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Town of Stewiacke 295 George Street P.O. Box 8 Stewiacke, NS B0N 2J0
Office 902-639-2231 Fax 902-639-2221
Policy Title: Council Meetings and Procedures Policy #2025-23
Approval Date: November 27, 2025
Replaces: Council Meeting and Procedure bylaw 2017-23 (Repealed)
1.
Short Title
This by-law may be cited as the "Committee of the Whole and Council Meeting and Procedures
Policy"
2.
In this policy, unless the context otherwise requires,
(1) "business day(s)" means a day when the Town of Stewiacke office is open for business;
(2) "Chair" means the presiding officer;
(3) "Council" means the Council of the Town of Stewiacke;
(4) "Council Member(s)" include(s) the Mayor unless the context indicates otherwise;
(5) "majority" means more than one half of those present, unless the context indicates
otherwise.
(6) "Meetings" refers to both Committee of the Whole and Council meetings.
Time, Place, Date and Notice of Meetings
3.
Unless otherwise specified pursuant to section 4, regular meetings of Council shall be held
(1) at Council Chambers in the Town Office;
(2) on the fourth Thursday of the each month, with the exception of the month of August
where no meeting will be held, there shall be one committee of the whole meeting
followed directly by a council meeting; and
(3) Any items recommended by the Committee of the Whole to Council, will be placed on the
Council meeting agenda the following month.
(4) The meetings will commence at 7:00 p.m.
4.
Regular meetings of COTW & Council may be rescheduled, relocated or cancelled
(1) by resolution or consensus of Council at a previous meeting three or more days in advance
of the regular meeting; or
(2) by the CAO on behalf of the Mayor, owing to unforeseen circumstances, provided the
Mayor believes that the majority of Council Members would support such a step.
Town of Stewiacke 295 George Street P.O. Box 8 Stewiacke, NS B0N 2J0
Office 902-639-2231 Fax 902-639-2221
5.
Additional or special meetings of Council may be convened
(1) by resolution or consensus, including a contingent resolution or consensus, of Council at
a previous meeting three or more days in advance of the additional or special meeting; or
(2) by the CAO on behalf of the Mayor, owing to unforeseen circumstances, provided the
Mayor believes that the majority of Council Members would support such a step.
6.
Specific notice to Council Members and to the public need not be provided of
(1) meetings held pursuant to section 3; or
(2) meetings held pursuant to subsections (1) of section 4 or 5;
but, subject to any statutory relaxation of notice requirements, three days' notice shall be
specifically provided for other meetings to Council Members in the manner described in
sections 7 and 8 and to the public in the manner described in section 9.
7.
Subject to section 6, notice of meetings shall be provided verbally, by telephone or telephone
answering machine, or in writing including electronic mail or facsimile messages to each Council
Member.
8.
Within 30 days following the first meeting of Council after a municipal election or by-election,
each elected Council Member shall provide to the CAO;
(1) a telephone number at which the Council Member has, and will maintain, access to a
telephone voice mail which the Council Member will check at least once per day; or
(2) an electronic mail address at which the Council Member has, and will maintain, access to
electronic mail or messages, as the case may be, and which the Council Member will check
at least once per day;
failing which the Council Member shall be responsible for checking, at least once per business
day, a mailbox assigned to the Council Member and marked with the Council Member's name
located at the Town Office and shall be deemed to have chosen this method of notification. The
Council Member shall be deemed to have received any notice within one business day of it being
sent or left by the method of the Council Member's choice pursuant to this section.
9.
Subject to section 6, notice of meetings shall be provided to the public by posting on Town web
sites (including social media sites operated by the Town) a "Notice of Council Meeting" containing
the time, date and place of the meeting.
Town of Stewiacke 295 George Street P.O. Box 8 Stewiacke, NS B0N 2J0
Office 902-639-2231 Fax 902-639-2221
Roll Call and Quorum
10.
A majority of the members of Council and the Mayor is considered a member of Council shall
constitute a quorum for the transaction of business.
11.
At the time appointed for any meeting of the Council, if ten minutes elapse without a quorum
being present, the members present shall meet, and
(1) Adjourn the Council; or
(2) Extend the time for the meeting of the Council for one half hour from the hour fixed for
such meetings when, if a quorum is still not present, the Council shall stand adjourned.
