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AGENDA - Council - 20151215COUNCIL WORKSHOP AGENDA (Procedural By-law Review) TUESDAY,DECEMBER 15,2015 6:30 P.M.to 8:30 P.M. COUNCIL CHAMBERS AURORA TOWN HALL PUBLIC RELEASE December 11,2015 TOWN OF AURORA COUNCIL WORKSHOP AGENDA Tuesday,December 15,2015 6:30 p.m.–8:30 p.m. Council Chambers 1.DECLARATION OF PECUNIARY INTEREST AND GENERAL NATURE THEREOF 2.APPROVAL OF THE AGENDA RECOMMENDED: THAT the agenda as circulated by Legal and Legislative Services be approved. 3.CONSIDERATION OF ITEM REQUIRING SEPARATE DISCUSSION 4.READING OF BY-LAW RECOMMENDED: THAT the following confirming by-law be given first,second,and third readings and enacted: 5796-15 BEING A BY-LAW to Confirm Actions by Council Resulting from Council Workshop on December 15,2015. pg.41 5.ADJOURNMENT Council Workshop Agenda Tuesday,December 15,2015 Page 2 of 2 AGENDA ITEMS 1.Procedural By-law Review pg.1 RECOMMENDED: THAT Council provide direction. December15,20156:30p.m.to8:30p.m.CouncilChambersCouncil Workshop Agenda Tuesday,December 15,2015 Item 1 Page -1 -1 - Slide2TopicsforDiscussionSlides1.Background…………………………………..32.Purpose…………….…………………………43.RoleofaProceduralBy-law…...….………..54.ThemesandOptionsa)Council/CommitteeStructure………….6b)MeetingTime&Schedule……………..7-8c)Agenda&OrderofBusiness……….....9-10d)RulesofDebate…………………………11-13e)PublicParticipation……………………..14-21f)NoticesofMotion……………………….22-24g)SpecificMotions………………………...25-31h)Voting…………………………………….32-34i)OtherIssues…………………………….35-395.NextSteps..............…………….…………...40Council Workshop Agenda Tuesday,December 15,2015 Item 1 Page -2 -2 - Slide3Background•CouncilheldaProceduralBy-lawReviewWorkshoponNovember24,2015.•CouncilreceivedapresentationandadoptedseveralrecommendationstoimprovetheProceduralBy-law.•CouncildeferredconsiderationofseveralmatterstoanotherCouncilWorkshop.•ThispresentationhighlightsthepolicydecisionsalreadyadoptedbyCouncil,andcontinuestheitemsdeferredfromtheNovember24,2015CouncilWorkshop.Council Workshop Agenda Tuesday,December 15,2015 Item 1 Page -3 -3 - Slide4Purpose•TocontinuetoreviewthekeythematicareasoftheProceduralBy-lawanddetermineifchangestotheProceduralBy-lawarerequired•Ifchangesarerequired,toendorsepolicystatementsthatstaffwillusetoreportbackonpossibleamendmentstotheProceduralBy-lawCouncil Workshop Agenda Tuesday,December 15,2015 Item 1 Page -4 -4 - Slide5RoleofaProceduralBy-lawADOPTEDONNOVEMBER24,2015•THATtheinclusionofthefollowingprinciplesofparliamentaryprocedureintheProceduralBy-lawasaninterpretivetoolbeendorsed:a)EveryMemberhastherighttoonevote,unlesspreventedbylaw;b)EachMemberofCouncilhastherighttobeheardonamatter,unlesspreventedbylaw;c)EachMemberofCouncilhastherighttoinformationtohelpmakedecisions,unlesspreventedbylaw;d)EachMemberofCouncilhastherighttoanefficientmeeting;e)EachMemberofCouncilhastherighttobetreatedwithrespectandcourtesy;f)EachMemberofCouncilrepresentsthepublicandwillfirstandforemostconsiderthewell-beingandinterestsofthemunicipality.Council Workshop Agenda Tuesday,December 15,2015 Item 1 Page -5 -5 - Slide6Council/CommitteeStructureADOPTEDONNOVEMBER24,2015•THATthecreationofanew“BudgetCommittee,”comprisedofallMembersofCouncil,tomakerecommendationstoCouncilonapprovaloftheTown’sannualOperatingandCapitalBudgetsbeendorsed;and•THATtheBudgetCommitteeorderofbusinessbethesameascurrentlyusedforSpecialGeneralCommittee–Budgetmeetings;and•THATtheBudgetCommitteebedelegatedtheauthorityto:a)ApprovethemeetingminutesofBudgetCommittee;b)DirectstafftobringforwardinformationtotheBudgetCommitteeasneeded,anddefermatterstoafutureBudgetCommitteemeeting;andc)DirectstafftoprepareandbringforthforCouncil’sconsiderationareportsummarizingCommitteerecommendationsontheannualCapitalandOperatingBudgets.Council Workshop Agenda Tuesday,December 15,2015 Item 1 Page -6 -6 - Slide7MeetingTime&ScheduleREGULARMEETINGSCHEDULEADOPTEDONNOVEMBER24,2015•THATthefollowingscheduleofregularCouncil,GeneralCommitteeandSpecialCouncil–PublicPlanningmeetingsbeendorsed:a)GeneralCommitteeshallgenerallymeetonthefirst(1st)andthird(3rd)Tuesdayofthemonthat7p.m.;b)Councilshallgenerallymeetonthesecond(2nd)andfourth(4th)Tuesdayofthemonthat7p.m.;c)SpecialCouncil–PublicPlanningmeetingswillnormallybeheldonthethird(3rd)Wednesdayofthemonth;andd)Onlyone(1)GeneralCommitteemeeting,one(1)Councilmeetingandone(1)PublicPlanningmeetingwillbeheldineachofDecemberandJanuary.Council Workshop Agenda Tuesday,December 15,2015 Item 1 Page -7 -7 - Slide8MeetingTime&Schedule(cont’d)SUMMERMEETINGSCHEDULEADOPTEDONNOVEMBER24,2015•THATone(1)GeneralCommitteemeetingandone(1)CouncilmeetingbeheldineachofJulyandAugust.Council Workshop Agenda Tuesday,December 15,2015 Item 1 Page -8 -8 - Slide9Agenda&OrderofBusinessADOPTEDONNOVEMBER24,2015•THATthelistingoftheConfirmingBy-lawasaseparateCouncilAgendaItembeendorsed;and•THATtheremovaloftheGeneralCommitteeAgendaItem“PresentationsbytheAdvisoryCommitteeChair”beendorsed;and•THATthelistingof“DeclarationofPecuniaryInterestandGeneralNatureThereof”following“ApprovaloftheAgenda”beendorsed;and•THATstaffreportbackonimplementingapolicythatInformationReports,generallydefinedasstaffreportsthatdonotcontainrecommendationsrequiringCouncilactionordecisions,normallybepublishedontheTown’swebsiteandonlybeincludedonaCouncilorCommitteeAgendaifrequestedbyaMemberofCouncil.Council Workshop Agenda Tuesday,December 15,2015 Item 1 Page -9 -9 - Slide10Agenda&OrderofBusiness(cont’d)ADOPTEDONNOVEMBER24,2015(cont’d)•THATCommitteemeetingAgendasbepublishedseven(7)dayspriortothemeeting;and•THATCommitteeAdditionalItemsbepublishedtwenty-four(24)hoursbeforethemeeting;and•THATCouncilmeetingAgendasbepublishedontheFridaypriortothemeeting;and•THATCouncilAdditionalItemsbepublishedonthedayofthemeeting.Council Workshop Agenda Tuesday,December 15,2015 Item 1 Page -10 -10 - Slide11RulesofDebateCURRENTRULES•ToaddressCouncil,aMembershallrequesttospeakandberecognizedbytheChair.•Whentwo(2)ormoreMembersindicatetheirdesiretospeakatthesametime,theChairshalldesignatetheorderofspeakers.•NoMembershallspeakforlongerthanten(10)minutesonaquestionwithoutCouncil’spermission.•NoMembershallspeakmorethantwo(2)timestothesamequestionwithoutCouncil’spermission,exceptthatareplyshallbepermittedonlyfromaMemberwhohaspresentedthemainmotion.Council Workshop Agenda Tuesday,December 15,2015 Item 1 Page -11 -11 - Slide12RulesofDebate(cont’d)SURVEYCOMMENTS•Thereshouldbestricterlimitsonspeakingtimesandgreaterenforcement.