meeting held under Part 14, Division 3, of the Local
Government Act [public hearings on planning and land use bylaws]
"Public Notice Posting Places" means City Hall and the City's Website.
"Workshop" means a regular Council meeting for workshop.
Application of Rules of Procedure
3.
(1)
The provisions of this bylaw govern the proceedings of Council, COTW
and all standing and select committees of Council, as applicable.
(2)
In cases not provided for under this bylaw, the most recent version of the
New Roberts Rules of Order apply to the proceedings of Council, COTW
and Council committees to the extent that those rules are:
(a) applicable in the circumstances, and
(b) not inconsistent with provisions of this bylaw or the Charter.
(3)
The Rules of Conduct, as established and revised from time to time by
the Corporate Officer, and any applicable terms of reference or bylaw
adopted by Council shall also govern the conduct of Committees.
PART 2 - COUNCIL MEETINGS
Inaugural Meeting
4.
(1)
Following a general local election, the first Council meeting must be
held on the first Monday in November in the year of the election.
(2)
If a quorum of council members elected at the general local election has
not taken office by the date of the meeting referred to in subsection (1),
the first Council meeting must be called by the Corporate Officer and held
as soon as reasonably possible after a quorum has taken office.
Time and location of meetings
5.
(1)
Council meetings must take place within City Hall except when Council
resolves to hold meetings elsewhere.
(2)
Regular Council meetings must be in accordance with the schedule
adopted by Council prior to January 1st in each year.
(3)
COTW, Standing Committee or Closed Meetings of Council must be
adjourned at 6:00 p.m. on the day scheduled for the meeting unless
Council passes a resolution to continue the meeting past that time.
(4)
(a)
Regular Council meetings must be adjourned before 10:30 p.m.
on the day of the meeting unless Council passes a resolution
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approved by 2/3 of members present to extend the meeting until a
specific time.
(b)
A Regular Council meeting following a Public Hearing must be
adjourned by midnight on the day of the meeting, unless Council
passes a resolution approved by 2/3 of members present to
extend the meeting.
(c)
If a motion to extend is defeated Council must:
i.
Postpone all remaining business on the agenda to the next
Regular meeting, or
ii.
Recess the meeting and the Chair must indicate the date
and time the meeting will reconvene;
and then immediately adjourn or recess.
Notice of Council Meetings
6.
(1)
Council must prepare annually, on or before December 31st, a schedule of
the dates, times and places of regular Council meetings and must make
the schedule available to the public by posting it at the Public Notice
Posting Places.
(2)
Where there is a change to the annual schedule of meetings the
Corporate Officer must, as soon as possible, post a notice at the Public
Notice Posting Places which indicates any revisions to the date, time,
place or cancellation of a regular Council meeting.
Notice of Special Meetings
7.
(1)
Except where notice of a special meeting is waived by unanimous
vote of all council members, a notice of the date, hour and place of a
special Council meeting must be given at least 24 hours before the time
of the meeting by:
(a)
posting a copy of the notice at the regular meeting place;
(b)
posting a copy of the notice at the Public Notice Posting Places;
(c)
Providing notice to each Council member via the member's City-
provided email address.
(2)
The notice under subsection (1) must describe in general terms the
purpose of the meeting and be signed by the Mayor or the Corporate
Officer.
Electronic and Hybrid Meetings and Voting
7A
(1)
Provided the conditions set out in sections 128 to 128.3 of the
Community Charter are met, Council meetings and Public Hearings may
be held, electronically, or in a hybrid manner, and members may
participate in the meeting by means of electronic or other communication
facilities.
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(2)
Notice of an electronic or hybrid Council must be given in the same
manner as an in person meeting, and also include notice of:
(a)
The way the meeting is to be conducted; and
(b)
The place the public may attend to hear, or watch and hear the
proceedings.
(3)
Receipt of agendas or information by a member participating
electronically may be facilitated through electronic means.
(4)
Every effort will be made to ensure technology is running during an
electronic meeting, but no guarantees can be made that the technology
will not fail. Should failure occur, the members attending electronically
who no longer have contact will be noted as leaving the meeting.
(5)
Despite Subsection (1), a minimum of six evening Council meetings each
year will be scheduled where all members of Council will be physically
present, including
i.
The first Council meeting at the beginning of the Council term, as
described in Section 4(1); and
ii.
The Meeting including a Parcel Tax Roll Review Panel.
