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Staff Report
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Report To: General Government Committee
Date of Meeting: May 8, 2023 Report Number: LGS-017-23
Submitted By: Rob Maciver, Deputy CAO/Solicitor
Reviewed By: Mary -Anne Dempster, CAO Resolution#: JC-051-23
File Number:
Report Subject: Procedural By-law Review and Update
Recommendations:
By-law Number: 2023-033
1. That Report LGS-017-23, and any related delegations or communication items, be
received;
2. That the By-law attached to Report LGS-017-23 as Attachment 1, repealing and
replacing Clarington's Procedural By-law 2021-054, be approved;
3. That the proposed meeting schedule attached to Report LGS-017-23 as Attachment
2, to reflect the changes in the new Procedural By-law, be approved; and
4. That all interested parties listed in Report LGS-017-23 and any delegations be
advised of Council's decision.
Municipality of Clarington
Report LGS-017-23
Report Overview
Page 2
To improve efficiencies related to Council and Committee meeting management, it is
recommended that the Procedural By-law be repealed and replaced with the attached draft
1. Background
Existing By-law
1.1 A municipality's procedural by-law is usually reviewed at least once per term of Council.
1.2 Arising out of Report LGS-017-21, the current Procedural By-law 2021-054 was passed
in 2021. At the time of passing, the by-law maintained many sections while
incorporating changes to improve meeting efficiencies, more accurately reflect the past
practice of Council, allow for a timelier flow of communications, and allow for changing
the use of technology.
1.3 This report presents an updated Procedural By-law for Council's consideration to
coincide with the new term of Council, and includes proposed revisions based on the
feedback received during the previous term of Council.
Principles
1.4 This review of the Procedural By-law is based on the following principles:
• meetings of Council and Committee are limited to the business within their
statutory rights and obligations;
• balance debate with the need to make recommendations and decisions in a
timely manner;
• provide for the hearing/consideration of input from interested parties in a
pragmatic way;
• eliminate rules that cause unnecessary confusion;
• provide for open and transparent governance;
• the business of Council is conducted by all participants with efficiency,
respect, and courtesy; and
Municipality of Clarington Page 3
Report LGS-017-23
looking for synergies, where possible, with the Region of Durham's
Procedural By-law, so that it's consistent for Clarington's Regional
Councillors.
2. Proposed Changes to the Procedural By-law
General Changes
2.1 Several sections have been reordered, or moved, within the by-law to improve the
readability. Duplication has been removed throughout and sections that just referred to
another section of the by-law have also been removed.
2.2 Definitions have been added, or removed, based on proposed changes in the by-law. Of
note, a definition for "consent agenda" and "debate" have been added.
2.3 The rules found within the Procedural By-law also apply to the Advisory Committees
and Local Boards of Council, where applicable, except as otherwise provided in their
Terms of Reference or by-laws. This has always been the generally accepted practice,
but this formalizes it in the Procedural By-law.
2.4 Suspending a policy, or by-law, previously adopted by Council, would now require the
rules to be suspended by a vote of three-quarters of the Members present and voting.
2.5 General principles have been added to guide the conduct of all Members and to assist
the Chair in determining the correct course of action for any matter not addressed by
the by-law.
2.6 Although it is common practice for the Mayor to be a member ex off icio of committees, it
is now clearly stated in the by-law. The by-law also makes clear that the Mayor's
absence from a meeting does not affect the count towards quorum for that committee.
2.7 The additional instructions regarding the appointment of a Deputy Mayor have been
removed because they were not needed. Council has the flexibility to appoint the
Deputy Mayor how they see fit, which includes the ability to continue the current
practice of appointing two Members as Deputy Mayor's for a 2-year period.
2.8 The "motions section" of the proposed procedural by-law has been updated so that all
the information regarding the specific motion is found in one section. This follows the
template used in the Region of Durham's Procedural By-law and provides far better
readability.
Municipality of Clarington
Report LGS-017-23
Regular Meeting Schedule
Page 4
2.9 Prior to 2015, the meeting schedule rotated between General Purpose and
Administration Committee and Council meetings. In 2015, Clarington changed to a
three-week rotation of General Government Committee (GGC), Planning and
Development Committee (PDC), followed by Council, and where the meeting fell on a
statutory holiday, the meeting was scheduled for the next business day. As this resulted
in more meetings and some overlap with Regional Tuesday meetings, this was changed
in 2021 to:
• Move the meeting to the following week if it fell on a statutory holiday
• End the meeting schedule, prior to summer recess, in the month of June
rather than "spill over into July" as it typically surrounded a statutory holiday.
2.10 The 2021 change also better reflected the practice within Durham Region (although
didn't go as far as others) where Committee meetings are on the 1 st/2nd week of the
month and the Council meeting is on the 3rd/4t" week resulting in three meetings per
month. Pickering goes a step further and has both committee meetings on one day and
the Council meeting on another week. See Attachment 3 for a summary of the meeting
schedules of the Durham Area Municipalities.
2.11 The draft by-law proposes that the three-week meeting rotation be per month starting in
September 2023 (Attachment 2). The proposed meeting schedule includes a restriction
on regular meetings during September, October, and November in the year of a regular
Municipal Election, during spring break scheduled for schools in Clarington and during
the annual Association of Municipal Clerks and Treasurers of Ontario (AMCTO)
conference. However, the Mayor may call a special meeting during these time periods
should there be a need to address urgent or time sensitive business. The difference in
the number of meetings per year is displayed below. 2023 was not included as it will be
half the current system and half the proposed system.
2024
2025
2026*
Current
33
35
28
Proposed
30
30
22
Difference
3
5
6
*Election year
Municipality of Clarington Page 5
Report LGS-017-23
2.12 To accommodate a backlog of planning reports and public meetings, Staff have been
requesting the Mayor to call a special meeting at 5 p.m. on the same night as the
Planning and Development Committee meeting. Staff are proposing that this becomes
permanent, and the Planning and Development Committee meetings start at 5 p.m. but
the Planning Public meetings remain at 6:30 p.m. The agenda would be structured, so
that the non-public meeting matters would be first on the agenda. If those matters are
not completed by 6:30 p.m. any remaining matters would pause for the public meeting
items, then recommence after the public meetings have concluded.
Meeting Chair
2.13 The current process of rotating the meeting Chair during the General Government (GG)
Committee meeting based on the department reports creates an inefficient meeting and
does not follow good post-COVID practices. There are always questions about where
the Chair should sit, who the Chair is, if there are enough items on the agenda for that
department to make it worth changing the Chair, among others. Staff are recommending
changing this to a schedule for chairing the GGC meeting. This will still allow
Councillors the opportunity to Chair a meeting but will remove the confusion of changing
during a meeting and should create a more efficient meeting. The schedule for the Chair
of the GG Committee is proposed as:
• Ward 1 Councillor — January and February
• Ward 2 Councillor — March and April
• Ward 3 Councillor — May and June
• Ward 4 Councillor — September and October
• Regional Councillor (who is not appointed as the Chair of the PD Committee
meetings) — November and December
• A Regional Councillor shall be appointed to Chair the PD Committee
meetings by Council.
• In the absence of the Chair, or during July and August, the Mayor shall Chair
the meeting, and in the absence of the Mayor, the Deputy Mayor will Chair.
Land Acknowledgement Statement
2.14 To accommodate future changes to the wording, and use of the Land
Acknowledgement Statement, and to reflect Council's passing of the Land
Acknowledgement Guidelines (arising out of Report CAO-009-23), the specific wording
of the Land Acknowledgement Statement has been removed from the by-law. Advisory
Committees and Municipal Service Boards are also now required to state a land
acknowledgement statement at the beginning of their meetings.
Municipality of Clarington Page 6
Report LGS-017-23
Presentations
2.15 The requirement for "information presentations" to be placed on the ECCIP, and
requiring a Council member to request to hear it has been removed. This is a
cumbersome process that made it far more inefficient and rarely occurred.
2.16 Presentations are defined in the Procedural By-law as those that are requested by
Council, civic recognition / awards, presentations by Staff or consultants retrained by
the Municipality and from senior levels of government. Due to their nature a time limit of
10 minutes does not make sense. For example, the annual budget presentations, or the
student awards presented by Council, take over an hour. To require Council to pass a
motion to extend their time is inefficient when it is known they are going to take more
than 10 minutes. Therefore, it is proposed to be removed.
Delegations
2.17 A restriction on delegations speaking to a previous decision of Council within the same
term of Council that the decision was made has been added. The exception being if a
member of Council brings forward a motion to reconsider or re -introduce that matter or
a report on that matter is on the agenda. Once a decision is made by Council, that is the
direction that is followed. There should be no need to continue to have delegations on
that matter unless a member of Council decides they would like to re -introduce it. As
stated above, this restriction is only applicable to the same term of Council, as future
Council's may change that decision.
2.18 As per a recommendation by Clarington's Integrity Commissioner, no delegations will be
allowed to speak to the Integrity Commissioner's report regarding a Member of Council.
2.19 A limit of 15 delegations per meeting has also been added, which was not included
previously. Although this has not been an issue in the past, it does provide a limit to
control the length of the meeting. If a meeting garners more than 15 delegations, it
makes sense to split the matters across multiple meetings. This is not intended to
restrict delegations speaking to a matter.
2.20 The time limit for delegations is proposed to remain at 10 minutes but the inclusion of a
possible single extension of two minutes has been added. Delegations are all advised,
prior to the meeting, that the time limit is 10 minutes, but when the time limit is reached
during the meeting, the delegate is often asked how much additional time is needed,
then Council passes a resolution to add the additional time. This process can take
longer than the remainder of the delegation. To improve efficiency, it is proposed that a
single two -minute extension be provided to delegations, with the approval of Council, to
wrap up their delegation. This should be more than sufficient for any final comments.
Council still has the opportunity to ask questions of the delegate after this time limit if
clarification is needed, but shall not add the member's own statement through the
Municipality of Clarington Page 7
Report LGS-017-23
delegation but using questions such as "are you aware" or "did you know". This
restriction has been copied from the Region of Durham's By-law.
2.21 Although the practice has been to request delegations at a planning public meeting to
limit their comments to 10 minutes, this was not reflected in the Procedural By-law. This
has now been included for clarification.
2.22 A section has been added to allow delegations to speak to an item on the ECCIP.
Provided that all other requirements of delegations are met.
Consent Agenda
2.23 Council has recently been informally using a consent resolution, which passes multiple
items in one motion, as they are printed in the agenda. Staff were requested to
formalize this process with a consent agenda. The structure of the agendas will be
reorganized to allow for items that may not need discussion to be included in the
consent agenda section, allowing Council to pass a single motion to approve these
items. A single Council member has the option to request that any item be extracted
from the consent agenda for the purpose of declaring a conflict or amending the
resolution. This avoids having to address every item on the agenda individually, which
will provide further efficiencies in the meeting process.
Consideration of Minutes
2.24 The current process for approving recommendations from the Standing Committees is
for their minutes to be adopted, which includes motions that lost at the Standing
Committee. There is a transparency concern when motions that lost at Standing
Committee are then re -voted on at Council and then pass. Interested parties that
participated in the Standing Committee process may be unaware that possibility exists.
To partially combat this possibility, it is proposed that any lost motion at Standing
Committee, require a 2/3 vote before discussion of the motion begins again. This does
not take away Council's ability to change a lost motion, especially if new information has
been presented, but it does require a larger number of the Council members to agree to
begin the discussion again without notice to the public.
2.25 The process for approving recommendations of advisory committees and boards was
not previously defined in the Procedural By-law. The process is now clearly articulated
as requiring a Member of Council (which would normally be the member that sits on the
committee or board but could be any member) to extract the recommendation from the
advisory committee or board minutes and put forward a motion to Council for its
approval. Unless this is done, all other recommendations will be considered as being
received for information.
Municipality of Clarington
Report LGS-017-23
Communications
Page 8
2.26 Added a section where multiple copies of the same item of correspondence are
received (e.g., form letters and petitions), one copy of the correspondence may be
included in the agenda along with a summary of the others received. All items will be
available upon request, but this will reduce the size of the agenda package.
2.27 Similar to the restriction on delegations, communication items regarding a previous
decision of Council shall not be considered, or added, to an agenda, unless a motion to
reconsider or re -introduce the matter is presented by a member of Council or a report
on the matter is included on the agenda.
Questions to Department Heads / Request for Staff Report(s)
2.28 This section of the Procedural By-law has been removed. Council members have the
ability to ask questions to the Department Heads or the CAO at anytime and it does not
need to be tied to the meeting process. This does not include questions regarding items
on the agenda, which members can ask questions to at the meeting.
