MINUTES - General Committee - 20041025
TOWN OF AURORA
SPECIAL GENERAL COMMITTEE MEETING
REPORT
NO. 04-21
Leksand Room
Aurora Town Hall
Monday, October 25, 2004
ATTENDANCE
COMMITTEE MEMBERS Mayor Jones in the Chair, Councillors Buck,
Gaertner, Hogg, Kean, Vrancic, Wallace and
West.
MEMBERS ABSENT Councillor Morris was absent due to illness.
OTHER ATTENDEES Interim Chief Administrative Officer, Director of
Corporate Services/Town Clerk, Administrative
Co-ordinator/Deputy Clerk, Town Solicitor and
Administrative Assistant to the CAO.
Mayor Jones called the meeting to order at 7:06 p.m.
I DECLARATIONS OF PECUNIARY INTEREST
There were no declarations of pecuniary interest under the Municipal
Conflict of Interest Act.
II APPROVAL OF AGENDA
Moved by Councillor West Seconded by Councillor Buck
THAT the content of the Agenda as circulated by the Corporate
Services Department be approved as presented.
CARRIED
III ITEMS REQUIRING SEPARATE DISCUSSION
Moved by Councillor West Seconded by Councillor Kean
THAT the provisions of the Procedural By-law be waived to allow
for the discussion of amending the Procedural By-law.
CARRIED
Special General Committee Report No. 04- 21 Page 2
Monday, October 25, 2004
Scott Somerville, Interim Chief Administrative Officer, provided a verbal overview
of the considerations necessary to bring the Town of Aurora’s current Procedural
By-law #4280-01.C (as amended) into conformity with current Council directed
processes, procedures and practices. The following sections were discussed:
COUNCIL
Section 5.4 (a) - Voting
It was determined that an opinion should be presented to Council due to the
wording within the Municipal Act with respect to determining the interpretation of
the word “immediately” pertaining to recorded votes.
Section 7 - Terms of Reference
The Committee agreed that the section should be amended to reflect the current
practice that the Ad Hoc and Advisory Committee reports are presented directly
to Council.
Section 9 – Chair
The Committee agreed that the intent of the General Committee Meetings is
informal and the By-law did not need to be amended in this regard.
GENERAL COMMITTEE
Section 14 – Reporting
The Committee determined that the minutes of the General Committee Meeting
should be revised to reflect the wording of the Procedural By-law with
recommendations to Council without the mover and seconder of the motions.
Section 5 – Rules of Debate
Concerns were raised that needless, lengthy commentary is taking place at the
General Committee and Council Meetings and that questions should only pertain
to the item, for the purpose of obtaining information that was not available prior to
the meeting. Concerns were also raised with regards to the time allowed to
speak and the Committee agreed that it should be reduced and that delegations
should only speak at General Committee Meetings and not at Council Meetings.
It was suggested that the position of the Chair is crucial and the rules of the
Procedural By-law should be enforced to bring the debate back in line.
AD HOC COMMITTEES
Section 16 – Terms of Reference
The Committee agreed that the section needs to be amended to reflect reporting
directly to Council and not through a Standing Committee.
Section 18 – Chair
The Committee agreed that section 18.2 needs to be amended, however had
some concerns with amendments to 18.3 and suggested it be reviewed and the
wording be changed to reflect that the Corporate Services Department is
responsible for General Committee and Council and the appropriate Department
Head along with the Chair of the Committee will be responsible for all other
Agendas but should be reviewed by the CAO prior to distribution.
Special General Committee Report No. 04- 21 Page 3
Monday, October 25, 2004
Section 23 – Reporting
The Committee agreed that the section needs to be amended.
ADVISORY COMMITTEES
Section 24 – Creation and Disposition
The Committee agreed that the section needs to be amended by removing
“recommendations” and replacing with “direction”.
Section 26 – Membership
Councillor Buck requested that this section be reviewed and possibly be
amended by taking out the words “invitation of the Chair”.
Section 29 – Administrative Support
The Committee determined that the administrative support should be appointed
by the CAO.
Moved by Councillor Vrancic Seconded by Councillor Kean
THAT the verbal report of the Interim Chief Administrative Officer
be received for information.
CARRIED
1. “Room at the Top” – Legal Issues Affecting the Administration and
Governance of Municipalities in Ontario
Moved by Councillor West Seconded by Councillor Kean
THAT the report be received for information.
CARRIED
2. The Corporation of the Town of Aurora By-law Number 4280-01.C (as
amended) Being a By-law to govern the procedures of the Council of
the Town of Aurora and its Committees and Boards (Current By-law
in effect)
Moved by Councillor Vrancic Seconded by Councillor Kean
THAT the By-law be received for information.
CARRIED
3. The Corporation of the Town of New Tecumseth By-law 2004-027 –
“Procedure By-law” (Sample)
Moved by Councillor Buck Seconded by Councillor Vrancic
THAT the By-law be received for information.
CARRIED
Special General Committee Report No. 04- 21 Page 4
Monday, October 25, 2004
4. Corporation of the Town of Newmarket By-law Number 2004-167 – A
By-law to Govern the Proceedings of Council and Committee
Meetings (Sample)
Moved by Councillor Vrancic Seconded by Councillor Kean
THAT the By-law be received for information.
CARRIED
IV OTHER BUSINESS, COUNCILLORS
Scott Somerville requested that the members of the Committee review the
sample By-laws provided at this meeting and advise the Clerk’s
Department of any suggested amendments not discussed at this meeting.
The committee suggested checking with all committee members regarding
the possibility of revising the meeting schedule, as well as having one less
General Committee Meeting per month.
Scott Somerville requested that Legal Services provide their input with
respect to amending the Procedural By-law in order to enable Council to
have a private assembly without violating the Municipal Act. A Notice of
Motion will be given at the October 26th Council Meeting in this regard, a
report will be presented at the November 2nd General Committee Meeting
and Corporate Services will provide notice for the amendment to the By-
law.
Councillor Hogg requested a legal opinion with regards to email circulation
and when, or if it would be considered a meeting of Council and should
there be a provision in the Procedural By-law in this regard.
Bob Panizza suggested that the Committee review section 3.12 of the
Procedural By-law regarding the use of the “Other Business” portion at
Council and General Committee Meetings. Mr. Panizza indicated that this
section was intended for announcements or quick answers to issues from
staff. It was further suggested that if members of Council are seeking
reports, that a memo from Councillors be submitted for inclusion on the
agenda or, alternatively, members provide a Notice of Motion on the issue.
VII ADJOURNMENT
Moved by Councillor Hogg
THAT the meeting be adjourned at 9:00 p.m.
CARRIED
THE REPORT OF THE GENERAL COMMITTEE MEETING 04-21 WAS
CONSIDERED AND ADOPTED BY COUNCIL AT ITS MEETING HELD ON
TUESDAY, NOVEMBER 9, 2004.
______________________ _________________________________
T. JONES, MAYOR B. PANIZZA, TOWN CLERK