(6)
A member who wishes to attend a meeting electronically must provide
notice to the Corporate Officer of their intent no less than four hours in
advance of the meeting.
(7)
Members of Council who participate electronically will be noted in the
minutes as having participated electronically.
(8)
Members of Council who are participating in a meeting by electronic
means are deemed to be present at the meeting for the purposes of
attendance and quorum.
PART 3 - DESIGNATION OF MEMBER TO ACT IN PLACE OF MAYOR
8.
(1)
Annually, Council must from amongst its members, designate Councillors
to serve on a rotating basis as the member responsible for acting in the
place of the Mayor when the Mayor is absent or otherwise unable to act
or when the office of the Mayor is vacant.
(2)
Each Councillor designated under section 8(1) must fulfill the
responsibilities of the Mayor in his or her absence.
(3)
If both the Mayor and the member designated under section 8(1) are
absent from the Council meeting, the next Councillor designated on the
schedule shall act in place of the Mayor.
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(4)
The member designated under section 8(1) or designated under 8(3) has
the same powers and duties as the Mayor in relation to the applicable
matter.
PART 4 - COUNCIL PROCEEDINGS
Minutes to be maintained and available to the public
9.
(1)
Minutes of the proceedings of Council must be
(a)
legibly recorded,
(b)
certified as correct by the Corporate Officer, and
(c)
signed by the Mayor or other member presiding at the meeting or
at the next meeting at which the minutes are adopted.
(d)
must be open for public inspection at City Hall during its regular
office hours.
(2)
Subsection 9(1)(d) does not apply to minutes of a Council meeting or
that part of a Council meeting from which persons were excluded.
Calling the meeting to order
10.
(1)
As soon after the time specified for a Council meeting there is a quorum
present, the Mayor, if present, must take the Chair and call the Council
meeting to order. However, where the Mayor is absent, the Councillor
designated as the member responsible for acting in place of the Mayor in
accordance with Section 8 must take the Chair and call the meeting to
order.
(2)
Notwithstanding section 10(1), as soon after the time specified for a
Workshop meeting there is a quorum present, the Councillor designated
as the member responsible for acting in place of the Mayor in accordance
with Section 8 must take the Chair and call the Workshop meeting to
order.
Adjourning meeting where there is no quorum
11.
If there is no quorum of council present within 30 minutes of the scheduled time
for a Council meeting, the Corporate Officer must record the names of the
members present, the members absent and adjourn the meeting until the next
scheduled meeting.
Agenda
12.
(1)
Prior to each Council meeting, the Corporate Officer must prepare an
agenda setting out all the items for consideration at that meeting, noting
in short form a summary for each item on the agenda.
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(2)
The Corporate Officer must make the agenda available to the members
of Council at least two Fridays prior to the meeting.
(3)
Council must not consider any matters not listed on the agenda unless a
resolution adding the item is passed by Council.
Order of proceedings and business
13.
(1)
The agenda for all regular Council meetings may contain the following
matters in the order listed below:
a.
CALL TO ORDER
b.
AGENDA ADDITIONS & DELETIONS
c.
UNFINISHED BUSINESS
d.
BYLAWS CONSIDERED AT PUBLIC HEARING
e.
PRESENTATIONS & DELEGATIONS
f.
CONSENT AGENDA
g.
CONSIDERATION OF ITEMS REMOVED FROM THE
CONSENT AGENDA
h.
NOTICE OF MOTION
i.
BYLAWS FOR ADOPTION
j.
PUBLIC ANNOUNCEMENTS
k.
NEW BUSINESS
l.
ADJOURNMENT
(2)
Council business at a Council meeting must be dealt with in the order in
which it is listed on the agenda unless otherwise resolved by Council.
(3)
If there are no items for agenda headings (c) to (i), they will not be
included on the agenda for that meeting.
(4)
The Corporate Officer may vary the order of agenda items to facilitate the
effective conduct of a meeting.
Voting at Meetings
14.
(1)
The following procedures apply to voting at Council meetings:
(a)
when debate on a matter is closed the presiding member must put
the matter to a vote of Council members;
(b)
when a matter is being put to a vote a member must not
(i)
cross or leave the room
(ii)
make a noise or other disturbance
(iii)
interrupt the voting procedure unless the interrupting
member is raising a point of order;
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(c)
after the presiding member finally puts the question to a vote
under subsection 1(a), a member must not speak to the question
or make a motion concerning it;
(d)
the presiding member's decision about whether a question has
been finally put is conclusive; and
(e)
whenever a vote of Council on a matter is taken, each member
present shall signify their vote by raising their hand if they are able
to do so, and if they are not able to do so, to verbally indicate their
vote in support or against the motion ; and
(f)
the presiding member must declare the result of the voting by
stating that the question is decided in either the affirmative or the
negative.