2.29 Requesting a staff report can be done through the New Business process and provides
greater transparency to the public as it will then be placed on the agenda of the
meeting. This will allow members of the public to come and speak to the item if they
wish. Passing a motion for a staff report at the meeting does not provide notice to the
public or staff, who may have information to assist Council if notice had been provided.
Removing this portion does not remove a member's ability to request a report, it just
adds a notice provision to the process.
3. Financial Considerations
Not Applicable.
4. Concurrence
Not Applicable.
Municipality of Clarington
Report LGS-017-23
5. Conclusion
Page 9
To realize staff and meeting efficiencies, to provide for improved accountability and
transparency, to improve customer service and response times, and to improve the flow
of agendas and meetings, and to make Clarington's Procedural By-law more
harmonized with the Region of Durham's Procedural By-law, it is respectfully
recommended that Procedural By-law 2021-054 be repealed and the proposed
procedural by-law, attached as Attachment 1 to this Report, be approved.
Staff Contact: June Gallagher, Municipal Clerk, and John Paul Newman, Deputy Clerk, 905-
623-3379 ext. 2109.
Attachments:
Attachment 1 — Draft Procedural By-law
Attachment 2 — Proposed Council / Committee Meeting Schedule
Attachment 3 — Summary of Durham Area Meeting Dates/times
Interested Parties:
There are no interested parties to be notified of Council's decision.
Attachment 1 to Report LGS-017-23
Ciff;WOOR
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Municipality of
Clarington
Procedural By-law
2023=xxx
As of
The Corporation of the Municipality of Clarington
Procedural By-law 2023-xxx
Table of Contents
Section 1 — Definitions and Interpretation..............................................5
Section 2 — General Provisions.............................................................10
2.1 Applicability................................................................................................... 10
2.2 Suspension of Rules and Policies................................................................. 10
2.3 Issue not Addressed..................................................................................... 11
2.4 General Principles......................................................................................... 11
2.5 Electronic Participation.................................................................................. 11
2.6 Agenda Restrictions...................................................................................... 12
Section 3 — Duties of the Mayor and Council........................................12
3.1
Duties of the Mayor.......................................................................................
12
3.2
Duties of the Chair........................................................................................
13
3.2
Appointment of Deputy Mayor.......................................................................
14
3.3
Participation of Chair in Debate.....................................................................
14
3.4
Duties of a Member of Council......................................................................
14
Section4 — Meetings..............................................................................15
4.1
Place of Regular Meetings............................................................................
15
4.2
Regular Meetings Schedule..........................................................................
15
4.3
Notice of Regular Meetings...........................................................................
15
4.4
Special Meetings...........................................................................................
16
4.5
Notice of Special Meetings............................................................................
16
4.6
Joint Meeting.................................................................................................
16
4.7
Emergency Special Meeting..........................................................................
16
4.8
First/Inaugural Meeting of Council.................................................................
17
4.9
Seating in Council Chambers........................................................................
17
4.10
Quorum.........................................................................................................
18
4.11
Meetings Open to the Public ................................................... ...............
18
4.12
Closed Meetings...........................................................................................
18
4.13
Length of Meetings and Scheduled Break ....................................................
19
4.14
Portable Electronic Devices..........................................................................
20
4.15
Video Recording of Council and Committee Meetings ..................................
20
4.16
Cancellation or Changes to Meetings...........................................................
20
The Corporation of the Municipality of Clarington
Procedural By-law 2023-xxx
Section 5 — Committees.........................................................................21
5.1 General.........................................................................................................21
5.2 Exceptions.....................................................................................................21
5.3 GG Committee Mandate............................................................................... 22
5.4 GG Committee Reporting to Council............................................................. 22
5.5 PD Committee Mandate................................................................................23
5.6 PD Committee Reporting to Council............................................................. 23
Section 6 — Agendas and Minutes.........................................................23
6.1 Council Agenda............................................................................................. 23
6.2 General Government Committee Agenda ..................................................... 24
6.3 Planning and Development Committee.........................................................25
6.4 Special Meeting Agendas.............................................................................. 26
6.5 Addendum.....................................................................................................27
6.6 Meeting Minutes............................................................................................27
Section 7 — Agenda Item Description.................................................... 27
7.1
Call to Order..................................................................................................
27
7.2
Disclosure of Pecuniary Interest....................................................................
28
7.3
Announcements............................................................................................
30
7.4
Presentations................................................................................................
30
7.5
Delegations...................................................................................................
31
7.6
Delegations - To Council...............................................................................
33
7.7
Disposition of Items.......................................................................................
33
7.8
Special Meetings...........................................................................................34
7.9
Conduct of Delegations and Presenters........................................................
34
7.10
Public Meetings.............................................................................................
35
7.11
Consent Agenda...........................................................................................
35
7.12
Items for Separate Discussion......................................................................
36
7.13
Consideration of Minutes..............................................................................
36
7.14
Communications...........................................................................................
36
7.15
Staff Reports and Staff Memos.....................................................................
38
7.16
New Business...............................................................................................
38
7.17
Business Arising from Procedural Notices of Motion .....................................
39
7.18
Unfinished Business......................................................................................40
The Corporation of the Municipality of Clarington
Procedural By-law 2023-xxx
7.19 Confidential Items.........................................................................................
7.20 By-laws..........................................................................................................40
Section 8 — Petitions...............................................................................41
40
Section 9 — Rules of Debate and Conduct............................................42
9.1
Conduct of Members of Council or Members of Committees ........................42
9.2
Address the Chair.........................................................................................
42
9.3
Order of Speaking.........................................................................................
42
9.4
Point of Privilege...........................................................................................
43
9.5
Point of Order................................................................................................
43
9.6
Appeal of Ruling of Chair..............................................................................
43
9.7
Members Speaking.......................................................................................
44
9.8
Motion Read..................................................................................................
44
9.9
Speak Once - Reply......................................................................................44
9.10
Time Limit......................................................................................................44
9.11
Questions......................................................................................................
44
9.12
Motions..........................................................................................................45
Reading.........................................................................................................
45
Withdrawn.....................................................................................................
45
Seconding.....................................................................................................
45
Motion Ruled Out of Order............................................................................
45
Not within jurisdiction of Council....................................................................
46
Motions Without Notice and Without Leave ...................................................
46
Motionin Writing...........................................................................................
47
Priority of Disposition....................................................................................
47
Motion to Receive for Information or With Thanks ........................................
47
Motion to Alter the Agenda............................................................................
48
Motionto Refer..............................................................................................
48
Motionto Defer..............................................................................................
49
Motionto Amend...........................................................................................
50
Motion to Amend Something Previously Adopted .........................................
51
Motion to Call the Vote..................................................................................
51
Motionto Table.............................................................................................
52
Motionto Divide............................................................................................
53
The Corporation of the Municipality of Clarington
Procedural By-law 2023-xxx
Motionto Rescind......................................................................................... 54
Motion to Reconsider.................................................................................... 55
Motion to Suspend the Rules of Procedure ................................................... 56
Motionto Recess.......................................................................................... 57
Motionto Adjourn.......................................................................................... 57
9.13 Voting on Motions......................................................................................... 59
UnrecordedVote........................................................................................... 59
RecordedVote.............................................................................................. 59
9.14 Conduct of the Audience............................................................................... 60
Section 10 - Implementation..................................................................61
IV
Office Consolidation Procedural By-law
The Corporation of the Municipality of Clarington
By-law 2023-xxx
Being a by-law to govern the proceedings of the Council of the
Municipality of Clarington, its General Government Committee, its
Planning and Development Committee, and Advisory Committees and
Boards, and to repeal By-law 2021-054.
Whereas Section 238 of the Municipal Act, 2001, as amended, requires Council to
adopt a procedure by-law for governing the calling, place, proceedings of meetings and
for public notice of meetings;
The Corporation of the Municipality of Clarington hereby enacts as follows:
Section 1 — Definitions and Interpretation
1.1 SHORT TITLE: This By-law may be cited as the "Procedural By-law".
1.2 Unless the context otherwise requires, in this Procedural By-law the words
used in the singular includes the plural, and vice versa.
1.3 For the purposes of this By-law, unless stated otherwise or the context
requires a different meaning:
Agenda Deadline means 12:00 noon on the Wednesday preceding the meeting, unless
determined differently by the Municipal Clerk for the purposes of a Special meeting, etc.
Agenda Update Deadline means one hour prior to the close of business on the
business day prior to the meeting.
Chair:
In the Gass of the Council Chair means the Mayor, Deputy Mayor, or the Member of
Council appointed to act as Chair during the absence of the Mayor and Deputy Mayor
a Meeting or a portion of a Meeting. While acting as Chair the Member shall
exercise the powers and responsibilities of the Mayor under this Procedural
By-law.
In the case of the GG Committee, Chair means the nn Deputy Mayor
Department I i�jhe Council member appointed as the Chair for that timeframe,
whoever presides over a portion of a Meeting of the GG Committee as provided for in
Sub e 5.2.1, ef-this Procedural By-law.
In the case of the PD Committee, Chair means the member appointed as the Chair of
the Planning and Development -Infrastructure Services Department Lia+sen, as provided
for in Sub senti„n 5.3 ^f this Procedural By-law.
5
The Corporation of the Municipality of Clarington
Procedural By-law 2023-xxx
IInrn the Ease omenial Committee, Chairmeansthe Member appointed as SUGh by
^;�utoo-ub SeEtE)R 5. By law.
In the Ease of a s� �h_nommitt e n�r�enial Committee heir means t�nemher
rrr ���cvrrRrrr "" " � `^ ccrur-vvrrrn�rc , vrrurrrrr crrrr.�
PrOGed iral Ri_lani
Committee means a Committee of Council and includes Standing Committees, or
sub -committees of the Standing Committees and Spenial Gernmittees
Consent Agenda means the portion of the agenda where items are approved in a
single motion without debate, subject to the agreement of all Members.
Consent Resolution means two or more items that are approved in a single motion
without debate suhient to the agreement of the majority of Members
Council means the Council of the Municipality of Clarington.
Councillor means a person elected or appointed as a Member of Clarington Council
but does not include the Mayor.
Debate means the discussion between two or more persons, on the merits of the
Motion under consideration.
Delegation means a person desiring to verbally present information on matters of fact,
or to make a request to Council or Committee, as the case may be.
Department Liaison meaRs a Member appointed as suGh pursuaRt tG Sub seGtien
5. 1 b) of this Pre!`ed iral Bylaw-.
Deputy Mayor means the Member of Council who is appointed to this position wheand,
in the absence of the Mayor, shall exercise all of the powers and responsibilities of the
Mayor as provided for in this By-law or any other by-law or statute.
Electronic Council Communications Information Package (ECCIP) means an
electronic package containing correspondence received by Staff for Council's
information and consideration.
Electronic Participation means that a Member may participate in the Council or
Committee meeting, remotely by electronic means. The electronic means must enable
the Member to hear and to be heard by the other meeting participants. Acceptable
formats may include teleconference, videoconference or webinar, or other interactive
communications.
Emergency means any period during which an Emergency has been declared to exist
in all or part of a municipality by the Head of Council or the Province of Ontario under
sections 4 or 7.0.1 of the Emergency Management and Civil Protection Act, as
amended.
C
The Corporation of the Municipality of Clarington
Procedural By-law 2023-xxx
Emergency Management Act means the ErnergenGy Management and Givil PreteGtie.n
AGt R.S.O. 1990G. E. Q as amGRded.
Emergency Special Meeting means a meeting called by the Mayor, without advance
notice being given, to consider and deal with urgent and extraordinary matters, including
issues that may urgently affect the health or safety of residents.
GG means the General Government Committee of Council.
Holiday means a holiday as defined by the Legislation Act, S.O. 2006, Chapter 21,
Schedule F.
Information Presentatmon(s) means presentations not seeking a resolution or direGtien
from Geunc-P-.
Joint Meeting means a meeting that deals with matters that would normally be dealt
with at a GG meeting or PD meeting.
Mayor means the Head of Council.
Meeting, has the same meaning as Section 238 of the Municipal Act, and means any
regular, special or other meeting of a council, of a local board or of a committee of either
of them, where (a) a quorum of members is present, and (b) members discuss or
otherwise deal with any matter in a way that materially advances the business or
decision -making of the council, local board or committee.
Member means a Member of Council )r Committee.
Motion means a proposal moved by a Member and seconded by another Member, for
the consideration of Council or Committee.
Municipal Act, 2001 means the Municipal Act, 2001, S.O. 2001, c.25, as amended or
replaced from time to time.
Municipal Clerk or Clerk means the Clerk of the Municipality of Clarington and
includes the Deputy Clerk and any official of the Municipality appointed by Council to
exercise the power(s) of the Municipal Clerk in the absence of the Municipal Clerk and
Deputy Clerk or their designate.