•Members’speakingtimesatCouncilandGeneralCommitteeshouldbechangedtotwo(2)timesforamaximumoffive(5)minuteseachtime.•Thecurrentrulesareworkingwell.•Members’speakingtimesshouldbechangedasfollows:–AtCommitteemeetings,Membersshouldbepermittedtospeaktwiceonasubject,thefirsttimebeingforamaximumoften(10)minutes,andthesecondtimebeingforamaximumoffive(5)minutes;and–AtCouncilmeetings,Membersshouldbepermittedtospeaktwiceonasubjectforamaximumoffive(5)minuteseachtime.Council Workshop Agenda Tuesday,December 15,2015 Item 1 Page -12 -12 - Slide13RulesofDebate(cont’d)OPTIONS1.Members’speakingtimesatCouncilandGeneralCommitteeshouldbechangedtotwo(2)timesforamaximumoffive(5)minuteseachtime.2.Members’speakingtimesshouldbechangedasfollows:a)AtCommitteemeetings,Membersshouldbepermittedtospeaktwo(2)timesonasubject,thefirsttimebeingforamaximumoften(10)minutes,andthesecondtimebeingforamaximumoffive(5)minutes;andb)AtCouncilmeetings,Membersshouldbepermittedtospeaktwo(2)timesonasubjectforamaximumoffive(5)minuteseachtime.Council Workshop Agenda Tuesday,December 15,2015 Item 1 Page -13 -13 - Slide14PublicParticipationCURRENTRULES(Delegations&Presentations)•DelegationsshallbeencouragedtoappearattheappropriateCommitteefirst.•TheClerkshallgivedueconsiderationtothelengthoftheAgendaandthenumberofDelegationsandshalladvisetotherequestertheearliestpossibledatewhentheirDelegationmaybeaccommodated.(CommitteeOnly)•Amaximumofthree(3)DelegationsshallbeallowedtoaddressCouncilpermeeting.•Nopersonotherthanthedesignatedspokespersonmayspeakonthematterandnotformorethanfive(5)minutes.•ADelegationnotontheAgendashallnotbeheardwithouttheconsentofatleastatwo-thirds(2/3)majorityoftheMemberspresent.•PresentationsofgeneralinterestshallbeplacedontheCouncilAgendaandshallbelimitedtoten(10)minutesperPresentation.Council Workshop Agenda Tuesday,December 15,2015 Item 1 Page -14 -14 - Slide15PublicParticipation(OpenForum)CURRENTRULES(OpenForum)•Duringthetwenty(20)minutesprecedingeachregularCouncilmeeting,theMembersshallattendintheCouncilChambersforthepurposeofprovidinganinformalopportunityforanypersontovoiceopinionsonsubjectsofmunicipalconcern.•EachpersonshallberequiredtosigntheOpenForumRegisterpriortobeingpermittedtoaddressCouncil,andeachpersonshallbelimitedtoaddressingCouncilforamaximumoffive(5)minutes.•NodecisionswillbemadeasaresultofcommentsmadeduringOpenForum.•AnycommentsmadeduringOpenForumshallnotformpartoftheminutesoftheCouncilmeeting.Council Workshop Agenda Tuesday,December 15,2015 Item 1 Page -15 -15 - Slide16PublicParticipation(cont’d)SURVEYCOMMENTS•Providemoretimeforregistrationasdelegates.•Thecurrentrulesareworkingwell.•ThecurrentAdvisoryCommitteeminuteprocessisworkingwell.•EliminateOpenForum,ormoveitto6:45p.m.•Moreflexibilityforpublicparticipation(e.g.,allowPresentersandDelegatestoanswerquestionsduringdebateonthespecificitem,andallowthepublictoparticipateremotelyinmeetingbyemailquestions)•DelegatesandPresentersareoftenprovidedadditionalspeakingtimewhichisnotefficient.Council Workshop Agenda Tuesday,December 15,2015 Item 1 Page -16 -16 - Slide17PublicParticipation(cont’d)STAFFOBSERVATIONS•DelegatescanappearatbothGeneralCommitteeandCouncil,limitingopportunitiesforotherdelegatestoaddressanAgendaitem.