12.
A councillor not present at roll call may have their name entered as present if they join the Council
at the place of meeting within thirty minutes after the opening of the session in question and if
the councillor calls the attention of the CAO / Town Clerk to that fact immediately on arrival.
13.
Council may excuse, by resolution, the absence of a councillor if it feels there is just cause in
accordance with the Attendance at Council Meeting Policy.
14.
A councillor who, without this leave of Council, is absent from three consecutive regular meetings
of Council shall thereby vacate their office, and the office shall be declared vacant by the Council,
in accordance with the Municipal Government Act (MGA) and the Attendance at Council Meeting
Policy.
Conduct of Meetings: General
15.
The rules and regulations contained in this policy shall be observed in all proceedings of Council
and any of its committees; and in any case for which provision is not made herein the procedure
to be followed shall be as described in "Bourinot's Rules of Order fourth revised edition" by
Geoffrey Stanford and as revised from time to time.
16.
During a meeting Council may adjourn for short periods or move to another place, without ending
the meeting.
17.
At regular meetings of Council, except when Council resolves to defer approval of minutes for a
maximum of one additional meeting, the minutes of the last preceding regular meeting and
subsequent special meetings shall be reviewed and after all necessary corrections and
amendments approve the minutes.
Town of Stewiacke 295 George Street P.O. Box 8 Stewiacke, NS B0N 2J0
Office 902-639-2231 Fax 902-639-2221
18.
The minutes shall be kept by the Town and shall:
(1) record the time when any Council Member joins or leaves a meeting which is in progress;
(2) contain all resolutions, decisions by consensus and motions, with the name of the movers
and seconders, and shall record the outcome of each vote;
(3) mention reports, petitions and other papers submitted to Council only by their respective
titles, or a brief description of their contents.
19.
It shall be the duty of the Chair to:
(1) open meetings of Council by taking the chair and calling the Council Members to order;
(2) ask the Council whether there is a consensus on an item of procedure or business, and if
no Council Member indicates dissent, may treat the item as resolved to the same extent
as if a motion had been duly moved, seconded and passed by vote;
(3) receive and submit to Council motions properly presented by a Council Member;
(4) put to a vote a question which is regularly moved and seconded or necessarily arising in
the course of the proceedings and to announce the result of the vote;
(5) decline to put to a vote, a motion which infringes upon the rules of procedure;
(6) restrain the Council Members, when engaged in debate, within the rules of conduct of
debate;
(7) enforce on all occasions, the observance of order and decorum;
(8) call by name any Council Member persisting in a breach of the rules of order of Council
thereby ordering them to vacate the Council Chambers;
(9) inform the Council when necessary, or when referred to, on a point of order;
(10)
permit the Chief Administrative Officer to speak on any point when required;
(11)
permit proper questions to be asked through the Chair of any official or employee of
the Town, or presenter in attendance, to provide information to assist any debate;
(12)
adjourn the meeting when the business is concluded or, when an adjournment time
has been set and approved by majority vote or consensus, when the adjournment time
has been reached, except when it is extended by unanimous consent; and
(13)
adjourn the meeting in the case of grave disorder arising in the Council Chambers.
Town of Stewiacke 295 George Street P.O. Box 8 Stewiacke, NS B0N 2J0
Office 902-639-2231 Fax 902-639-2221
20.
At COTW / Council meetings, unless a majority consents to a different order for that meeting,
Council shall conduct business in the following order;
(1) call to order
(2) attendance;
(3) approval of / changes to agenda;
(4) disclosure of interest on agenda items;
(5) approval of minutes from the previous meeting;
(6) announcements;
(7) presentations; *Presentations only happen during COTW
(8) written petitions / correspondence;
(9) citizens comments;
(10)
Committee of the Whole Business;
(11)
In camera session;
(12)
adjournment
(13)
*BREAK BETWEEN COTW & COUNCIL MEETING*
(14)
Call to order - Council Meeting
(15)
attendance;
(16)
approval of / changes to agenda;
(17)
disclosure of interest on agenda items;
(18)
approval of minutes from the previous meeting;
(19)
announcements;
(20)
written petitions / correspondence;
(21)
citizens comments;
(22)
Council Business;
(23)
bylaw / policy;
(24)
mayor report;
(25)
councillors reports;
(26)
in camera session;
(27)
notice of motions and reconsideration;
(28)
adjournment.