Municipal Conflict of Interest Act means the Municipal Conflict of Interest Act, R.S.O.
1990, c.M.50, as amended or replaced from time to time.
Municipal Elections Act, 1996 means the Municipal Elections Act, 1996, S.O. 1996,
c.32, as amended or replaced from time to time.
Municipal Freedom of Information and Protection of Privacy Act means the
Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c.M.56,
as amended or replaced from time to time.
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The Corporation of the Municipality of Clarington
Procedural By-law 2023-xxx
Municipal Service Board means a board established by Council under section 196 of
the Municipal Act, 2001.
Municipality means the Municipality of Clarington.
PD means the Planning and Development Committee of Council.
Pecuniary Interest has the same meaning as the term has in the Municipal Conflict of
Interest Act, R.S.O. 1990, c.M.50, as amended or replaced from time to time.
Petition means a legibly written / typed document requesting Committee's / Council's
consideration of a matter that contains more than ten signatures.
Planning Act means the Planning Act, R.S.O. 1990, c.P.13, as amended or replaced
from time to time.
Point of Order means a statement made by a Member during a Meeting drawing to the
attention of the Mayor -oi Chair a breach of the Rules of Procedure.
Point of Privilege means the raising of a question that concerns a Member, or all of the
Members, when a Member believes that their rights, immunities or integrity or the rights,
immunities or integrity of Council or Committee as a whole have been challenged. /-%
breach of privilege is a willful disregard by a Member or any other person of the dignity
and lawful authority of Council.
Present means that a Member n4a)�-is in attendance at a meeting either in person or by
electronic participation.
Presiding Member means the Member appointed to ant as Ghair pursuant
irs pant to
alb-SeGt� 7.1.1, 8.1.1, d aR 8.2.1 of this PFOG 1s ed oral By law.
Procedural Motion means any motion concerning the manner or time of consideration
of any matter before the Council as opposed to the substance thereof and includes,
without limitation, the following:
a) To extend the time of the Meeting;
b) To refer;
c) To amend;
d) To recess;
e) To table indefinitely;
f) To defer;
g) To lift from the table;
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Procedural By-law 2023-xxx
h) To adjourn;
i) To divide;
j) To Call the Vote; or
k) To suspend the Rules of Procedure.
Procedural Notice of Motion means a written notice, including the names
Gigs -of the mover and seconder, advising Council that the motion described
therein to amend something previously adopted by Council, to rescind a previous
decision of Council, to lift a matter from the table, or to reconsider a previous decision of
Council, will be brought forward of a subsequent ion+ moo+inn
Public Meeting means a public meeting in accordance with the Planning Act, R.S.O.
1990 c. P.13 or any other Act, for which notice has been given and during which any
person in attendance shall be provided an opportunity to make representation in respect
of the matter for which the Public Meeting is held.
Reconsideration means a motion that has the effect of allowing a motion to proceed as
though it had never been previously voted on.
Recorded Vote means the written record of the name and vote of every Member
present when the vote is called on any matter or question.
Rescind means a motion that undoes the action taken by the motion, provided it has
not been acted upon.
Rules of Procedure means the rules and requirements of this Procedural By-law.
Special ram^., mittee Meeting means a Special Committee of CO innil appeinted
pursuant cant to this ❑FGGed Errol By-lawmeeting of Council that was not a part of the regular
meeting schedule. A special meeting may be called for Council, GG or PD.
Standing Committee means either the General Government (GG) Committee or the
Planning and Development (PD) Committee of Council.
Substantm,ve Motion means any metien other than a PFeGedural Metien and inGludes
but is not limited te, a motion that embednes and/er establishes a P_OliGY, ratifies aR
antien er gives direntien en a matter.
Simple Majority means 50% + 1 of the Members present and voting:
a) For 7 Members: 4
b) For 6 Members: 4
c) For 5 Members: 3
d) For 4 Members: 3
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Three -Quarters Majority (3/4) of the Members present and voting means:
a)
3/4 of 7 Members: 6
b)
3/4 of 6 Members: 5
c)
3/4 of 5 Members: 4
d)
3/4 of 4 Members: 3
Two -Thirds Majority (2/3) of the Members present and voting means:
a)
2/3 of 7 Members: 5
b)
2/3 of 6 Members: 4
c)
2/3 of 5 Members: 4
d)
2/3 of 4 Members: 3
Website means the Municipality's website address at www.clarington.net.
Section 2 — General Provisions
2.1 Applicability
2.1.1 Without derogating from the other provisions of this Procedural By-law, the
rules and requirements contained in it shall be observed in all proceedings
of Council or Standin` Committees and shall be the rules and requirements
which govern the order of their business.
2.1.2 The rules aovernina the arocedures and conduct of Members shall be
observed in Advisory Committee and Local Board meetings with necessary
modifications, except as otherwise provided in the Advisory Committee's or
Local Board's Terms of Reference or by-laws.
2.1.3 Nothing in this by-law affects any delegation of authority to staff.
2.2 Suspension of Rules and Policiesof or^^edt
2.2.1 Despite Sub -section 2.1.1, the rules and requirements contained in this
Procedural By-law may be suspended by a vote of three-quarters (3/4) of
the Members present and voting, with the exception of any rule which is
required to be followed by law.
2.2.2 Suspension of Council policies or by-laws requires a vote of three-quarters
(3/4) of the Members present and voting, with the exception of any rule
which is required to be followed by law.
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2.3 Issue not Addressed
2.3.1 If an issue is raised that is not expressly addressed in this By-law, the issue
shall be decided by the Chair, subject to an appeal
to the Council or Committee, in session, as tho Gase may be. A vote of the
majority of the Members will decide the matter.
2.4 General Principles
2.4.1 The following general principles shall be observed by all Members
participating in a meeting, and may be used by a meeting Chair for
guidance in determining the appropriate course of action for any matter not
addressed in these procedures:
a) The majority of Members have the right to decide;
b) All Members have the right to be heard;
c) All Members have the riaht to information to help make decisions:
d) All Members have a right to an efficient meeting;
e) All Members have the riaht to be treated with resaect and courtesv: and
f) All Members have equal rights, privileges, and obligations.
9 1; Electronic Participation
2.5.1 A member of Council, of a local board or of a committee of either of them is
permitted to participate electronically in a meeting and may be counted in
determining whether, or not, a quorum of members is present at any point in
time.
2.5.2 For clarity, a Member of Council, of a local board, or of a committee of either
of them, can participate electronically in a meeting that is closed to the
public.
2.5.3 The protocol for participating electronically shall be set out by the Municipal
Clerk and may be amended from time to time.
2.5.4 The Member shall have the same rights and responsibilities as if they were
in physical attendance, including the right to vote, unless otherwise
prohibited by law or in other subsections of this by-law.
2.5.5 Electronic participation is permitted for all Staff.
2.5.6 Delegates may participate electronically on request if the Clerk is of the
opinion that the delegation can be facilitated electronically. All regular rules
for delegations shall apply to delegates participating electronically.
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2.6 Agenda Restrictions
2.6.1 The Municipal Clerk shall refuse, at the request of a member of the public,
to place on the agenda, and in an ECCIP, an item where the subject matter:
a) Involves current or pending litigation;
b) Involves insurance claims;
c) Involves personnel matters;
d) Involves labour relations;
e) Involves administrative complaints;
f) Is beyond the jurisdiction of Council;
g) Is contrary to the provisions of the Municipal Freedom of
Information and Protection of Privacy Act or other relevant
legislation;
h) Involves solicitation of business;
i) Involves political parties; or
j) Otherwise not suitable for discussion.
2.6.2 Delegations and communication items may also be restricted. See the
delegation and communication sections within this Procedural By-law.
Section 3 — Duties of the Mayor and Council
3.1 Duties of the Mayor
3.1.1 It shall be the duty of the Mayor to carry out the responsibilities set forth in
the Municipal Act, 2001, Section 225,
3.1.2 To authenticate, by signature, all by-laws.
3.1.3 The Mayor shall, by virtue of their office, be a member of all Committees
with the same riahts and Drivileaes as all other members. includina the riaht
to vote and participate in debate, but shall not be eligible to be the Chair or
Vice -Chair. The Mayor's absence from the meeting shall not be counted
when determining quorum but the Mayor's presence at a meeting shall be
counted towards quorum.
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3.2 Duties of the Chair
a)
To open the Meeting of Council or Committee by taking the Chair
and calling the Members to order;
b)
To announce the business before Council in the order in which it is
to be acted upon;
c)
To receive and submit, in the manner prescribed by this Procedural
By-law, all motions presented by the Members of Council;
d)
To recognize any Member who wishes to speak and to determine
the order of the speakers;
e)
To put to a vote all questions, which are regularly moved and
seconded, or necessarily arise during the proceedings and to
announce the results;
f) To vote on all motions, which are moved and seconded, or
necessarily arise during the proceedings;
g) To decline to put to vote, motions which contravene the provisions
of this Procedural By-law;
h) To enforce the provisions of this Procedural By-law;
i) To enforce on all occasions, the observance of order and decorum
among the Members;
j) To call by name, any Member refusing to comply with this
Procedural By-law and to order the Member to vacate the Council
Chamber, or the place of Meeting, as the case may be;
k) To cause to be expelled and excluded any member of the public
who creates any disturbance or acts improperly during a Meeting
and, if necessary, to direct the Municipal Clerk to seek the
appropriate assistance from the Durham Regional Police;
1) To rule on any Points of Order and Points of Privilege raised by
Members of Council;
m) To adjourn the Meeting when the business is concluded, or if
considered necessary because of grave disorder, to adjourn the
sitting without putting to the vote any question or suspend the
sitting for a time to be named, - ._and
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n) Where the agenda includes a public meeting, the Chair shall
preside in person. If the Member is not in person, another Member
who is in person shall Chair that meeting.
3.2 Appointment of Deputy Mayor
3.2.1 At the first meeting of Ge ineil or as seen thereafter as is nrantiGal Council
shall appoint a Member to act as a Deputy Mayor in the absence of the
Mayor. During any such absence of the Mayor, the Deputy Mayor shall
exercise all of the powers and responsibilities of the Mayor under this
By-law or any other by-law or statute.
3.7 2 Further to appni ntmen rennerd in Sub _se en 4 i 'I GE) �n
e���t�i�a pp vrrrm-rcrrt� ercrrr��a--rr�vcC�ivrry : c.� � vvurT , !R its
disnretion e gi maappoint a Member to ant as Deputy Mayor for the term of
GG Innil /\Iternatiyely, GE moil mo�i appoint two Members of GE) �nnil each of
,
whom shall ant as Deputy Mayo rdi trine perieds of the term of Get innil Whinh
urn.
are spenified in the appeintment
3.3 Participation of Chair in Debate
3.3.1 The Chair who presides ever an„ part of a Meetinr may state relevant facts
and the Chair's position on any matter before the Council, or a Committee
without leaving the chair, which may take place immediately prior to the
vote, but it shall not be permissible for the Chair to move a motion or debate
a question without first leaving the chair.
3.3.2 If the Chair desires to leave the chair, to leave the meeting, to move a
motion, or to take part in the debate, the Mayor shall preside until the Chair
resumes the chair. If the Mayor is chairing the Committee meeting, the
Deputy Mayor shall preside until the Mayor resumes the Chair. If the
designated person is not present, the Chair may call upon any other
Member to chair the meeting.
3.4 Duties of a Member of Council
3.4.1 A Member of Council shall have the following duties:
a) to deliberate on the business submitted to Council or Committees
of Council, as the case may be;
b) to vote when a motion is put to a vote;
c) to Chair the portion of the GG Committee or PD Committee
Meeting for `"'hieh they are the deportment I iaisen in accordance
with this Procedural By-lawand assume the duties of the Mayor as
detailed in Sub 1 with ��eXc ption of Sub _seetlens a cmrrvuv-vcc—r.TwTcrr
3 1 m 1 a\ I\ avid n\ at GG Gemmittee arld 3 1.1 a\ arld 1\ at Dd
Committee; , and
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d) to apply and respect the Rules of Procedure.
Section 4 — Meetings
4.1 Place of Regular Meetings
4.1.1 Unless otherwise directed by Council, the regular Meetings of Council, GG
Committee and PD Committee shall be held in the Council Chambers,
Municipal Administrative Centre, 40 Temperance Street, Bowmanville, ON
or electronically, as determined by the Municipal Clerk, and at the dates and
times determined by Council resolution.
4.2 Regular Meetings Schedule
4.2.1 The meeting schedule shall generally be based on a three-week rotation per
month, beginning in September 2023, as determined by the Municipal Clerk.