•TherequirementsoftheProceduralBy-lawareoftenwaivedtopermitstaffPresentationsorDelegationstoexceedtheten(10)orfive(5)minuterule.•DelegationandPresentationmaterialisnotprovidedtotheClerk’sOfficeinsufficienttimeforinclusionontheAgenda.Council Workshop Agenda Tuesday,December 15,2015 Item 1 Page -17 -17 - Slide18PublicParticipation(cont’d)OPTIONS(OpenForum)1.EliminateOpenForumTHATtheremovalofOpenForumfromtheProceduralBy-lawbeendorsed.2.MoveOpenForumto6:45p.m.THATachangeinthestarttimeofOpenForumto6:45p.m.beendorsed.3.MaintaincurrentOpenForumrules(nomotionneedstobeadopted)Council Workshop Agenda Tuesday,December 15,2015 Item 1 Page -18 -18 - Slide19PublicParticipation(cont’d)OPTIONS(Delegations)1.DelegationscanappearatGeneralCommitteeorCouncilTHATDelegationswhoappearbeforeGeneralCommitteenotbepermittedtodelegateagainatthefollowingCouncilmeeting,butmaysubmitwrittenmaterialtoMembersofCouncilthroughtheClerk’sOffice.2.DelegationsbythePublic(TimeLimits)THATapolicywhichpermitsDelegations,onamajorityvote,nomorethanone(1)extensionofuptofive(5)minutesbeendorsed;andTHATtheProceduralBy-lawrulesgivingeffecttothispolicycannotbewaivedonatwo-thirds(2/3)vote.Council Workshop Agenda Tuesday,December 15,2015 Item 1 Page -19 -19 - Slide20PublicParticipation(cont’d)OPTIONS(Delegationscont’d)3.PresentationandDelegationMaterialTHATapolicyrequiringPresentationsandDelegationstosubmitanyPresentationorDelegationmaterialpriortoameeting,tobeincludedonanAdditionalItemsAgenda,beendorsed.4.Delegations/PresentationsbyStaff(TimeLimits)THATanincreaseinthetimelimitforDelegationsorPresentationsbyTownstaff,consultantsorcontractorsretainedbytheTown,orotherpersonsdelegatedauthoritybytheTown,toten(10)minutesbeendorsed.Council Workshop Agenda Tuesday,December 15,2015 Item 1 Page -20 -20 - Slide21PublicParticipation(cont’d)SUBMISSIONOFDELEGATIONREQUESTS(New)•CouncilhasadoptedapolicythatCommitteeAgendasbeprovidedseven(7)dayspriortoameeting,andAdditionalItemsbeprovidedtoaCommitteetwenty-four(24)hourspriortoameeting,whichrequiresachangeinthetimingforsubmissionofDelegationrequests.RECOMMENDED(New)•THATDelegationswishingtoappearbeforeCommitteeberequiredtoadvisetheTownClerkinwritingnolaterthan4:30p.m.two(2)dayspriortothemeeting.Council Workshop Agenda Tuesday,December 15,2015 Item 1 Page -21 -21 - Slide22NoticesofMotionCURRENTRULES•NoticesofMotionmustbeprovidedtotheClerkby4:30p.m.ontheThursdaypriortoeitheraregularGeneralCommitteeorregularCouncilmeeting.•MotionsforWhichNoticeHasBeenGivenareincludedonthenextregularCouncilAgendaforconsiderationanddisposition.Council Workshop Agenda Tuesday,December 15,2015 Item 1 Page -22 -22 - Slide23NoticesofMotion(cont’d)SURVEYCOMMENTS•NoticesofMotionsshouldbeconsideredatthenextimmediatelyfollowingmeeting(e.g.,atthenextGCmeetingifpresentedatCouncil).•TheProceduralBy-lawshouldnotbewaivedtopermittheadditionofalateNoticeofMotion.•ThedelayinconsideringNoticesofMotioninthesummeristoolong(i.e.,aNoticeofMotionplacedontheJulyAgendacannotbeconsidereduntiltheAugustmeeting).