Speakers and Presentations
15.
(1)
Council may allow an individual or an organization to address the
Council during the delegation period of the evening session of the
Regular Meeting. The following procedures apply to speakers:
(a)
Speakers and Presentations will be heard starting at 6:00 p.m.
and ending no later than 7:30 p.m. at Regular Council Meetings.
(b)
Council may extend the scheduled length of time for the
delegations and presentations period by majority vote;
(c)
There will not ordinarily be Speakers and Presentations on the
Regular Council meeting agenda when there is a Public Hearing
on the same night as a Regular Council meeting;
(d)
Speakers are required to follow the procedures and protocols set
out in Schedule A.
(e)
Despite subsection (a), the Presiding Member may decide to start
hearing speakers before 7 pm if all registered speakers are
present, either in person or electronically.
(f)
Each delegation is allotted 5 minutes to speak unless a longer
period is agreed to by unanimous vote of the members present.
(g)
Council must not permit a delegation to make representations of
any kind regarding a bylaw if:
(i)
an enactment requires Council to hold a public
hearing before adopting the bylaw;
(ii)
the required public hearing has been scheduled or
held;
(iii)
the bylaw has not yet been adopted or defeated; or
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(iv)
an enactment requires that a public hearing be
prohibited.
(2)
Council may allow an individual or an organization to make a presentation
to the Council at a Regular, COTW or standing committee meeting. The
following procedures apply to presentations:
(a)
Requests to make presentations must be made in writing to the
Corporate Officer at least two weeks in advance of the preferred
meeting stating the subject, purpose and time required.
(b)
The Corporate Officer in consultation with the Mayor or Chief
Administrative Officer or both will schedule the presentation on
the appropriate agenda.
(c)
The length of a presentation should be kept brief and in most
cases will be allotted a maximum time of ten (10) minutes.
(d)
No more than two presentations will be scheduled for any one
meeting.
(e)
If the presenter has a presentation to display (e.g. PowerPoint)
the presentation must be submitted to the Corporate Officer no
later than the Friday at 12:00 p.m. (noon) before the meeting.
Points of Order
16.
(1)
Without limiting the presiding member's duty under the Charter, the
presiding member must apply the correct procedure to a motion:
(a)
if the motion is contrary to the rules of procedure in this bylaw,
and
(b)
whether or not another Council member has raised a point of
order in connection with the motion.
(2)
When the presiding member is required to decide a point of order
(a)
the presiding member must cite the applicable rule or authority if
requested by another Council member,
(b)
another member must not question or comment on the rule or
authority cited by the presiding member under subsection (2)(a),
and
(c)
a member may appeal the decision in accordance with the
Charter.
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Conduct and Debate
17.
(1)
A Council member may speak to a question or a motion at a Council
meeting only if that member first addresses the presiding member.
(2)
Members must address the presiding member by that person's title of
Mayor, Chair or Councillor.
(3)
Members must address other non-presiding members by the title of
Councillor.
(4)
No member shall interrupt a member who is speaking except to raise a
point of order.
(5)
If more than one member speaks the presiding member must call on the
member who, in the presiding member's opinion, first spoke.
(6)
Members who are called to order by the presiding member
(a)
must immediately stop speaking,
(b)
may explain their position on the point of order.
(7)
Members speaking at a Council meeting
(a)
must use respectful language,
(b)
must not use offensive gestures or signs,
(c)
must speak only in connection with the matter being debated,
(d)
may speak about a vote of Council only for the purpose of making
a motion that the vote be reconsidered, and
(e)
must adhere to the rules of procedure established under this
Bylaw, the Council Code of Conduct, the Respectful Workplace
and Human Rights Policy, and to the decisions of the presiding
member and Council in connection with the rules and points of
order.
(8)
If a member does not adhere to subsection (7), the presiding member
may order the member to leave the member's seat, and
(a)
if the member refuses to leave, the presiding member may cause
the member to be removed by a peace officer from the member's
seat, and
(b)
if the member apologizes to the Council, Council may, by
resolution, allow the member to retake the member's seat.