4.2.2 Regular meetings shall not be scheduled during the week that the Monday
is a public holiday. No regular meetings shall be held during the month of
July, the month of August, or during any Spring Break scheduled for the
public elementary and secondary schools in Clarington, or during the annual
Association of Municipal Clerks and Treasurers of Ontario (AMCTO)
conference or between Christmas and New Year's.
4.2.3 Council meetings shall be held at 6:30 p.m., PD Committee meetings shall
be held at 5 p.m. and GG Committee meetings shall be held at 9:30 a.m.
4.2.4 No regular meetings of Council or Standing Committees shall be scheduled
in the months of September. October, or November of the vear of a reaular
municipal election.
4.3 Notice of Regular Meetings
4.3.1 Pursuant to Section 238 of the Municipal Act, 2001 public notice of each
regularly scheduled Meeting shall be deemed to be given by making the
agenda available in the Municipal Clerk's Office by end of the business day
of the Friday preceding the regularly scheduled Meeting and on the
Clarington website.
4.3.2 Notice of amendment to the Schedule of regular Meetings shall be posted
on the website at least one week prior to the amended Meeting date where
practical to do so.
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4.3.3 Notice which is substantively given but is irregular or not otherwise in strict
compliance with these procedures shall not invalidate the holding of a
meeting or any of the proceedings at a meeting.
4.4 Special Meetings
--
4.4.1 The Mayor may, at any time, call a special Meeting of Council, GG
Committee `oA'rhPI Committee
+�a/n�/d shall Gall a speGiol Meeting of Ge nGil nr
Committee wh8R FequesteCCC�W i1 WFItiR j by a majority of Members,
the time mentiened in the request, by writing to the Municipal Clerk stating
the date, time, location, and purpose of the special meeting and nreferenne
he given that said mooting he held within the M uniginality of Glarington
4.4.2 The Municipal Clerk shall call a special Meeting of Council, GG Committee
or PD Committee when requested to do so in writing by a majority of the
Members, at the date, time, location, and purpose mentioned in the request;
anal nreferenne he given that sand meeting he helyd in,ithin the M iniginality of
GlaFiRgte' `.
4.4.3 No business other than that indicated in the written notice shall be
considered at the special meeting except with the unanimous consent of all
Members present and voting at such meeting.
4.5 Notice of Special Meetings
4.5.1 Notice of special Meetings shall be posted on the website not less than
tweRty-fgur (24) hours before the time appointed for the special Meeting.
/1 F 2 In additi�� notice provided for in S b sention /1 1n F written notice of
��. crcc�rv�vTacc ccc�vrrTrv�. ,�vrrcccrrTrvcrc�vr
a Speni�eeting Of nil er Gemmitte shall be YeGTR tee all beS
4.5.32 The written notice referred to in Sub sentien n 1 n 6 aho„ethis Procedural
Bylaw shall indicate the nature of the business to be considered at the
special Meeting of Council or Committee, whether delegations will be heard,
and the date, time, and place of the Meeting.
4.6 Joint Meeting
4.6.1 In additien to regular Meeting- Joint Meetings may be called at the dates
and times a-s-determined by Council resolution.
4.7 Emergency Special Meeting
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4.7.1 Notwithstanding Sub -section 4.2.1, on urgent and extraordinary occasions,
an emergency special Meeting of the Council may be called by the Mayor,
without advance notice being given by the Municipal Clerk pursuant to this
by-law, to consider and deal with such urgent and extraordinary matters,
including issues that may urgently affect the health or safety of residents.
4.7.2 In the case of an emergency, Council may hold meetings at any convenient
location within or outside the municipality, as determined by the Clerk in
consultation with the Mavor and Chief Administrative Officer.
4.7.3 No business other than the business dealing directly or indirectly with the
emeraencv shall be transacted at the meetina.
Notice oti Emergency Special Meetings
4.7.4 Where an Emergency special Meeting of Council is held in accordance with
-Sub seGtinn n.^this Procedural By-law, notice of the Emergency special
Meeting shall be posted on the website as soon as practical following the
Emergency special Meeting and shall, subject to Sub seGtiOR 4.8.1this
Procedural By -la , indicate the nature of the business considered at the
Emergency special Meeting.
4.8 First/Inaugural Meeting of Council
4.8.1 The first Meeting of Council shall be held within 31 days of taking office,
pursuant to the Municipal Elections Act, 1996, at the time and location
determined on GeRSUltatiGR withb the Clerk and Mayor.
4.9 Seating and Persons within Council Rin in Council Chambers
4.9.1 Seating at the Council table shall be in alphabetical order of the Members'
surname, beginning in the most north/east position and proceeding
clockwise.
4.9.2 Only Members of Council and the Municipal Staff shall be permitted to enter
the Council floor during the sitting of Council or Committee without the
permission of the Mayor or Committee Chair.
4.9.3 No person, other than a Member of Council or the Municipal Staff, shall,
before or during a Meeting, place on the desks of Members or otherwise
distribute any material whatsoever unless such person is so acting with the
approval of the Mayor or Committee Chair.
4.9.4 Members of Council leaving their places prior to the adjournment shall
endeavour to do so in a manner so as not to disrupt the proceedings of
Council or Committee.
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4.10 Quorum
4.10.1 A quorum of Council or Committee shall be four (4) Members, except as
otherwise stated. A concurring vote of a majority of Members present and
voting is necessary to carry a resolution. ° q eri im of a SPGGiall Committee
shall be a majority of the Members of the Special Committee
4.10.2 If a quorum is not present within thirty (30) minutes after the time appointed
for a Meeting, the Municipal Clerk, shall record the names of
the Members present and the Meeting shall stand adjourned until the date
of the next regular Meeting or other Meeting called in accordance with this
Procedural By-law.
4.10.3 If during a meeting, a quorum is lost, the Chair shall declare that the
meeting shall stand recessed temporarily or be adjourned until the date of
the next regular meeting or other meeting called in accordance with the
provisions of this Procedural By-law. Any unfinished business will be taR-er4
o-pplaced on the agenda of -at the next regular meeting or other meeting
called for that purpose.
4.11 Meetings Open to " Public
4.11.1 Subject to Sub -section 4.9, Meetings shall be open to the public and no
person shall be excluded, the from except for improper conduct
required by statute.
4.12 Closed Meetings
4.12.1 Notwithstanding the previous section regarding "Meetings Open to the
Public", Council or Committee may, by resolution, close a Meeting or part of
a Meeting to members of the public if the subject matter deals with any of
the matters in Sub -section 239 (2) or 239 (3) of the Municipal Act, 2001.
4.12.2 Council or Committee may hold a Meeting closed to the public where the
Meeting is held for the purpose of educating or training the Members and at
the Meeting no Member discusses or otherwise deals with any matter in a
way that materially advances the business or decision -making of the
Council or Committee.
4.12.3 A motion to close a Meeting or part of a Meeting to the public shall state:
a) the fact of the holding of the closed Meeting; and
b) the general nature of the matter to be considered at the closed
Meeting.
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4.12.4 Where a Meeting, or part of a Meeting, is closed to the public, Council or
Committee shall:
a) retire to the Council Ante Room or other such room as deemed
appropriate by Council or Committee and only those persons
specifically invited to attend the closed Meeting shall be permitted
to attend; or
b) request those persons not specifically invited to the closed Meeting
to vacate the Council Chambers, or such room in which the
Meeting is being held, as the case may be; or
c) only permit access to the electronic meeting to those persons
specifically invited to attend the closed Meeting.
4.12.5 A Meeting shall not be closed to the public during a vote except where the
meeting is a closed Meeting permitted or required by statute, and where the
vote is for a procedural matter or for giving directions or instructions to
officers, employees or agents of the Municipality or persons retained under
contract with the Municipality.
4.12.6 Notwithstanding Sub -section 4.9.5, the vote on a resolution approving a
contract for the acquisition or disposal of land, including the sale of road
allowances, shall be conducted in open session.
4.12 At the conclusion of a closed meeting, a motion to rise from the closed
meeting and proceed into an open meeting shall be adopted.
4.13 Length of Meetings and Scheduled Break
4.13.1 Meetings scheduled to commence at or before 9:30 a.m., and which are in
session at 4.31 PM, will be adjourned unless the rules are suspended
continue the meeting.
4.13.2 Meetings which are scheduled to commence at or after 6 305:00 p.m., and
which are in session at 10:31 p.m., will be adjourned unless the rules are
suspended to continue the meeting.
4.13.3 Where a meeting is scheduled to commence at or before 9:30 a.m., there
shall be a scheduled 1-hour break at 12.00 noon unless otherwise
determined by a vote of two-thirds of the Members present.
4.13.4 If a meeting is adjourned in accordance with section 4.4413.1 or 4.4413.2,
prior to all agenda items being considered, all remaining items, except
procedural items, shall be placed on the next regular committee meeting
the come typ that the item would otherwise have been added to.
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4.14 Portable Electronic Devices
4.14.1 The use of portable electronic devices by Members of Council and
Committee during Council and Committee meetings shall be permitted
provided the Member is not using the portable electronic device to phone; or
email, or text each other or members of the public while the meeting is in
session.
4.14.2 Despite Subsection 4.12.1, the use of any portable electronic device may be
prohibited by the Chair, if, in the Chair's opinion, the device is interfering
with any video or audio broadcast of the meeting or is otherwise causing a
disturbance.
4.14.3 The use of portable electronic devices may be used as an interface to
participate electronically in the meeting.
4.15 Video Recording of Council and Committee Meetings
4.15.1 With the ovnontiGn of the M ininipality and anv p blinly available
hrAroadGaster-the videe reGerdiRg of a COURGOI or GernmitteeMeetingS may
be audio or video recorded, broadcast and / or livestreamed publicly by the
municipality, except for Closed Meetings moo+inn is prohibited within 3
metros of the GG innil Finn
4.15.2 NetwithstandiRg Sub-sGtien 413.1, v;Qee recording by any norso�
permitted for a presentation as defiRed on Sub Sermon 7 it 1 of this by
law -.Meeting attendees may record all, or portions of, open meetings,
provided that doing so is not disruptive to the meeting or other attendees.
4.16 Cancellation or Changes tof Meetings
4.16.1 A regular or GpeGial meeting may be cancelled or changed by the Clerk in
any of the following circumstances:
a) If the Clerk determines in advance that quorum will not be
achieved;
b) if the meeting is cancelled by Council or Committee resolution;
c) Where the meeting is not required as determined by the Clerk, in
consultation with the Mayor and CAO, due to a lack of forecasted
agenda items; or
d) in the event of exceptional circumstances, including inclement
weather, at the discretion of the Chair or Clerk.
4.16.2 The Clerk shall censure that notice of the cancellation is provided to all
Members of Council as soon as possible after the cancellation.
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Section 5 — Committees
5.1 General
5.1.1 There shall be two Standing Committees of Council, namely the General
Government (GG) Committee of Council and the Planning and
Development (PD) Committee of Council, which shall be organized as
follows:
a) GG and PD Committees shall be comprised of all Members of
Council.
•Each Member- Department
as Is praGtiGal after the first „_
The Department ..
the GG Gemmottee er .■
matters pertaining te the ■_
partment for whiGh they have beeR
Depal4MeRt LiaiGGR.Chair the GG Committee•
in accordance with the followina -•
• Ward 1 Councillor — January and February
• Ward 2 Councillor — March and April
• Ward 3 Councillor — Mav and June
• Ward 4 Councillor — September and October
• Regional Councillor (who is not appointed as the Chair of the
PD Committee meetinas) — November and December
c) A Regional Councillor shall be appointed to Chair the PD
Committee meetings by Council.
d) In the absence of the Chair or during July and August, the Mayor
shall Chair the meeting, and in the absence of the Mayor the
Deputy Maw
Exceptions
5.2.1 Notwithstanding the Committee mandate outlined in Sub seGti n 5.2.2 and
b seGt.on 5.3.2—aed the provisions of Sub scctiOR 9. this Procedural
By-law, Council may consider any matter without referring it to GG
Committee or PD Committee and may withdraw a matter from the GG
Committee or the PD Committee at any time.
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Members5.1.3 Notwithstanding the Committee mandate outlined on Sub-seGtien 5.2.2, and
to a SpeGial Committee and appoint one Of SUGh
SpeGial Gemmittee. A SpeGial Committee Shall enquire iRtG and report eR
any matter assigned to it by GeunGil. A SpeGial Committee may appoint a
to assist the SpeGial Committee On performing its mandate.
