HomeMy WebLinkAbout1984-04-03 ProcedureDavid Johnston, M.C.I.P., Chief Administrative Officer
David W. Oakes, B.A., A.M.C.T., Town Clerk
April 3, 1984
Procedure Respecting the Conducting of a Meeting.
Prepared for use by: The Newcastle Community
Services Planning Board (N.C.S.P.B.)
File: 35.60.100.
................................................................................
Rules of Procedure: Soucce - Robert's Rules of Order
Town of Newcastle By -taw 78-53 (Procedural By-law)$
Special Reference To: Municipal Conflicts of Interest Act, 1983
The object of Rules of Order or Procedure is to assist an assembly
to accomplish in the best possible manner the work for which it was
designed. It is important therefore, that every deliberative assembly
adopt some Rules of Order or Procedure for the conduct of its business.
The Newcastle Community Services Planning Board (N.C.S.P.B.) was es
established pursuant to the recommendations contained in the Town of
Newcastle Culture and Recreation Master Plan and the members 3f the
W—wiffee were appointed by Council Resolt on OC479-84, passed on
March 12, 1984.
The Town of Newcastle hes in place a Procedural By-law. By-law 78-53
as amended, being,
"a by-law to govern the proceedings
of theCouncil of the Town of Newcastle,
any of its Committees, the conduct of
Its members and the calling of meetings."
Continued ...../2
David Johnston
-2-
April 3. 1984
As a Council appointed Board, it is recommended, that the Procedural
By-law be used by the N.C.S.P.B. as the authority which governs the
Rules and Procedures of the meetings of the Board. A copy of the
Procedural By-law is attached for each member's information.
The first meeting of the N.C.S.P.B. is scheduled for April 18th 1984,
and the Agenda for this inaugural meeting has been distributed. The
Minutes of this meeting should paralell the minutes of Council and
its Committee (G.P.A.) in style and structure. (See additional comments
in section dealing with Structure of Minutes).
The Agenda for each meeting of the N.C.S.P.B, should be structured
as follows.
The Corporation of the Town of Newcastle
Newcastle Community Services Planning Board
AGENDA
1. Roll Call
2. Minutes of previous meeting
3. Delegations
4. Communications
S. Reports of Sub -Committee
6. Unfinished Business
7. Other Business
8. Adjournment
DATE:
TIME:
(LACE:
It would be appropriate, that the recording secretary follow the formtt
for minutes presently used by Council. In that regard, it should be noted,
that only resolutions should be recorded in the minutes.
It is also recommended that all motions be seconded. This process will
prevent time being consumed in considering a question that only one person
favours.
Any actions requiring Council's attention would be detailed in a separate
report of the Chairman and forwarded to the Clerk's Department for inclusion
In the next Council Agenda.
CONFLICT OF INTEREST
The Municipal Conflict of Interest Act, 1983, requires that all persons
having pecuniary interest in any matter before the Committee of which he
is a member declare a conflict prior to consideration of the item and
disclose his interest and the general nature of that interest.
Continued ...../8
David Johnston - 3 - April 39 1984
The recording secretary must record the name of the person declaring the
conflict and the general nature of the conflict in the minutes of the
meeting. For the assistance of the members of the Committee, a copy of
the Act is attached., Please familiarize yourself with its contents.
This brief description is intended to assist the members of the Committee
in structuring their meetings and the minutes arising therefrom, If there
are any questions, please do not hesitate to contact myhoffice.
DWO/ms
Attachments.