•GenerallyworkingwellCouncil Workshop Agenda Tuesday,December 15,2015 Item 1 Page -23 -23 - Slide24NoticesofMotion(cont’d)RECOMMENDATIONS1.MaintainthecurrentrulesonNoticesofMotiontopermitMemberstimetoreviewthesubjectmatterbeforeconsideration.2.DonotpermittheProceduralBy-lawtobewaivedtoconsideraMotionwherenoticehasnotbeenprovidedunlessitistime-sensitive.3.Ifthecurrentsummermeetingscheduleismaintained,providealternaterulestopermitconsiderationoftime-sensitiveNoticesofMotionatthesamemeetingonamajorityvote.4.AdoptapolicyonthemaximumnumberofNoticesofMotionthatcanbeconsideredateachCouncilmeeting.Council Workshop Agenda Tuesday,December 15,2015 Item 1 Page -24 -24 - Slide25SpecificMotionsCURRENTRULES1.WithdrawalofMotion:Motionscanonlybewithdrawnwithconsentofmover,seconderandmajorityvoteofMemberspresent.2.MotiontoRecess(suspendsthemeeting):isnotadebatablemotion;andmustspecifythelengthoftherecess.Themotionmayonlybeamendedastothelengthoftherecess.3.MotiontoAdjourn(endsthemeeting):isnotadebatablemotion;andisinorderexceptwhenaMemberisspeaking,avotehasbeencalled,oraMemberhasindicatedadesiretospeaktothematterpriortothemeeting.4.MotiontoCalltheQuestion(endsdebateonamotion,startsvoting):isnotdebatable;andthemover,ifthemotionislost,willnotbeallowedtospeaktothemotionagain.Council Workshop Agenda Tuesday,December 15,2015 Item 1 Page -25 -25 - Slide26SpecificMotions(cont’d)CURRENTRULES(cont’d)5.MotiontoTable(stopsalldebateandvotingonthemotion):cannotbeamendedordebated;andappliestothemotionandanyamendmentsunderdebate.Ifthemotiontotablepasses,unlessCouncildecidesotherwise(motiontotakefromthetable),themattercannotbediscusseduntiltheC.A.O.,orMemberthroughaNoticeofMotion,bringsitforwardtoasubsequentmeeting.6.MotiontoDefer(delaysconsiderationofamotiontoadifferentdateandtime):isdebatable;appliestothemotionandanyamendmentsunderdebate;andshallincludethetimeperiodandpurpose.Council Workshop Agenda Tuesday,December 15,2015 Item 1 Page -26 -26 - Slide27SpecificMotions(cont’d)CURRENTRULES(cont’d)7.MotiontoRefer(sendsamotiontoaCommitteeorstaffforfurtherconsideration):isdebatable;appliestothemotionandanyamendmentsunderdebate;andshallincludethenameoftheCommitteeorofficialtowhomthematterisreferred,theterms,andthetimeperiod.8.MotiontoAmend(changesthemotion):isdebatable;mustberelevant(germane)tothemainmotion;andcannotproposethedirectoppositetothemainmotion.Onlyone(1)motiontoamendshallbeontheflooratanyonetime.Council Workshop Agenda Tuesday,December 15,2015 Item 1 Page -27 -27 - Slide28SpecificMotions(cont’d)CURRENTRULES(cont’d)9.MotiontoPostponeIndefinitely(stopsallconsiderationofamotion):isdebatablebutcannotbeamended;similartoamotiontotableexceptthatitmaybereconsidered.10.ReconsiderationofMatter:AfterCouncil’sfinalvoteonamatter,itcannotbereconsideredwithinsix(6)monthsexceptonamotiontoreconsidercarriedonatwo-thirds(2/3)vote.WhereamotionislostduetoatievoteastheresultoftheabsenceofaMember,thatmotionmaybereconsideredatthenextmeetingbyamotiontoreconsidercarriedonamajorityvote.Council Workshop Agenda Tuesday,December 15,2015 Item 1 Page -28 -28 - Slide29SpecificMotions(cont’d)SURVEYCOMMENTS•Someofthelanguageinmotions(e.g.,refervs.defer)canbeconfusing,whichmaybealleviatedwiththeuseofmoreplainlanguage.