5.2 General Government Committee (GG)
The Mayor
delegations, and Ghair that _ r
pertainiRg to the
Department
■_ r. 1well,Mayer these .r
meeting dealiRg with matters Gentinued to be GGRsidered under Unfinished
Business of • _
Committee Mandate
5.3.1 The GG Committee shall make recommendations to Council on all matters
not mandated by the PD Committee, including, without limitation, levels of
service and operational policy and budgetary matters. The GG Gemmittee
shall Gensider all reverts submitted to it by the Chief Administrative Offiner
or Direnter of a Department eXGent fer items Whinh fall i R der the mandate
e
of the PID Committee as iRdiEated in Sub se`+ti�.3 2
vT �vvrrmTrrcc� �rrur ca�rr-vuv�cc �. T
GG Committee Reporting to Council
forward5.4.1 in all Gases On whoGh the GG Committee makes FeGOMmendatmens-
recommendations by way Of GOMFnittee MORUte. Council
committees.r consideration
Council. in addotoGn, the GG Committee shall _ r
matter within the jurisdiGtOGR ef the MuniGipality
referred to it by GeUn.Gil and exerGise SUGh powers- ---- M-ay be delegated to it
by GeunG4.
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5.5 PD Committee Mandate
5.5.1 The PD Committee shall be mandated with holding public meetings, and
any other planning and development matter or matter deemed to require
public consultation and such other matters as may be referred to the PD
Committee by Council. The PD Committee shall nonsider all reports
submitted t the Chief AdMiRistrative OffiG r�Tentn�a
Department, for items whir•h fell under the mandate of the PD Committee
5.6 PD Committee Reporting to CommitteeCouncil
5.6.1 in all Gases on whiGh the -.
SUGh mattef,s, 41he PD Committee shall forward GUGh recommendations by
way of Committee FniRutes to Council via the committeefor
Gernmottee shall report
11
powers as may be delegated to it by GeunGfl-.
I 1 _
OWN
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Section 6 — Agendas and Minutes
6.1 Council Agenda
6.1.1 The Municipal Clerk shall cause to be prepared an agenda under the
following headings for the use of the Members at the regular Meetings of
Council -
Meeting
Consent Agenda
• Council and Standing Committee Minutes
• Advisory Committee and Local Board Minutes
• Communications
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Staff Reports and Staff Memos
• By-laws
Items for Separate Discussion
Business Arising from Procedural Notice of Motion (to be included
on agenda only if there is business to be considered under this
Section)
Unfinished Business
Confidential Items
Confirming By-law
Adjournment
6.1.2 The agenda shall be provided to each member no later than end of day on
the Thursday preceding the commencement of the regular Council Meeting
in question.
.. ■_
6.1.3 The business of Council shall be considered in the order as it appears on
the agenda, unless otherwise decided by a majority vote f the majerit, of
the Members present and voting.
6.1.4 Notwithstanding sub -section 6.1.1, the Municipal Clerk may group items
regarding the same matter together on the agenda, in the order that the
Municipal Clerk deems appropriate.
6.2 General Government Committee Agenda
6.2.1 The Municipal Clerk shall cause to be prepared an agenda under the
following headings for the use of the Members at the regular meetings of
the GG Committee:
Call to Order
Land Acknowledgement Statement
Disclosure of Pecuniary Interest
Announcements
Presentations / Delegations
Reports / Gerrespendenno Related to Presentations / Delegations
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Consent Agenda
• Communications
• Staff Reports; ana Staff Memos -and
Items for Separate Discussion
Unfinished Business
New Business
Confidential Items
Adjournment
6.2.2 The Municipal Clerk shall ensure that the GG Committee agenda is
provided to each member no later than the end of day Thursday preceding
the commencement of the regular GG Committee Meeting.
6.2.+3 The business of GG Committee shall be considered in the order as it
appears on the agenda for its Meeting, unless otherwise decided by a
majority vote of the rnajer of the Members present and voting.
6.2. Notwithstanding Sub -section 6.2.1, the Municipal Clerk may group items
regarding the same matter together on the agenda, in the order that the
Municipal Clerk deems appropriate.
6.3 Planning and Development Committee
6.3.1 The Municipal Clerk shall cause to be prepared an agenda under the
following headings for the use of the Members at the regular meetings of
PD Committee:
Call to Order
Land Acknowledgement Statement
Disclosure of Pecuniary Interest
Announcements
Presentations / Delegations
Consent Agenda
• Communications
• Staff Reports and Staff Memos
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Unfinished Business
New Business
Public Meetings 6:30 .m.
Confidential Items
Adjournment
6.3.2 The Municipal Clerk shall ensure that the PD Committee agenda is provided
to each member no later than the end of day Thursday preceding the
commencement of the regular PD Committee Meeting.
_
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■_
6.3.43 The business of PD Committee shall be considered in the order as it
appears on the agenda for its Meeting, unless otherwise decided by a
majority vote of the ma}or4y�of the Members present and voting.
6.3. Notwithstanding sub -section 6.3.1, the Municipal Clerk may group items
regarding the same matter together on the agenda, in the order that the
Municipal Clerk deems appropriate.
6.4 Special ^.,, mittee Meeting Agendas
6.4.1 The Municipal Clerk shall cause to be prepared a printed agenda under the
following headings for the use of the Members at the meetiRgG of the
Special " eeMeetings:
Call to Order
Land Acknowledgement Statement
Disclosure of Pecuniary Interest
Matters of Business
Adjournment
6.4.2 The MuniGipal Clerk shall ensure that the SpeGial Committee agenda is
preyided to eaGh member Re Inter than 24 hey irs preceding the
eRGemet of the SpeGial Committee Meet+ng.When preparing an
agenda for a special meeting, the Clerk may include or exclude any
headings appropriate for the special meeting.
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6.4.3 The business of Special Committee Meetings shall be considered in the
order as it appears on the agenda for its Meeting, unless otherwise decided
by a majority vote of the mainrit„ of the Members present and voting.
6.5 Addendum
6.5.1 The Clerk may amend the agenda for a scheduled Council or Standing
Committee meeting by of an addendum.
6.5.2 The addendum shall only include additional items related to matters already
on the agenda, or new items that in the opinion of the Clerk, in consultation
with the Chief Administrative Officer, are time sensitive in nature.
6.5.3 Items to be included on the Addendum shall be received by the Agenda
Update Deadline and will be published after that deadline.
6.5.4 Notice shall be deemed to have been given for all matters added to an
agenda via an addendum.
6.6 Meeting Minutes
6.6.1 The Municipal Clerk, or designate shall cause minutes to be taken of each
Meeting of Council or Committee, whether it is closed to the public or not.
These minutes shall include:
a) the place, date and time of Meeting;
b) the names of the Chair or Chairs and a record of the attendance of
the Members; should a Member enter after the commencement of
a Meeting or leave prior to adjournment, the time shall be noted;
c) if requested, correction and nonfirmation of the minutes of prior
Meetings;
d) declarations of pecuniary interest; and
e) all resolutions, decisions and all other proceedings of Council or
Committee, ,as the Gase may be, without note or comment.
6.5.2 Where the minutes have been delivered to the Members OR advaRGe of the
Meeting, the minutes shall not be read and a resell itien that the minutes be
approved shall be in order.
Section 7 — Order �Proceedings ,CounGRAgenda Item Description
7.1 Call to Order
7.1.1 As soon as a quorum is present after the hour set for the Meeting, the
Mayer shall take the -Cc -hair ad -shall call the Members present to order.
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7.1.2 If the Mayor -Chair does not attend within fifteen minutes after the time set
for the Meeting and a quorum is present, the DeputyMayor shall preside
over the Meeting and shall overnice all duties and responsibilities of the
Mayor as of itlined in this ❑reGed iral By until the oFCEhair is
present at the Meeting and is able to perform their responsibilities
y to
assi ime of the chair.
7.1.3 If the Mayor is also not present within fifteen minutes after the time set for
the Meeting and a quorum is present, the Deputy Mayor shall preside over
the Meeting until the Chair or Mayor is present at the Meeting and is able to
perform the responsibilities of the chair.
7.1.4 If the Deputy Mayor is also not present within fifteen minutes after the time
set for the Meeting and a quorum is present, the Municipal Clerk,
desi e-, shall call the meeting to order, and the Members present shall
appoint a arid, g Member who shall act as Chair of the Meeting until the
arrival of the Mayor or Deputy Mayor, whoever is the first to arrive and is
able to assume the chair.
7.1.5 A moment of reflection is called at the beginning of a Council meeting to
allow Members to consider past and future actions that may be taken.
7.1.6 In recognition of a necessary first step towards honouring the original
occupants of a place, and as a way to recognize the traditional First
Nations, Metis and / or Inuit territories of a place, and to commemorate
Indigenous peoples' principal kinship to the land, a Land
Acknowledgement Statement shall be read in accordance with the Land
Acknowledgement Guidelines. following the Call to Order-
RMW:r_Erzr reM: E"..r.
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7.2 Disclosure of Pecuniary Interest
7.2.1 All Members shall govern themselves at any Meeting in accordance with the
current legislation respecting any disclosure of pecuniary interest and
participation in the Meeting.
7.2.2 Where the meeting is not open to the public, in addition to declaring the
conflict, the Member shall leave the meeting, or the part of the meeting,
during which the matter is under consideration.
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7.2.3 Where a Member is absent from a meeting which includes a matter on
which they have a pecuniary interest, the Member shall disclose the interest
at the next meeting attended by the Member.
7.2.4 The Clerk shall record any declarations of interest made by a Member in the
meeting minutes, noting the matter and the general nature of the
declaration.
7.2.5 Notwithstanding Sub -section 7.2.1, if the matter under consideration at a
meeting, or a part of a meeting, is to consider whether to suspend the
remuneration paid to the member under subsection 223.4 (5) or (6) of the
Municipal Act, 2001, the member may take part in the discussion of the
matter, including making submissions to council or the local board, as the
case may be, and may attempt to influence the voting on any question in
respect of the matter, whether before, during or after the meeting.
However, the member is not permitted to move, second, or vote on any
emotion in respect of the matter. Additionally, in the case of a
meeting that is not open to the public, the member may attend the meeting
or part of the meeting during which the matter is under consideration.
7.2.6 Notwithstanding Sub -section 7.2.1, when a Member declares on a matter(s)
at a Council meeting, later in the meeting when the confirming by-law is on
the floor, the Member's declaration is understood, and the Member may
remain in the room in which the meeting is taking place and participate in
the vote on the confirming by-law. Further, if the Member declares on a
matter at a meeting and at a subsequent meeting the minutes of the entire
meeting are on the floor for adoption, the Member's declaration is
understood and the Member may participate in the vote on adopting the
minutes and is not required to submit another declaration of interest form,
provided that the matter the Member declared on is not further discussed or
amended in any way.
7.2.7 At a meeting at which a member declares an interest, or as soon as
possible afterwards, the member shall file a written statement of the interest
and its general nature with the Municipal Clerk or designate, in the form
determined by the Municipal Clerk.
7.2.8 The Municipal Clerk shall establish and maintain a Registry of Declarations
of Interest containing,
a) A copy of each statement filed under section 7.2.4; and
b) A copy of each declaration recorded in the minutes.
7.2.9 The Municipal Clerk shall provide access to the Registry of Declarations of
Interest through the Municipal website or through an alternative means, as
requested from time to time.
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7.3 Announcements
7.3.1 During this portion of the Meeting, when recognized by the Chair, Members
shall be afforded a maximum of five minutes during which time they may
announce or comment on community events and activities.
7.4 Presentations
7.4.1 At the request of a Member of Council or the Municipality's Staff, any
person(s), organization(s), corporations(s), or appointed official(s) may be
permitted to address the Members to inform them of matters of significance
to the Municipality provided that the request has been submitted to the
Municipal Clerk by the Agenda Deadline.
Presentations shall include only the following:
a) Presentations requested by Council; or
b) Civic recognition / awards; or
c) Presentations by Municipal Staff or consultants retained by the
Municipality; or
d) Presentations from senior levels of government; or
e) Presentations deemed necessary by the Municipal Clerk, or as
required by law.
..
7.4.2 Municipal audio-visual equipment may be used to assist in presentations,
provided that permission has been obtained for use of such equipment from
the Municipal Clerk, or designate, at the time the presenter(s) contact the
Municipal Clerk's Division to register for the Meeting. Presentations must be
provided to the Municipal Clerk's Division no later than 2:00 p.m. on the
business day preceding the commencement of the Meeting. Presentations
will not be installed once the meeting has begun.
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7 /1 3 Gonh Presentation in respen+ of o nortiG �lor matter shell he limiter! to 10
-r-T
minWteo in addition to the time taken by GO L moil to ask oiectionc of the
e
delegate and to reGeive answers to SUnh questions.
Presentations to Committee
7.4.3 Presentations scheduled to be made to Committee will be assigned to the
appropriate Committee based on the presentation topic and the Committee
mandate.