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(9)
A member may require the question being debated at a Council meeting
to be read at any time during the debate if that does not interrupt another
member who is speaking.
(10)
The following rules apply to limit speech on matters being considered at a
Council meeting:
(a)
A member may speak once to a main motion or an amendment
with the following limitations:
i.
When recognized by the presiding member;
ii.
For no more than 5 minutes, including questions to staff,
but answers from staff are not part of the 5 minutes
(b)
A member may speak a second time for no more than five (5)
minutes:
i.
with the permission of the presiding member; and
ii.
if the member is explaining a material part of a previous
speech that has been misunderstood; and
iii.
without introducing a new matter.
(c)
a member who has made a main motion to the Council may reply
to the debate:
i.
with the permission of the presiding member, and
ii.
for no longer than five (5) minutes, and
iii.
Without introducing new matter.
Motions generally
18.
(1)
Council may debate and vote on a motion only if it is first made by one
Council member and seconded by another.
(2)
A motion that deals with a matter that is not on the agenda of the Council
meeting at which the motion is introduced may be introduced with
unanimous consent of Council.
(3)
A Council member may make only the following motions when Council is
considering a question:
(a)
refer to staff or to committee,
(b)
to amend,
(c)
to lay on the table,
(d)
to postpone indefinitely,
(e)
to postpone to a certain time,
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(f)
to move the previous question,
(g)
to adjourn.
(4)
A motion made under subsections (3)(c) to (g) is not amendable or
debatable.
(5)
Council must vote separately on each distinct part of a question that is
under consideration at a Council meeting if requested by a Council
member.
Motion for the main question
19.
(1)
In this section, "main question", in relation to a matter means the motion
that first brings the matter before the Council.
(2)
At a Council meeting, the following rules apply to a motion for the main
question, or for the main question as amended:
(a)
if a member of council moves to put the main question, or the
main question as amended, to a vote, that motion must be dealt
with before any other amendments are made to the motion on the
main question; and
(b)
if the motion for the main question, or for the main question as
amended, is decided in the negative, the Council may again
debate the question, or proceed to other business.
Amendments generally
20.
(1)
A member may, without notice, move to amend a motion that is being
considered at a Council meeting.
(2)
An amendment may propose removing, substituting for or adding to the
words of an original motion.
(3)
A proposed amendment must be reproduced in writing by the mover if
requested by the presiding member.
(4)
A proposed amendment must be decided or withdrawn before the motion
being considered is put to a vote.
(5)
An amendment may be amended once only.
(6)
An amendment that has been defeated by a vote of Council cannot be
proposed again.
(7)
A Council member may propose an amendment to an adopted
amendment.
(8)
The presiding member must put the main question and its amendments
in the following order for the vote of Council:
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(a)
a motion to amend a motion amending the main question;
(b)
a motion to amend the main question, or an amended motion
amending the main question if the vote under subsection (a) is
positive;
(c)
the main question.
Notices of motion
21.
(1)
Any member has the right to give notice to Council of a motion which that
member will make at the next meeting of Council.
(2)
The notice of motion must be submitted in accordance with any notice of
motion policy adopted by Council.
(3)
Any motion arising out of a notice of motion must not take effect unless
the following conditions are met:
(a)
The Chief Administrative Officer, in consultation with senior staff,
has submitted a report within three Council meetings on the
feasibility of that motion considering any budget and work plan
implications including but not limited to staff capacity, financial,
policy, administration, feasibility, operational, legal, etc.;
(b)
Council has considered the budget and work plan implications of
the motion in light of any strategic plan adopted by Council; and
(c)
Council has passed a motion to authorizing the budget and work
plan set out in the Chief Administrative Officer's report.
(4)
As an exception to section 21(3)(a), section 21(3) must not apply, if the
Chief Administrative Officer indicates that a report is not necessary at the
time Council is initially considering the motion arising from the Notice of
Motion.
Reconsideration by Council Member
22.
(1)
Subject to subsection (5), a Council member who voted in the majority
may, at the next Council meeting:
(a)
move to reconsider a matter on which a vote, other than to
postpone indefinitely, has been taken, and
(b)
move to reconsider an adopted bylaw after an interval of at least
24 hours following adoption.
(2)
A member who voted affirmatively for a resolution adopted by Council
may at any time move to rescind that resolution.
(3)
Council must not discuss the main matter referred to in subsection (1)
unless a motion to reconsider that matter is adopted in the affirmative.