Town of Stewiacke 295 George Street P.O. Box 8 Stewiacke, NS B0N 2J0
Office 902-639-2231 Fax 902-639-2221
Note: On the fourth Thursday of each month, with the exception of the month of
August where no meeting will be held, there shall be one committee of the whole
meeting followed directly by a council meeting.
Items recommended to Council by the COTW will not be considered by Council on the
same date. Any recommendations made by COTW to Council will be brough forward
at the Council meeting the following month.
21.
At the time the agenda is put forward for approval the Chair shall inquire of Council Members
whether they have any new or other business. Council Members having such business shall then
identify it for the Chair, or they will lose the right to raise new or other business at the meeting.
22.
Every Council Member, prior to speaking on any question or motion, shall raise a hand and wait
to be recognized by the Chair. When two or more Council Members raise their hands to speak,
the Chair shall designate the Council Member who first raised a hand, as the Council Member
who has the floor.
COTW
-Each month (except August) COTW will review new business and
will make reccomendations to Council. All reccomedation will go
before Council at the following months Council meeting.
-In example any reccomendations made by COTW in January and
reccomended to Council, will be placed on the Council agenda for
Feburaruy (the next month).
COUNCIl
- Each month Council will meet and will review the
reccomendations from the COTW meeting from the previous
months.
-In example, at the February meeting, Council will review any an all
reccomndations brought froward from the COTW held in Janaury.
Town of Stewiacke 295 George Street P.O. Box 8 Stewiacke, NS B0N 2J0
Office 902-639-2231 Fax 902-639-2221
23.
No Council Member may speak more than twice, without the leave of Council, on any motion
except to explain a misconception of their remarks, but the mover of a motion shall have the
right to reply and sum up in closing the debate.
24.
When a Council Member wishes to explain, the Council Member shall raise a hand and ask leave
of the Chair, without further comment, and if permitted by the Chair, shall explain only an actual
misunderstanding of language.
25.
No Council Member shall speak more than ten minutes upon any matter at one time, without
the permission of Council.
26.
Council permits citizen comments on their agenda and these comments will be limited to 5
minutes.
Petitions
27.
Every ratepayer or resident of the Town, and every corporation doing business therein, shall have
the right to be heard before Council by petition and every petitioner shall be entitled to be heard
at the time of presentation of the petition.
28.
Persons accompanying the petitioner may be heard, in support of such petition, if they have
obtained consent by a majority vote of the Council.
29.
Every petition shall be presented to the Council either by a member of Council or by the Clerk
and the individual presenting the petition shall be prepared to advise Council that the petition
does not contain any impertinent or improper matter and that the petition shows due respect
and reverence in its language and contents.
30.
When petitioners, or person speaking in support of a petition, address Council, they shall exhibit
the utmost of respect and reverence for the Council and its members both in speech and in
action; and they shall at no time argue with the Council in answer to any question put by the
Council or by a Council member, but they shall answer the same respectfully.
Town of Stewiacke 295 George Street P.O. Box 8 Stewiacke, NS B0N 2J0
Office 902-639-2231 Fax 902-639-2221
31.
Every communication, including a petition designed to be presented to the Council, shall be
legibly written or printed and shall not contain any obscene or improper matter or language and
shall be signed by at least one person and filed with the Clerk.
32.
The filing of a petition with the Clerk shall be done at least one week (5 business days) before the
first day of the meeting of Council at which it is to be considered, and the Clerk shall keep a book
containing a record of all petitions so filed. Any presentation that accompanies a petition, shall
be required to be provided to the Town Clerk by noon the day before the meeting of Council.
Conduct of Meetings: Motions and Voting
33.
The Chair shall state every question properly presented to Council and before putting it to a vote,
shall ask "Is Council ready for the question" and if no Council Member offers to speak, the Chair
shall put the question, after which no Council Member shall be permitted to speak upon it.
34.
The usual form of voting on any question shall be by the chair calling for "yeas" and "nays", but
any Council Member, before or after a voice vote can call for, and obtain through the Chair, a
show of hands, and any Member of Council can call for, and obtain through the Chair, a recorded
vote with each Council Member's vote entered into the minutes.
35.