7.4.4 Upon receipt of the request for presentation as detailed in Sub -section
7.4.1, the Municipal Clerk, or desiono+( may schedule the presentation for
a specified time during the Committee meeting. When exercising this option,
the Municipal Clerk, ^r designate shall include the scheduled presentation
time on the meeting Agenda and shall notify the presenter of the scheduled
presentation time.
7.4.5 Where the Municipal Clerk, er designate_' has scheduled a presentation for a
specified time, as per Sub -section 7.4.5, when that specified time arrives
during the Committee meeting, the Committee shall set aside the matter
currently before it, to allow the presentation to be heard as scheduled.
Should there be a motion on the floor at the scheduled presentation time,
motion to "alter the ooenrlo +„that motion shall be considered immediately
after the Presentation" weuld be IR order has concluded.
7.5 Delegations
7.5.1 All Delegations shall be directed to, and heard by, Committee except as
otherwise provided for in this Procedural By-law.
7.5.2 Notwithstanding Sub -section 7.5.1, unless otherwise determined by the
Municipal Clerk, Delegations shall not be added to the agenda or permitted
to:
a) speak to PD Committee regarding a matter that is the subject of a
Public Meeting which is included on the PD Committee agenda.
b) speak -Speak to PD Committee regarding a matter which is within the
mandate of the GG Committee meeting.
c) speak Spea to GG Committee regarding a matter which is within the
mandate of the PD Committee meeting.
d) Speak to a previous decision of Council, that is within the same term of
Council that the decision was made, unless a motion to reconsider or re-
introduce the matter is Dresented to Council by a Member. or a report on
the matter is included on the agenda.
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d-)e) Speak to an Integrity Commissioner's report regarding a Member of
Council_
7.5.3 Deleaations shall be limited to a maximum of 15 Der meetin
7.5.4 Without leave of Council, members shall have one opportunity to ask
questions of Delegations for the purpose of seeking clarification or
additional information, and not to expand the scope of the delegation's
remarks or for adding the Member's own statement through the delegation.
Questions such as "are you aware" and "did you know" will be considered
out of order, subject to the discretion of the Chair.
7.5.5 Members shall not enter into debate with the delegate.
7.5.6 Where a Delegation wishes to provide Members with written communication
supporting the Delegation's comments, the communication shall be
provided to the Municipal Clerk prior to the meeting. The
written communication may be distributed to the Members at the discretion
of the Municipal Clerk or designate.
7.5.7 Municipal audio-visual equipment may be used to assist in delegations, if
permission has been obtained for use of such equipment from the Municipal
Clerk, at the time the delegates(s) contacted the Municipal Clerk's Division
to register for the Meeting. The delegate's electronic presentation must be
provided to the Municipal Clerk's Division no later than ctese-ef
bUs2:00 p.m. the business day preceding the commencement of the
Meeting. Electronic presentations will not be installed once the meeting has
begun.
7.5.8 No further delegations may be made in respect of a delegation placed on an
agenda in accordance with this Sub -section. For clarity, a delegation cannot
be a delegation to another delegation as a way of circumventing other rules
outlined in this by-law.
7.5.9 No delegation may speak to matters described in section 2.6.
7.5.10 No delegation may speak to the same matter twice within the same
meeting.
7.5.11 Where a delegation request is received after the Agenda Deadline and the
matter is included on an agenda for a meeting, the request will be added to
the addendum for the applicable meeting if written notice to the Clerk is
received, including the subject of their address and their desired action
requested by Council, by the Agenda Update Deadline for the meeting.
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7.5.12 A delegation, not listed on the agenda, shall not be heard without the
consent of at least 2/3 maiority of the Members present and shall be
pertaining to an item listed on the Agenda. If the delegation is not pertaining
to an item listed on the Agenda a suspension of the rules (3/4 vote) is
required for the delegation to be heard.
7.5.13 Each Delegation in respect of a particular matter shall be limited to 10
minutes in addition to the time taken by Council to ask questions of the
delegate and to receive answers to such questions.
7.5 An extension of 2 minutes may be provided to a delegation by passing a
motion with a simDle maioritv vote. All other extensions reauire the
suspension of the rules of procedure.
7.6 Delegations - To Council
7.6.1 Delegations shall be restricted to speaking to matters included on the
Council agenda for the Meeting in question.
7.6.2 Notwithstanding Sub -section 7.6.1, Delegations shall not be permitted to
speak to a matter that was considered at a Standing Committee, or is the
subject of a Staff report or matter included under Unfinished Business
included on the Council agenda, where the Delegation spoke to the item at
a Standing Committee meeting, including a Public Meeting, which is being
reported to Council, unless a majority of the Members present vote in favour
to hear the delegation.
7.6.3 Notwithstanding Sub -section 7.6.1, where the Municipal Clerk determines
that the matter is of an urgent nature and there is insufficient time for a
Delegation to be heard by a Standing Committee, subject to this Procedural
By-law, the Delegation may be permitted to speak to Council on the matter.
7.7 Disposition of Items
7.7.1 When a delegate is addressing a matter that is not otherwise included on
the agenda, a motion to deal with the delegation shall be in order
immediately following the conclusion of the delegation.
7.7.2 When considering the disposition of items related to:
a) Provincial legislation, Council's position shall be forwarded to the
Association of Municipalities of Ontario (AMO) for review and
consideration.
b) Federal legislation, Council's position shall be forwarded to the
Federation of Canadian Municipalities (FCM) for review and
consideration.
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c) Forwarding Council's decision to all Ontario Municipalities, Staff shall
forward to the Association of Municipalities of Ontario (AMO) for review
and consideration and not to all municipalities.
7.7.3 When Council only receives a correspondence item for information, no
correspondence shall be sent to the submitter.
7.7.4 A person wishing to make representation at a Planning Public Meeting, is
not required to give written notice, unless it is required as part of electronic
meeting participation procedures as set out by the Municipal Clerk and is
not required to be listed on the PD Committee agenda for the Meeting in
question.
7.8 Special Meetings
7.8.1 No Delegation will be heard at a Special Meeting of Council or Committee
meeting unless otherwise directed in the call of the special meeting.
7.9 Conduct of Delegations and Presenters
7.9.1 Delegations and presenters shall not:
a) speak disrespectfully of any person;
b) use offensive words;
c) speak on any subject other than the subject for which they have
given notice to address Council/Committee;
d) disobey the decision of the Chair;
e) enter into debate with Members;
f) appropriate any unused time allocated to another Delegation or
Presenter; or
g) deviate from answering directly when answering a question.
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7.10 Public Meetings
7.10.1 Shall follow the format developed bV the Municipal Clerk and Director of
Planning and Infrastructure Services. P blip Meetings shall he nnnd inter! in
the fellewino manner•
a\ The Chair shall state the purpose of the P bliG Mee�o and shall explain to
c-vrrarr�r-�un-acU-c� �mcc �nurr prcrrrr
these present hew the P blip Meeting shall he nonrdi inter!
h\ A meter of the M uninipal Staff shall address the DflCommittee to
present the matter to the PD i`emmittee
n\ Members f the pu blip shall thpp ho permittedto mare representation
urr ".. "'" cm-mr cv�ccT crrccccrorr
regarding the matter
d) Then the appliGaRtorr aaget may makeTepXpsett
7.10.2 Public meetings, under the Planning Act, shall be limited to two
meetingsperPlanning and Development Committee meeting, unless
otherwise agreed between the Municipal Clerk and the Director of Planning
and Infrastructure Services.
7.10.3 Members of the Public speaking at a Public Meeting shall be limited to 10
minutes, in addition to the time taken by Council to ask questions of the
person and to receive answers to such questions.
7.6 ReportssnondeneGe Related to Presentations 1 Delegat�r�
7 G2 1 Depert and errespenrdenGe that are related to a delegatiOR r
presentation on the agenda may he listed under this sentien of the agenda.
7.11 Consent Agenda
7.11.1 Items that do not require discussion may be added under this section,
however, any single Member may, at the beginning of this section, request
that an item be removed from the consent agenda to change the
recommended motion and to vote on separately.
Consent Resolution
10.13.15 Should a Member w0sh te diSGUss an item on a Gensent resolution, inGluding
they weuld request the ite
"pulled" from the Gensent resolution and that item would he diSG isserl
separately-.
7.11.2 Should a Member have a pecuniary interest in an item on a consent
resolution, the item shall be removed from the consent resolution and
deal voted on YA4, separately.
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7.11.3 Should a Member wish to simply discuss an item on a consent resolution,
but not change the recommended motion, the Member may do so without
"removing" the item from the consent resolution.
7.12 Items for Separate Discussion
7.12.1 Items that require or may need discussion, may be listed here and not within
the consent agenda. This may include items pulled from the ECCIP.
7.13 Consideration of Minutes
7.13.1 Minutes of Standing Committees, Advisory Committees, a44d-Boards, and
municipal service boards shall be listed under this Section of the Council
agenda and may be disposed of through a single resolution.
7.13.2 The (choir shall ask for a metiers to adopt the rnMinutes from previous
Standing Committees and Council meeting(s) shall be adopted and all other
minutes shall be received for information.
7.13.3 MIR Stec of C rdiRg Committees may he disposed ef through oy
reselUtien to gppEg ye Alternotiyehi Any Member may request that one, or
more, recommendations contained in the Standing Committees minutes be
extracted and voted on separately only for the purposes of changing the
motion or holding a recorded vote. If the motion was lost at Standing
Committee, a motion to consider the lost motion shall require a 2/3 majority
vote. before discussion on the lost motion beains.
7.13.4 To approve a recommendation from a board or advisory committee a
Member of Council shall remove it from the consent agenda and put forward
a motion to approve the recommendation within the minutes of the board or
advisory committee.
7.13.5 Minutes of previous meetings may be adopted without having been read at
the meeting at which their adoption is considered.
7.13.6 Minutes of Standing Committees approved at Council are not required to be
added to the agenda or approved by a future Standing Committee meeting.
7.14 Communications
7.14.1 Where an item of correspondence is received and the subject matter
pertains to an item on an agenda for a Council or Committee meeting, the
correspondence shall be added to the agenda if received by the Clerk by
the Agenda Update Deadline.
7.14.2 Where the Clerk received multiple copies of correspondence containing the
same or similar information (such as a form letter), and the matter is on the
aaenda the Clerk may include one coav of the correspondence in the
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agenda and provide a summary of the remainder received.
7.14.3 The Municipal Clerk shall prepare an Electronic Council Communication
Information Package (ECCIP) containing correspondence received by Staff
for Council's information. This includes minutes of the Business
Improvement Areas (BIAs).
7.14.4 The deadline for information to be included in the ECCIP is end of day
Thursday, unless Friday is a holiday, then this deadline will move back a
day.
7.14.5 The ECCIP shall be delivered electronically every Friday, unless Friday is a
holiday, then this deadline will move back a day.
7.14.6 A Member of Council may request, in writing to the Clerk, including the
Member's motion for the disposition of the item, that an item from the
ECCIP be included on the next agenda of the appropriate Standing
Committeeof Seunci!, as determined by the Clerk.
7.14.7 A member of the public can speak to an ECCIP item if they follow the
delegation process, then the ECCIP item will be linked in the agenda.
7.14.8 Thepulled item will be included on the agenda of the appropriate Standing
Committee of Geuecilif submitted to the Clerk prior to the Agenda deadline
and if it is not restricted under section 2.5. For clarity, this will not be the
meeting three calendar days from when the ECCIP was published, but
rather a future meeting.
7.14.9 Communications which, in the opinion of the Clerk require action by Council
shall be included on a Council or Committee agenda under
Communications and shall include a recommendation for disposal.
7.14.10 Every communication to be presented to Council or Committee, shall be
legibly written or printed, shall not contain any impertinent or improper
matter or language, shall identify the author(s) including their name and
address, and shall be filed with the Municipal Clerk.
7.14.11 Communications to be posted to the website may be abridged as
determined by the Municipal Clerk to facilitate posting.
7.14.12 Communications related to a previous decision of Council shall not be
considered by Council or a Committee within the same term of Council
following the decision, unless a motion to reconsider or re -introduce the
matter is presented to Council by a Member, or a report on the matter is
included on the agenda.
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7.15 Staff Reports and Staff Memos
7.15.1 NetwithctanrdiRg Sub SeGtinn 9.1.8, he Staff Reports and Staff Memos
Section of the Council agenda ehafl-May include Removal of a Holding
Symbol report upon urgent circumstances as determined by the Director of
Planning and DeyelenmerA Infrastructure Services and any Staff report that,
due to timing, urgency, the important nature of the report and/or
expediency, the Chief Administrative Officer determines should be
considered by Council without first being presented to Committee for
consideration.
7.15.2 The Staff Reports and Staff Memos sections of the Standing Committees
agendas, shall be pertaining to the Committee mandate, or other such
matter as may be referred to the Committee by Council.