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(4)
A vote to reconsider must not be reconsidered.
(5)
Council may only reconsider a matter that has not
(a)
had the approval or assent of the electors and has been adopted,
(b)
been reconsidered under subsection (1) or section 131 of the
Charter (Mayor's right of reconsideration), or
(c)
been acted on by an officer, employee or agent of the City.
(6)
The conditions that applied to the adoption of the original bylaw,
resolution or proceeding apply to its rejection under this section.
(7)
A bylaw, resolution or proceeding that is reaffirmed under subsection (1)
or under the Charter is as valid and has the same effect as it had before
reconsideration.
Privilege
23.
(1)
Every member has, subject to the procedure set out in this bylaw, the
right to be notified of, to attend and to speak at every meeting of the
council.
(2)
A matter of privilege must be immediately considered when it arises at a
Council meeting.
Adjournment
24.
(1)
A motion to adjourn either a Council meeting or the debate at a Council
meeting is always in order if that motion has not been preceded at that
meeting by the same motion.
(2)
Subsection (1) does not apply to either of the following motions:
(a)
a motion to adjourn to a specific day;
(b)
a motion that adds an opinion or qualification to a preceding
motion to adjourn.
PART 5 - BYLAWS
Form of bylaws
25.
(1)
A bylaw introduced at a Council meeting must:
(a)
be printed;
(b)
have a distinguishing name;
(c)
have a distinguishing number;
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(d)
contain an introductory statement of purpose;
(e)
be divided into sections.
Reading and adopting bylaws
26.
(1)
The presiding member of Council may read the title of the bylaw to be
introduced.
(2)
The readings of the bylaw may be given by stating its title and object.
(3)
A proposed bylaw may be debated and changed at any point during first,
second, or third reading, unless prohibited by the Charter; if the bylaw is
changed during third reading, third reading must be repealed and the
changed bylaw must be read a third time.
(4)
Each reading of a proposed bylaw must receive the affirmative vote of a
majority of the members present, unless there is another requirement
under the Community Charter, the Local Government Act, or any other
legislation.
(5)
Council may give up to three readings to a proposed bylaw at the same
Council meeting.
(6)
A proposed bylaw may be given first, second and third readings in one
motion, unless a member requests each reading be considered
separately.
(7)
Section 26(6) does not apply to a bylaw for which a Public Hearing is
required.
(8)
Any number of bylaws may be combined for the purposes of:
(a)
introduction or readings, or both; or
(b)
adoption,
in one motion.
Bylaws must be signed
27.
After a bylaw is adopted and signed by the Corporate Officer and the presiding
member of the Council meeting at which it was adopted, the Corporate Officer
must have it placed in the City's records for safekeeping.
PART 6 - RESOLUTIONS
Introducing resolutions
28.
(1)
All resolutions will be introduced by a member addressing the
presiding member.
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(2)
All resolutions and all readings of bylaws shall be moved by a member
and seconded by another member.
PART 7 - COMMITTEE OF THE WHOLE
Notice for COTW meetings
29.
(1)
Subject to subsection (2) a notice of the day, hour and place of a COTW
meeting must be given at least 24 hours before the time of the meeting
by
(a)
posting a copy of the notice at the Public Notice Posting Places;
and
(b)
leaving a copy of the notice for each Council member in the
Council member's mailbox at City Hall.
(2)
Subsection (1) does not apply to a COTW meeting that is called during a
Council meeting for which public notice has been given under section 6
or 7.
Minutes of COTW meetings to be maintained and available to public
30.
(1)
Minutes of the proceedings of COTW must be
(a)
legibly recorded,
(b)
certified by the Corporate Officer,
(c)
signed by the member presiding at the meeting, and
(d)
open for public inspection.
Presiding members at COTW meetings and Quorum
31.
(1)
The Mayor will be the presiding member for the COTW meeting.
(2)
Notwithstanding subsection (1), another member of Council may be
appointed as the presiding member of a particular meeting.
(3)
The quorum of COTW is the majority of Council members.
Points for order at meetings
32.
(1)
The presiding member must preserve order at a COTW meeting and,
subject to an appeal of other members present, decide points of order
that may arise.
(2)
A member may speak any number of times on the same question.
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Reports
33.
(1)
COTW may consider reports and bylaws only if
(a)
there are printed and the members each have a copy or
(b)
a majority of the Council members present decide without debate
that the requirements of subsection (a) do not apply.