A motion must be seconded and then repeated by the Chair or read aloud by the Clerk before it
is debated. The Chair may direct that the motion be put in writing.
36.
After reading of a motion by the Chair or Clerk, it shall be open for discussion.
37.
A motion may at any time before the Council has voted on it be withdrawn by the mover with
the consent of the seconder.
38.
When any question is before the Council, the only motions in order shall be:
(1) a motion in amendment of the original motion;
(2) a motion to refer the question, including the motion and amendment if one is moved, to
any committee;
(3) a motion to defer the consideration of the question either indefinitely or to a specified
time;
(4) a motion to close the debate at a specified time;
Town of Stewiacke 295 George Street P.O. Box 8 Stewiacke, NS B0N 2J0
Office 902-639-2231 Fax 902-639-2221
(5) a motion that the question be put to a vote;
(6) a motion to adjourn.
39.
When any one of the motions mentioned in the next preceding section has been made as an
amendment to the original motion, no other motion may be made as an amendment except to
the original motion or to the amendment, except the following:
(1) to refer to a committee;
(2) to defer the consideration of the question;
(3) to close the debate at a specified time;
(4) that the question be put to a vote;
(5) to adjourn.
any of which may be moved either to the original motion or to the amendment of the original
motion.
40.
A motion:
(1) that the debate be closed at a specified time; or
(2) that the question be put to a vote,
shall be put to a vote without further amendment or debate, but a motion that the question be
put to a vote shall not itself be put to a vote until every Council Member who has not spoken on
the question and claims a right to speak has been heard.
41.
A motion that the question be put to a vote shall preclude all amendment to the main question
until the motion is decided, and shall be put to a vote, without debate, in the following words:
"That this question be put to a vote". If this motion is resolved in the affirmative, the original
question shall be put to a vote immediately, without any amendment or debate, but if such
motion is resolved in the negative, then the Council shall proceed to other business.
42.
A motion to adjourn shall always be in order except in the following cases:
(1) when a Council Member is in possession of the floor;
(2) when the "yeas" and "nays" are being called;
(3) while the Council Members are voting; or
(4) when the adjournment was the last preceding motion.
43.
The following questions shall be decided without debate:
(1) a motion to reconsider;
(2) all motions as to priority of business or as to the suspension of the order of the day;
(3) application to speak more than the prescribed number of times;
Town of Stewiacke 295 George Street P.O. Box 8 Stewiacke, NS B0N 2J0
Office 902-639-2231 Fax 902-639-2221
(4) a motion to allow any person other than the Council Members to address the Council;
(5) a motion to postpone to a specified time or day;
(6) a motion to lay on the table when claiming a privilege over another person; and
(7) a motion to adjourn.
44.
Amendments shall be put in the reverse order to that in which they are moved. Every
amendment submitted shall be decided or withdrawn before the main question is put to vote.
Only one amendment shall be allowed to an amendment and any further amendment must be
to the main question.
45.
Except for matters arising from correspondence, committee or other reports, agenda items, or
notices of motion or other material circulated to Council Members on or before the day before
the meeting, and except for matters arising from an in camera meeting, no motion committing
the Town of Stewiacke to the expenditure of funds shall be accepted by the Chair for the
consideration of Council except with the unanimous consent of Council Members present.
46.
Any notice of motion given by a Council Member for a subsequent meeting may, in the absence
of the Council Member giving such notice, be taken up by any other Council Member.
47.
After any question has been decided, either in the affirmative or negative, any one Council
Member may, after the decision has been announced from the chair, but before adjournment of
the meeting, give notice of an intention to move reconsideration at the next meeting of the
Council. The giving of such a notice operates as a stay or suspension of Council's decision.
48.
Unless reconsideration is moved at the next meeting the right of reconsideration shall be lost.
49.
No discussion of the main question shall be allowed on the motion for reconsideration.
50.
The following matters are not eligible for reconsideration:
(1) a motion approving the first or second reading of a By-Law enactment, amendment or
repeal;
(2) a motion to decide upon a matter which was the subject of a statutory hearing by Council;
(3) a motion which is or was considered by Committee of the Whole in substantially the same
form in which it is being or will be considered by Council, irrespective of whether Council
has adopted or rejected, or may adopt or reject, the recommendation of Committee of
the Whole;
(4) a matter which has been reconsidered once; and
Town of Stewiacke 295 George Street P.O. Box 8 Stewiacke, NS B0N 2J0
Office 902-639-2231 Fax 902-639-2221
(5) a vote to reconsider.