7.16 New Business
7.16.1 New Business items shall not be added to the Council aaenda. New
Business items may be added to a Standing Committee agenda and shall
be reaardina the mandate of the appropriate Standina Committee.
7.16.2 Members may only introduce a motion on New Business provided that the
matter was introduced in accordance with the notice provisions.
7.16.3 Notice of New Business items will be satisfied if a Member submits a New
Business item, in writing, to the Municipal Clerk prior to the Committee
Agenda deadline. The New Business Item will he innli ded en the GG
agenda, under the department that the item is most relater) to and in the
New B iciness Gencideratien ceGtien of the PD AgeRda.
7.16.4 Any changes in wording to a New Business item after publication of the
Agenda, shall require an amendment of the motion at the meeting.
7.16.5 If a Member submits a New Business item to the Municipal Clerk after the
Committee Agenda Deadline and prior to the Committee Agenda Update
Deadline, it will be included in the Committee Agenda Update under the
appropriate section of the agenda, and it will require a 2/3 vote of the
Members present, and voting at the meeting, to be added to the agenda for
discussion. A note for the "required 2/3 vote to be discussed" will be added
to the agenda.
7.16.6 If a Member submits a New Business Item, that is not included in the
agenda, it shall be in writing, and shall not be considered until the next
appropriate Regular Committee meeting.
The Corporation of the Municipality of Clarington
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7.16.7 No seconder will be required at the time of providing notice of the New
Business item.
7.16.8 If a New Business Item has had du nOtoGe one is on the agenda, but the
mover is not present at the meeting, and no other Member wishes to move
the item, the item shall not be considered and will need to follow the notice
provisions for the next applicable meeting.
7.17 Business Arising from Procedural Notices of Motion
7.17.1 A Procedural Notice of Motion introducing a motion to amend something
previously adopted by Council, to lift a matter from the table, to rescind a
previous decision of Council, or to reconsider a previous decision of
Council, shall be given to the Municipal Clerk including the date when it will
be considered in writing, from the mover and seconder, prior to the Agenda
Deadline. Procedural Notices of Motion received after the Agenda Deadline
shall be placed on the next regular Council agenda.
7.17.2 Where a Procedural Notice of Motion has been given under subsection
7.17.1, for a "motion to amend something previously adopted by Council" or
a "reconsideration", the details of the amendment and proposed new
resolution for a reconsideration respectively shall be included in the
Procedural Notice of Motion.
7.17.3 Where a Procedural Notice of Motion has been given under Sub -section
7.17.1, the Procedural Notice of Motion shall be printed in full in the Agenda
for that meeting of Council and each succeeding meeting until the motion is
considered or otherwise disposed.
7.17.4 When a Member's Procedural Notice of Motion has been called by the Chair
at two successive meetings and not proceeded with, it shall be removed
from the agenda for all subsequent Meetings, unless Council otherwise
decided.
7.17.5 The Member who moved, or seconded, the procedural notice of motion is
not required to be present when the related procedural notice of motion is
considered. However, a new mover or seconder will be required for the
notice of motion to be in order.
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7.18 Unfinished Business
7.18.1 Any matters presented, considered, referred, tabled, or deferred, or any
items not otherwise disposed of through the consideration of an agenda
matter, shall be disposed of during this portion of the Meeting.
7.19 Confidential Items
r r r r
r r ON 1
8.1�The Confidential Items Section of the Gemmittee Agenda shall include any
confidential Committee Staff reper+items that, due to the nature of the
item should be considered by G^mmitt in a closed meeting in accordance
with Sub-Ser.-tio, 4.9of this Procedural By-law.
7.20 By-laws
7.20.1 No by-law, except:
• a by-law to confirm the proceedings of Council;
• a by-law granting authority to borrow under the authority of the Municipal
Act, 2001;
• any by-law arising as the result of an order or decision of any judicial or
quasi-judicial body; or
• a part lot control by-law;
• removal of holding symbol;
shall be presented to Council unless the subject matter thereof has been
considered and approved by Council or by Committee.
7.20.2 All by-laws shall be passed in a single motion, unless a Member wishes to
discuss the contents of the by-law, at which time the subject by-law shall be
divided from the motion and dealt with separately.
7.20.3 Every by-law when introduced, shall be in typewritten form, and shall
contain no blanks except such as may be required to conform to accepted
procedure or to comply with the provision of any Statute, and shall be
complete with the exception of the number and date of the by-law.
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7.20.4 Every by-laws `"'hinh has been onaGted by Counshall be numbered and
dated, signed by the Mayor and the Municipal Clerk, sealed with the seal of
the Municipality, and retained under the control of the Municipal Clerk.
7.20.5 The Municipal Clerk is hereby authorized to make minor deletions,
additions or other administrative or typographical changes to any by-law to
ensure that the correct and complete implementation of the actions of
Council form the subject matter of the by-law.
7.20.E If there is ai4 substantive error tein an approved by-law that is GVRta timc�
IGQOG or lonol relate l this is not a reconsideration and Staff shall bring it to
the attention of Council at its earliest convenience for consideration.
Section 8 — Petitions
8.1 An organizer of a public petition may submit the petition for inclusion on the
appropriate Committee agenda. Th organizer shall provide their name,
address, email, and telephone number with the petition. No petition shall be
considered valid and accepted by the Municipal Clerk without the name and
contact information of the organizer.
8.2 Any communication with respect to the petition will be with the organizer of
the petition only.
8.3 Petitions shall contain the printed name, signature, and municipal address
of the individuals signing it. Signatures without contact information, or who
are not Clarington residents, shall be redacted by the individual or group
submitting the Petition or it will not be accepted by the Municipal Clerk nor
placed on an agenda.
8.4 The Municipal Clerk shall refuse to place a petition on the agenda where the
subject matter:
a) Does not meet the Communications criteria as outlined elsewhere in
this By-law;
b) Involves matters listed in section 2.5.
8.5 Signatories to a petition are deemed to have waived any expectation of
privacy as a result of the record being created for review by the general
public.
8.6 Petitions may be placed on agendas at the discretion of the Municipal Clerk,
mGluing the s irrmmariZino of the petition and numbers of si`vnateriesor the
Detition may be summarized with a total number of sianatories included.
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Section 9 — Rules of Debate and Conduct
9.1 Conduct of Members of Council or Members of Committees
9.1.1 No Member shall:
a) speak disrespectfully of any elected assembly;
b) use offensive words or unparliamentary language or speak
disrespectfully against the Council, against any Member, or against
any officer or employee of the Municipality, past or present;
c) speak on any subject other than the subject in debate;
d) disobey the Rules of Procedure or a decision of the Chair, on
questions of Points of Order or procedure or upon the interpretation
of the Rules of Procedure except where the ruling of the Chair is
reversed by Council pursuant to Sub -section 10.6.2. If a Member
persists in any such disobedience after having been called to order
by the Chair, the Chair shall forthwith order *R-the Member to
vacate the Council Chambers or room in which the Meeting is
being held, or remove the Member from an electronic meeting
but if the Member apologizes they may, by majority vote of the
Members, be permitted to retake their seat; or
e) where a matter has been discussed in a closed Meeting, and where
the matter remains confidential, disclose the content of the matter
or the substance of the deliberations of the closed Meeting to any
person.
9.2 Address the Chair
9.2.1 Any Member desiring to speak shall signify their desire to speak in such a
manner as the Chair may direct, and upon being recognized by them, shall
address the Chair.
9.3 Order of Speaking
9.3.1 When two, or more, Members signify a desire to speak, the Chair shall
recognize the Member who, in the opinion of the Chair, so signified first and
next recognize in order the other Members.
9.3.2 Members may ask questions of Staff, with the Chair's permission, during
any portion of a Council or Committee meeting if it pertains to a matter on
the Agenda.
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9.4 Point of Privilege
9.4.1 Where a Member considers that their rights or integrity or the rights or
integrity of the Council or Committee as a whole have been challenged, as
a matter of Privilege, the Member may rise on a Point of Privilege at any
time, with the consent of the Chair, for the purpose of drawing the attention
of Council or Committee to the matter.
9.4.2 A Member who desires to address Council or Committee, as the case may
be, on a matter which concerns the rights or privileges of the Council
collectively, or as an individual Member, will be permitted to raise such Point
of Privilege. A hreonh of nriVilene is a willful disregard by a Member or aRY
other person of the dignity and lawful authority of Ge moil. A Point of
Privilege will take precedence over other matters. When a Member raises a
Point of Privilege, the Chair may use the words "Councillor... state your
Point of Privilege". While the Chair is ruling on the Point of Privilege, no one
will be considered to be in possession of the floor, but thereafter the
Member in possession of the floor when the Point of Privilege was raised,
has the right to the floor when debate resumes.
9.4.3 Points of Privilege will only be recorded in the minutes if there is an appeal
of the rulina of the Chair.
9.5 Point of Order
9.5.1 The Chair shall preserve order and decide on Points of Order.
9.5.2 A Member who desires to call attention to a violation of the Rules of
Procedure will ask leave of the Chair to raise a Point of Order. When leave
is granted, the Chair may use the words "Councillor... state your Point of
Order." The Member will state the Point of Order with a concise explanation
and will comply with the decision of the Chair. The Member in possession of
the floor when the Point of Order was raised has the right to the floor when
debate resumes.
9.5.3 Points of Order will only be recorded in the minutes if there is an appeal of
the rulina of the Chair.
9.6 Appeal of Ruling of Chair
9.6.1 With respect to a ruling on either a Point of Privilege or Point of Order, if the
Member does not appeal immediately thereafter to Council or Committee,
as the case may be, the decision of the Chair shall be final.
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9.6.2 If the decision is appealed, the Chair will give concise reasons for their
ruling, and will call a vote by Council or Committee, as the case may be,
without debate on the following question: "Will the ruling be sustained?",
and the decision of Council or Committee is final. The Chair may vote on
this question. In the event of a tie vote, the ruling of the Chair shall be
deemed to be sustained.
9.6.3 A Member may request a recorded vote for an appeal of the ruling of the
Chair.
9.7 Members Speaking
9.7.1 When a Member is speaking, no other Member shall pass between hriMrthe
Member and the Chair, or interrupt 4ifn-the Member except to raise a Point
of Order.
9.8 QurMotion Read
9.8.1 Any Member may request the q iectien or motion under discussion to be
read at any time during the debate but not so as to interrupt a Member while
they are speaking.
9.9 Speak Once - Reply
9.9.1 No Member shall speak more than once to the same emotion
without leave of Council or Committeey as the eaCe may he, y by a simple
majority vote, except that a reply shall be allowed to be made enly-by a
Member who has presented the motion but net by onv Member whe has
moved on amendment or nrnnedurol metipn in recnnise to that motion if
they are asked a question.
9.9.2 Notwithstanding section 10.9.1, Members may ask questions of each
Member of the Public speaking at a Planning Public Meeting.
9.10 Time Limit
9.10.1 No Member, without leave of Council or Committee, as the case may be,
shall speak to the same questmotionor in reply for longer than five (5)
minutes.
9.11 Questions
9.11.1 A Member may ask a question for the purpose of obtaining information
relating only to the matter under discussion and such questions must be
stated concisely and asked only through the Chair.
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9.11.2 Notwithstanding Sub -section 10.11.1, when a Member has been recognized
as the next speaker, such Member may ask a question through the Chair to
any Member, the Chief Administrative Officer, or Department Head, or
designate, but only for the purpose of obtaining information on matters
contained on the Agenda, following which the Member may speak.
9.12 Motions
Reading
9.12.1 When a motion is presented in a Meeting, it shall be read by the Member,
or, if it is a motion which may be presented orally as provided in Sub seGti ,,,
1-9. 1 2.6this Procedural By-law it shall be stated by the Chair before debate.
9.12.2 Notwithstanding Sub -section 10.12.2, a motion, the wording of which is
printed in the agenda as either a separate item or as part of a report, need
not be read in its entirety unless requested to do so by a Member, but shall
be deemed to have been read for the purposes of introducing the motion.
Withdrawn
9.12.3 After a motion is properly moved and seconded, it shall be deemed to be in
possession of Council or Committee; but may be withdrawn by the mover or
seconder at any time before deGisie,nthe motion is put to a vote. If a mover
or seconder wishes to withdraw the motion, the Chair shall ask if another
Member wishes to move or second the motion before it is considered
withdrawn.
No debate until properly moved and Second niged
9.12.4 No Member shall speak to any motion until it is properly moved and
seconded, and the mover is entitled to speak first if the Member so elects.
If debated, the motion may be read before being put.
9.12.5 If no Member seconds the motion, the motion shall not be on the floor for
consideration and therefore it shall not be recorded in the minutes unless it
was in the agenda.