•Asimpleguideonthehierarchyofmotionswouldbebeneficial.•Thecurrentrulesareworkingwell.Council Workshop Agenda Tuesday,December 15,2015 Item 1 Page -29 -29 - Slide30SpecificMotions(cont’d)STAFFOBSERVATIONS•“FriendlyAmendments”(minoramendmentsapprovedbythemoverandseconderthatarenotvotedon)havebeenusedatmeetingsdespitenotbeingprovidedforintheProceduralBy-law.•MotionshavebeenwithdrawnwiththeconsentofthemoverandseconderCouncil Workshop Agenda Tuesday,December 15,2015 Item 1 Page -30 -30 - Slide31SpecificMotions(cont’d)RECOMMENDATIONS1.THATtheinclusionintheProceduralBy-lawofruleson“FriendlyAmendments,”definedasminoramendmentsapprovedbythemoverandseconderthatarenotvotedon,beendorsed.2.THATanamendmenttotheProceduralBy-lawthatwouldpermitthewithdrawalofamotionwithonlytheconsentofthemoverandseconder,butonlyafterallMemberswhohaveindicatedthattheywishtospeaktothemotionhavespoken,beendorsed.Council Workshop Agenda Tuesday,December 15,2015 Item 1 Page -31 -31 - Slide32VotingCURRENTRULES•MembersmustvoteonallmotionsunlesspreventedbyLaw(e.g.,MunicipalConflictofInterestAct).•Membersmustremainintheirseatsduringthetakingofavote.•Distinctproposalsmaybevotedonseparately(e.g.,individualclausesinamotioncanbevotedonseparatelyprovidedthattheyarenotdependentonanotherclauseinthemotion).•Afailuretovoteisdeemedtobea‘No”vote.•Tiedvotesaredeemedtobedecidedinthenegative.•VotesatCommitteemeetingsaredemonstratedbyashowofhandsonly.•VotesatCouncilmeetingsaredemonstratedbyashowofhandsorwhenrequested,byrecordedvote.Council Workshop Agenda Tuesday,December 15,2015 Item 1 Page -32 -32 - Slide33Voting(cont’d)SURVEYCOMMENTS•Thecurrentrulesworkwell.•MembersshouldclearlyraisetheirhandshighduringavotetoassisttheChair.•Theuseofelectronicvotingshouldbeexplored.•Allvotesshouldbearecordedvote.•Oncethenecessarytechnologyisinplace,allvotesonmajoritemsshouldbebyrecordedvote(notincludingApprovalofAgenda,Adjournment,etc.).Council Workshop Agenda Tuesday,December 15,2015 Item 1 Page -33 -33 - Slide34Voting(cont’d)RECOMMENDATIONS1.THATstaffbedirectedtoreportbacktoCouncilonoptionstouseelectronicvotingatCouncilmeetingsfollowingacquisitionofanelectronicmeetingmanagementsystem,andupgradestotheaudiovisualequipmentintheCouncilChambers.2.THATtheinclusionofrulesintheProceduralBy-lawtopermitelectronicvotingbymembersbeendorsed.Council Workshop Agenda Tuesday,December 15,2015 Item 1 Page -34 -34 - Slide35OtherSurveyComments•Minutesshouldhavemoredetailswithcommentscreditedtothosewhomadethem(e.g.,CouncillorXindicated…)•Meetingsarenotefficient,rulesneedtobemorecloselyfollowed(e.g.,ProceduralBy-lawrulesshouldnotbewaivedunlessabsolutelynecessary)•Generally,thecurrentrulesworkwell;notinfavourofsignificantchanges•PublicServiceAnnouncementsnotneededasmostinformationispostedontheTown’swebsite•ClarificationofwhatrequiresaNoticeofMotionvs.whatcanbeconsideredunderNewBusinessisneededCouncil Workshop Agenda Tuesday,December 15,2015 Item 1 Page -35 -35 - Slide36OtherStaffRecommendationsOTHERRECOMMENDATION#1–RulesofOrder•ThecurrentrulesrequirethatreferencebemadetoBourinot’sRulesofOrder(“Bourinot’s”)foranymatternotprovidedforintheProceduralBy-law.