Conduct of Meetings: Points of Order
51.
It shall be the duty of the Chair, and the privilege of any Council Member, to call any Council
Member to order, who violates any established rule or order. A point of order must be decided
before the subject under consideration is proceeded with.
52.
When a Council Member is called to order, the Council Member shall remain seated and silent
until the point is determined, until called upon by the Chair to be heard on the point of order.
53.
A point of order is not debatable amongst other Council Members, unless the Chair invites
discussion in an effort to assist in making a ruling. Where the Chair permits discussion of a point
of order, no Council Member shall speak more than once.
54.
Decisions of the Chair on points of order or procedure, including an order expelling and excluding
a person from the Council Chambers pursuant to sections 50 and 52, are not debatable but are
appealable to Council by any Council Member. When an appeal is made from the decision of the
Chair, the Chair shall simply put the question, "Shall the decision of the Chair be sustained?"
55.
No Council Member shall use offensive or unparliamentary language or speak disrespectfully to
or about anyone while in Council, or speak outside the parameters of the question in debate.
56.
If a Council Member resists the rules of Council, willfully obstructs the business of Council or
disobeys the decision of the Chair, or of Council on appeal, on any question of order or practice
or upon the interpretation of the rules of Council after being called to order by the Chair, or
otherwise disrupts the proceedings of Council, the Council Member may be ordered by the Chair
to leave the Council Member's seat provided that a majority vote of Council shall be required to
sustain the expulsion.
57.
If the Council Member refuses to leave the Council Member's seat, the Chair may order the
Council Member to be expelled and excluded from the Council Chambers.
58.
Such Council Member may, by vote of Council, later in the meeting or at a subsequent meeting
be permitted to re-enter Council Chambers and to resume participation in Council's business with
or without conditions.
Town of Stewiacke 295 George Street P.O. Box 8 Stewiacke, NS B0N 2J0
Office 902-639-2231 Fax 902-639-2221
59.
People who are not Council Members or officers or employees of the Town of Stewiacke shall
observe silence and order in the Council Chambers, unless given permission to speak. Any such
persons disturbing the proceedings of Council shall be called to order by the Chair and, if they fail
to comply, shall be ordered by the Chair to be expelled and excluded from the Council Chambers,
provided that a majority vote of Council shall be required to sustain the expulsion.
60.
Such member of the public may, by vote of Council, later in the meeting or at a subsequent
meeting be permitted to re-enter Council Chambers with or without conditions.
61.
An order of the Chair to expel a person from the Council Chambers pursuant to sections 50 and
52 of this By-law constitutes a direction from the Town of Stewiacke to leave the premises for
purposes of the Protection of Property Act and other applicable laws.
62.
If any question arises that is not provided for by applicable legislation or the foregoing rules, it
shall be decided according to the ruling of the Chair, having regard to general principles of
parliamentary procedure to the best of the Chair's ability, but the Chair shall not be expected to
conform its decisions with parliamentary procedure texts or precedents.
63.
Any of the rules of order may be suspended in its operation by the unanimous consent of the
Council Members present.
64.
The procedural requirements in the By-law are intended to complement and supplement, and
not to replace, the requirements contained in the Municipal Government Act.
65.
By-Law 2000 - 05, Meeting and Procedures By-law is repealed.
Posting of Documents
Town of Stewiacke 295 George Street P.O. Box 8 Stewiacke, NS B0N 2J0
Office 902-639-2231 Fax 902-639-2221
Nova Scotia's Municipal Government Act requires Municipalities to post the meeting agenda and the
minutes from the past meeting.
In addition, to the minimum requirements, the Town shall:
66.
Release & post the meeting agenda and previous minutes up three business days in
advance of the COTW / Council meeting; and
67.
Town Staff shall release & post the full COTW / Council package up two business day in
advance of all meetings.
Annotation's For Official Policy Book
Date of Council members Review: Thursday, November 27th, 2025
Date of Passage of Current Policy: Thursday, November 27, 2025
I certify that this Policy was adopted by Council as indicated above.
_________________________ _____________________
CAO / Clerk Date
November 27, 2025