(2)
A motion for COTW to rise and report to Council must be decided without
debate.
(3)
The Corporate Officer will ensure that reports and recommendations
arising from the COTW are forwarded to Council.
Rising without reporting
34.
(1)
A motion made at a COTW meeting to rise without reporting
(a)
is always in order and takes precedence over all other motions,
(b)
may not be debated,
(c)
may not be addressed more than once by any one member.
(2)
If a motion to rise without reporting is adopted by COTW at a meeting
constituted under section 29, the Council meeting must resume and
proceed to the next order of business.
PART 8 - COMMITTEES
Committees, generally
35.
Notwithstanding rules set out in bylaws for standing and select committees, the
rules set out for Council in the bylaw, including the rules for electronic and hybrid
meetings, also apply to standing and select committees of council, and to
commissions.
Duties of standing committees
36.
(1)
Standing committees must consider, inquire into, report and make
recommendations to Council about all of the following matters:
(a)
matters that are related to the general subject indicated by the
name of the committee;
(b)
matters that are assigned by Council;
(c)
matters that are assigned by the Mayor.
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(2)
Standing committees must report and make recommendations to Council
at all of the following times:
(a)
in accordance with the schedule of committee meetings;
(b)
on matters that are assigned by the Council or the Mayor
(i)
as required by Council or the Mayor or
(ii)
at the next Council meeting so far as it is possible to do
so.
Duties of Select committees
37.
(1)
Select committees must consider, inquire into, report and
make recommendations to Council about the matters referred to the
committee by Council.
(2)
Select Committees must report and make recommendations to Council at
the next Council meeting so far as it is possible to do so.
Schedule of committee meetings
38.
(1)
At its first meeting after its establishment, a standing or select committee
must establish a regular schedule of meetings.
(2)
The chair of a committee may call a meeting of the committee in addition
to the scheduled meetings or may cancel a meeting.
(3)
The Chair of a committee must cause a notice of the day, time and place
of a meeting called under section 38 to be given to all members of the
committee at least 24 hours before the time of the meeting.
Notice of committee meetings
39.
(1)
Subject to subsection (2), after the committee has established the regular
committee meetings, including the times, dates and places of the
committee meetings, notice of the schedule must be given by:
(a)
posting a copy of the schedule a the Public Notice Posting Places;
and
(b)
providing a copy of the schedule to each member of the
committee.
(2)
Where revisions are necessary to an annual schedule of committee
meetings, the Corporate Officer must, as soon as possible, post a notice
at the Public Notice Posting Places which indicates any revisions to the
date, time and place or cancellation of a committee meeting.
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Attendance at Select committee meetings
40.
(1)
Council members who are not members of a select committee may
attend the meetings of the committee.
(2)
Council members attending a meeting of a select committee of which
they are not a member must not vote on a question.
Minutes of committee meetings to be maintained and available to the public
41.
(1)
Minutes of the proceedings of a committee must be
(a)
legibly recorded,
(b)
certified by the Corporate Officer or the Corporate Officer's
designate,
(c)
signed by the chair or member presiding at the meeting, and
(d)
open for public inspection.
Quorum
42.
The quorum for a committee is a majority of its members.
Conduct and debate
43.
(1)
The rules of the Council procedure must be observed during committee
meetings, so far as it is possible and unless as otherwise provided in this
bylaw.
(2)
Council members attending a meeting of a committee, of which they are
not a member, may participate in the discussion only with the permission
of a majority of the committee members present.
PART 10 - GENERAL
44.
If any section, subsection or clause of this bylaw is for any reason held to be
invalid by the decision of a court of competent jurisdiction, such decision will not
affect the validity of the remaining portions of this bylaw.
45.
This bylaw may not be amended or repealed and substituted unless Council first
gives notice in accordance with the Charter.
46.
Procedure Bylaw No. 5201, 1980 and Procedure Amendment Bylaw No. 6587,
2000, are hereby repealed.
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47.
Section 21(3) shall apply to all motions approved by Council that do not arise out
of a staff report.
Adopted March 22, 2004
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Procedure Bylaw
Schedule A
1.
Purpose and Principles
New Westminster City Council has a history of allowing people to speak at Council
meetings directly to members while they are sitting in a decision-making capacity. This
policy provides a process for people wishing to speak to sign up as a speaker during
the opportunity for the public to speak to Council at public evening council meetings.
This policy applies to meetings held under Part 5, Division 2 of the Community Charter.