•Bourinot’srulesaregenerallyviewedasCanadianparliamentaryrulesoforder;however,theyprovideveryhigh-levelguidanceonly(e.g.,theHouseofCommonsandSenateoperateusingtheirmuchmoreextensiveStandingOrders).•Robert’sRulesofOrderprovidesverydetailedandspecificrulestoaddressalmostanyscenariothatmayariseinthecourseofameetingthatmaynotbeaccountedforintheProceduralBy-law.RECOMMENDATION:THATtheprovisionsofsection4.9oftheProceduralBy-lawbeamendedbyreplacing“Bourinot’sRulesofOrder”with“Robert’sRulesofOrder.”Council Workshop Agenda Tuesday,December 15,2015 Item 1 Page -36 -36 - Slide37OtherStaffRecommendations(cont’d)OTHERRECOMMENDATION#2–ClosedSession•OnJanuary1,2016,subsection239(3)oftheMunicipalAct,2001(“Act”)willbeamendedtorequire(i.e.,itismandatory)amunicipalitytoholdaclosedsessionmeetingifthesubjectmatteris“anongoinginvestigationrespectingthemunicipality,alocalboardoramunicipally-controlledcorporationbytheOmbudsmanappointedundertheOmbudsmanAct,anOmbudsmanreferredtoinsubsection223.13(1)ofthisAct,ortheinvestigatorreferredtoinsubsection239.2(1).”RECOMMENDATION:THATsection2.20oftheProceduralBy-lawbeamendedtoincludearequirementthataMeetingshallbeclosedtothepublicwhenthesubjectmattertobeconsideredisanongoinginvestigationrespectingthemunicipality,alocalboardoramunicipally-controlledcorporationbytheOmbudsmanappointedundertheOmbudsmanAct,anOmbudsmanreferredtoinsubsection223.13(1)oftheMunicipalAct,2001,ortheinvestigatorreferredtoinsubsection239.2(1)oftheMunicipalAct,2001.Council Workshop Agenda Tuesday,December 15,2015 Item 1 Page -37 -37 - Slide38OtherStaffRecommendations(cont’d)OTHERRECOMMENDATION#3–Clarification&Interpretation•Surveyresponsesreceivedsuggestthatconsistency,clarification,anduseofplainlanguagewouldhelp.RECOMMENDATIONS:1.THATtheProceduralBy-lawbeamendedtoauthorizetheClerktocreateandamendanannotatedversionoftheProceduralBy-lawtoassistMembersincomplyingwiththerulesasenforcedandinterpretedfromtimetotime.2.THATtheProceduralBy-lawbeamendedtopermittheClerktoamendby-laws,minutesandotherCouncilandCommitteedocumentationfortechnical,typographical,orotheradministrativeerrorsandomissionsforthepurposeofensuringanaccurateandcompleterecordofproceedings.Council Workshop Agenda Tuesday,December 15,2015 Item 1 Page -38 -38 - Slide39OtherStaffRecommendations(cont’d)OTHERRECOMMENDATION#4–MeetingEfficiency•Surveyresponsesprovidedthefollowingcommentsontheefficiencyofmeetings:–Rulesofprocedurearenotalwaysstrictlyfollowed,orarefrequentlywaived.–Meetingsshouldhaveafirmendtime.–CouncilPublicServiceAnnouncementsareduplicationsofinformationalreadyavailable.OPTIONS:1.Councilcould:a)Identifyproceduralrulesthatshouldnotbewaivedevenbyatwo-thirds(2/3)vote;orb)Directstafftoreportbackonoptionsforproceduralrulesthatshouldnotbewaivedevenbyatwo-thirds(2/3)votebasedonothermunicipalpractices.Council Workshop Agenda Tuesday,December 15,2015 Item 1 Page -39 -39 - Slide40NextStepsRECOMMENDATION1.THATstaffbedirectedtoreportonthenecessarychangestotheProceduralBy-lawtogiveeffecttothepoliciesadoptedbyCouncilatitsWorkshopsonNovember24andDecember15,2015,includinganynecessarytransitionplan.Council Workshop Agenda Tuesday,December 15,2015 Item 1 Page -40 -40 - Council Workshop Agenda Tuesday,December 15,2015 By-law No.5796-15 -1 -41 -