This policy does not apply to any statutory right the public has to address Council
including Public Hearings.
2.
Definitions
In this Policy:
"Council meeting" refers to a meeting held under Part 5, Division 2 of the Community
Charter.
"Applicant" means someone who has requested to address Council as speaker but has
not yet been approved or refused.
"Speaker" means someone who has signed up to speak to Council during a Council
meeting, in either an in-person or virtual capacity.
"In-person Speaker" means someone who has signed up to speak at a Council
meeting, and physically attends the Council meeting in the Council Chamber.
"Virtual Speaker" means someone who has signed up to speak at a Council meeting,
and uses video conferencing or telephone to speak.
3.
Speaker Sign Up
Numbers, Participation Method and Registration
i.
Speakers will be heard at any Council meeting except those following a
Public Hearing.
ii.
A maximum of 10 speakers will be heard at each Council meeting where
speakers are scheduled.
iii.
Speakers must register and may participate in person, by video
conference or telephone (Zoom).
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iv.
Speakers may sign up starting six days before the meeting until noon the
day of the meeting in one of the following ways:
a. Filling out the form on the City's website; or
b. Emailing to [email protected]; or
c. Calling 604-527-4523; or
d. Submitting the required information in the mailbox on the north side of
City Hall; or
e. Mailing: Legislative Services
City of New Westminster
511 Royal Avenue
New Westminster, BC V3L 1H9
v.
Applicants must provide the following information to sign up to speak:
a. First and Last name
b. Phone number
c. Email address
d. The organization they are representing (if any)
e. The topic they wish to address
vi.
Contact information will be kept until the minutes of the meeting are
adopted.
vii.
If registering on behalf of an organization, only one speaker's slot per
organization will be permitted, in order to allow the greatest number of
people possible to speak. Multiple speakers may speak in the slot but can
take no more than five minutes to address Council.
viii.
If a speaker wants to show a presentation, it must be submitted to the
Legislative Services by 12:00 p.m. (noon) on the Friday before the Council
meeting. The presentation will be displayed and controlled by City staff
and streamed on the City's website.
Determination of Speakers:
i.
Applicants will be declined if the topic relates to one under discussion at
an upcoming public hearing as per the City's normal procedures.
ii.
The Mayor or Corporate Officer will determine the order of speakers.
iii.
If 10 or fewer delegations are received, all delegations will be placed on
the agenda.
iv.
If more than 10 applications for delegation are received:
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a. Speakers wishing to speak to items on the agenda will be prioritized;
b. Speakers addressing matters under the City's jurisdiction or concurrent
jurisdiction with the Province will be prioritized;
c. Council will be informed of the number of delegation requests on a
topic if not all are able to speak.
v.
If there are multiple delegation requests on the same topic, and others on
different topics:
a. The delegations will be prioritized to allow the greatest number of
topics to be heard by Council.
b. The individual on a topic with more than one applicant who will
address the issue is the one whose request was received first.
c. Multiple speakers will be allowed on a topic if there are fewer than 10
topics.
Speaker Confirmation
i.
Legislative Services staff will contact applicants within two business days
of the submission of a request to speak.
ii.
Legislative Services staff will confirm that an applicant is approved as a
speaker for the Council meeting as soon as possible, and by
approximately 1:00 p.m. on the day of the Council meeting, at the latest.
5.
Meeting Protocols for Speakers
i.
A speaker requiring assistance from another person to enter and exit City
Hall or the Council Chamber or for interpretation purposes, must bring that
person with them.
ii.
Registered In-person Speakers must check in with the staff member at the
door to Council Chamber.
iii.
Registered Virtual Speakers should join the Zoom meeting by computer,
smart device, or phone, following directions provided by City Staff.
iv.
In communication with people attending the Council meeting in person, it
will be made clear that they should not attend if they have symptoms of
illness.
v.
Speakers will have five minutes to speak. Council may ask questions
following the speaker, however the speaker is not obliged to answer them.
Council may also direct questions to staff.
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vi.
In signing up to be a speaker at a Council meeting, a speaker agrees that
comments delivered:
Should...
Should not...
...explain support or opposition for
an issue or project and how it will
affect the speaker
...be about people or groups of
people
...use respectful, inclusive language ....use abusive, offensive, vulgar,
or discriminatory language
... use language that is honest,
accurate and direct
...use terms that disguise or
underplay the true intent of
comments
...focus on facts
...speculate or make assumptions