Motion Ruled Out of Order
9.12.6 Whenever the Chair is of the opinion that a motion is contrary to these
Rules of Procedure, the Chair shall rule the motion out of order.
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Not within jurisdiction of Council
9.12.7 A motion in respect of a matter which in the opinion of the Municipal
Solicitor requires the exercise of a legislative power by Council which is not
within its jurisdiction, shall not be in order at a Meeting of Council or
Committee unless it is for purposes of requesting a higher level of
government to make changes to policy or legislation.
Matters Motions Without Notice and Without Leave
wothOUt Ronne a� nd without leave, evnent as etherwise nreyided by this
PreGed iral By lawadenuded nd shall be without debate:
e
a\ A Point of Order er Privilege;
f�
c-vTvrv� rvr-rrrvTrc
h\ To adjeurn•
G) Te suspeRd-theRules of
DrOG dure-1
d) To table the of iestien without
dircntien_GFTt��c}i
e\ Te divide;
ff) QUeSttOGR i W aR
put;
g) ToTeEeSS..
9.12.8 The following motions may be introduced orally by a Member without notice
and without leave, except as otherwise provided by this Procedural By-law,
and may be debated -
To To refer;
�
To defer (debate net permitted, see suh_senti9n 10.12.21 )•
G) Te table with inst�aGtio, �s #'or tabling onlY tO the
debatable),
d\ Te amend•
a��-aTrr�rrm,
ee) To evtend the time of the Mee
f\ To reEenye for informatien er with thanks;
g)aa)To adopt the Minutes;
4)b) To approve/receive the Standing Committee or Advisory Committee
Minutes;
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To passing By-laws;
To dispense with Consent Agendas.d
Motion in Writing
9.12.9 Except as provided by Sub seEtien 10.12.8 and 10.12.°in this Procedural
By-law, all motions introduced at a Meeting shall be in writing WRIeSs losto�
in the AgeRdo
Priority of Disposition
9.12.10 A motion properly before Council or Committee for decision must be
disposed of before any other motion can be received except a motion
respeGt ef matters listed '�psecti^n 1 n 1 2 Q or 10. that may be
introduced orallv in accordance with this Procedural By-law.
Motion to Receive for Information or With Thanks
9.12.11 A motion to receive a matter for information or with thanks:
a) May be moved or seconded by any Member;
b) Shall not require notice to be introduced;
c) May be submitted orally;
d) Mav be debated:
e) Mav be amended:
Mav include additional instructions, and such instructions shall be
submitted in writing;
q) Shall require a malority vote to be adopted;
h) If adopted, shall require that debate on the matter cease and the
meeting proceed to the next item of business.
9.12.12 Where Council or Committee has adopted a resolution to receive a matter
for information, further motions pertaining to that matter may be introduced
at a later time without reauirina a motion to reconsider.
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Motion to Alter the Agenda
9.12.13 A motion to alter the agenda:
a) May be moved or seconded by any Member;
b) Shall not require notice to be introduced;
c) May be introduced orally:
d) Shall not be debated:
e) Mav be amended. and such amendments shall not be debated:
Shall not include additional instructions:
q) Shall require a Majority Vote to be adopted; and
h) If adopted, shall require that the Chair of the meeting address
matters on the agenda in accordance with the amended order of
business.
Motion to Refer
9.12.14 A Motion to Refer a matter:
a) May be moved or seconded by any Member;
b) Shall not reauire notice to be introduced:
Mav be submitted oral
d) May be debated;
e) May be amended;
f) Mav include additional instructions. and such instructions shall
include, to whom the matter is to be referred, which may be Council,
Committee, a Department or a person, and the terms for referring the
matter and the time period, if any, on or within which the matter is to
be returned;
q) Shall be considered before all amendments to the main motion are
considered;
h) Shall require a Majority Vote to be adopted; and
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i) If resolved in the affirmative, shall require that consideration of the
motion immediately cease and the meeting proceed to the next item
of business.
9.12.15 A motion to refer a matter where an amendment is currently under
consideration, shall be considered a motion to refer the original matter and
any amendments that have been put to a veto and shall irnGl�a
amendment that has net Diet boon denided
9.12.16 If communication items, or delegations, are referred to another Agenda item
which is subsequently referred to a future meeting, there is no need to
include the communication items, or delegations, in the Agenda of the
subsequent meeting.
9.12.17 To allow for transparency for the public, if a Standing Committee refers an
item to a future meeting, Council shall not consider the item without a 1/4
majority vote prior to the future meeting to which it was referred.
1 0 12 1 5 A metien to refer, er aRy amendment to it is debatable and shall innlode•
Motion to Defer
9.12.18 A motion to Defer a matter:
a) Mav be moved or seconded by anv Member;
b) Shall not require notice to be introduced;
c) May be submitted orally;
d) May be debated;
e) May be amended;
f) Shall include the time and place to which the matter is proposed to
be deferred;
q) Shall not include additional instructions;
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h) Shall require a Majority Vote to be adopted: and
a4i) If resolved in the affirmative, shall require that consideration of the
motion immediately cease and the meeting proceed to the next item
of business, and the matter shall be added to the agenda of the
future meeting to which it was deferred.
9.12.19 To allow for transparency for the public, if a Standing Committee defers an
item to a future meeting, Council shall not consider the item without a 3/
majority vote prior to the future meeting to which it was deferred.
Motion to Amend
9.12.20 A motion to amend another motion at a meetin
a,_ May be moved or seconded by any Member:
b) Shall not reauire notice to be introduced-
a)cShall be presented in writing if requested by the Chair;
b}dL__Shall relate to the subject matter of the main motion;
e)Shall not be received proposing a direct negative to the
quest+eamotion it seeks to amend;
f) May be debated;
a) Mav itself be amended. however onlv one amendment to an
amendment may be considered at a time:
E}h) Shall require a majority vote to be adopted;an4
i) Shall be put to a vote in reverse order to the order in which the
amendments are made., ai iu
If resolved in the affirmative, shall require that consideration of the
motion continue as amended.
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Motion to Amend Something Previously Adopted
9.12.21 A motion to amend something previously adopted:
a) May be moved or seconded by any Member;
b) Shall require notice to be given in accordance with this Procedural
By-law;
c) Shall be submitted in writing;
d) May be debated, however debate shall be confined to reasons for or
against the subject of the amendment;
e) May be amended;
f) May seek to amend all or only a portion of a motion;
g) Shall only be considered by Council;
h) Shall require a Two -Thirds Majority Vote to be adopted if the motion
was adopted in the current term of Council or a simple majority vote if
the motion was adopted by a previous term of Council; and
a)i) If decided in the affirmative, shall require that amendment of the
matter become the next item of business, unless the motion calls for
a future date, and debate on the amended motion may proceed as
thouah it previously had never been voted on.
9.12.22 No "motion to amend something previously adopted" a ` eGided matter e
SeuRGiIshall be in order when the original motion has been implemented
resulting in a legally binding commitment that is in place on the date that a
motion to FeGGnsider, ^r amend, is to be debated.
Question Be Now o„+Motion to Call the Vote
9.12.23 A motion that the q esti^^ be new p eta vote on the matter be now taken:
May be moved or seconded by any Member who has not already
saoken on the matter:
b) Mav be made onlv by a Member who is recoanized by the Chair and
is on the Chair's list of Members wishing to speak to the motion;
c) Shall not reauire notice to be introduced:
d) May be submitted orall,
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a)e Ic nn+ rlo�loShall not be debated;
ff) GaRROt Shall not be amended;
Wg) Shall not include additional
+ instructions:
"/ '"annet he proposed heR there *6 aMGRdiRg ndi iRGR URaer
Gensirderation eXGent for the purpose of reeving that the amending
R;GtmeR be May be proposed with respect to any motion currently
under consideration;
h) Shall require a Two -Thirds Majority Vote to be adopted; and
d-}ji___If resolved in the affirmative, shall require. that the q iestien(s)
motion; ameRd'Rn motion or motion as emeRded whinheyer is Ynrder
ooncirderation be put forward immediately witheut debate or
amendmentto a vote immediately without further debate.;
p ham_ a moved inthe fnlIGWinn words, "that re ir�tinn he ReW P it";
Motion to Table
9.12.24 A motion to Table a matter:
a) May be moved or seconded by any Member;
b) Shall not require notice to be introduced;
c) May be submitted orally;
d) Shall not be debated;
e) Shall not be amended;
f) Shall not include additional instructions;
q) Shall require a Majority Vote to be adopted; and
h) If resolved in the affirmative, shall require that consideration of the
motion immediatelv cease and the meetina proceed to the next item
of business.
. nor.�L11r-W.T RF-T v:TT:n:e�r_�:
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9.12.25 The matter tabled shall not be considered again by the Council or
Committee until a motion has been made to lift from the table the tabled
matter at the same or a subsequent Meeting.
9.12.26 A matter tabled at a Meeting of Committee may be lifted from the table by
Council.
9.12.27 A matter tabled at Council may not be lifted from the table at a Meeting of
Committee.
9.12.28 A motion to table shall only be used to table a matter indefinitely. For clarity,
if Council/Committee wishes to consider a matter at a future meeting, a
referrmotion to refer or dert would be in order.
9.12.29 A motion that has been tabled at a previous Meeting cannot be lifted from
the table unless notice thereof is given in accordance with Sub -section 7.14.
Motion to Divide
9.12.30 A motion to divide a motion:^ motion nentainiRa d'Stinn+ nrenesals may he
a) _ilriginel motion is duly moved and ceGORdedMay be moved or
seconded by any Member;
b) Shall not reauire notice to be introduced:
c) May be submitted orally
d) Shall not be debated;
e) Shall not be amended;
f) Shall not include additional instructions;
gay propose that one or more clauses in a motion be voted upon
separately, if are distinct proposals;
h) Shall require a Majority Vote to be adopted; and
i) If resolved in the affirmative, shall allow for debate and voting on
each clause of the motion separately, starting with the balance of the
motion, then the clauses that have been divided.
of Mover and cenenrler fer a "metien to divide" de�eto divide BC
u�vrv-Pcr-arra�ccvrra cv-arv�cr�crc
from the eriginal metier•
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- �W - - ffi-
9.12.31 Th�Atter of the divided it (s) are now being Gensidered with the came
per and SeGenderasthe original. The Chair Galls the vote on the divided
The divided clauses shall have the same mover and seconder as the
original motion.
Motion to Rescind
9.12.32 A motion to rescind a arevious resolution of Council:
a) May be moved or seconded by any Member;
b) Shall reauire notice to be aiven in accordance with this Procedural
c) Shall be submitted in writin
d) Mav be debated:
e) Mav be amended:
f) Shall not include additional instructions:
g May seek to rescind all, or only a portion, of a motion;
h) Shall only be considered by Council;
i) Shall require a Two -Thirds Majority Vote to be adopted if the
resolution to be rescinded was adopted within the current term of
Council or a simple majority vote if the motion was adopted by a
previous term of Council; and
a3i) If decided in the affirmative, requires that the rescinded resolution
Previously adopted by Council is immediately of no further force or
effect.
9.12.33 A motion to rescind is not in order when action has been taken on the order
of Council which it is impossible to reverse. The part of an order of Council
which has not been acted upon, however, may be rescinded.
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DeconsmderatmonMotion to Reconsider
9.12.34 A Motion to reconsider a previous resolution of Council:
j) May be moved or seconded by any Member;
k) Shall require notice to be given in accordance with this Procedural
By-law:
1) Shall be submitted in writing;
m) May be debated, however debate shall be confined to reasons for or
aaainst the subiect of the reconsideration:
n) May be amended;
o) May seek to reconsider all or only a portion of a motion;
p) Shall only be considered by Council;
q) Shall require a Two -Thirds Majority Vote to be adopted if the motion
was adopted in the current term of Council or a simple majority vote if
the motion was adopted by a previous term of Council; and
r) If decided in the affirmative, shall require that reconsideration of the
matter become the next item of business, unless the motion calls for
a future date, and debate on the reconsidered motion may proceed
as though it previously had never been voted on.
9.12.35 A recap itien by law er aRy euestien er matter (evnent one of indefinite
neotnnnem ent) whieh has been adopted nreyie, sly by Gei innil mays he
renenciidererd by Gei innil s ihieet to the felIGWiRg:
e
previded fer
Sub seGtie�T
a' Debate en a motion to renencilder must he nenfinerd to reocenc fer or
9.12.36 No discussion of the main s bstantoye motion shall be allowed until the
motion fer reeeRsideFa#Gnto reconsider is Eafriedadopted.;
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n) If a motion to reGensider is decided on the affirmative, Gh
renorfsideratlen shall beGeme the newt order of b iciness Unless the
motion Galls for a future ire date, f �
, debate on the question i to be
ren,G.Rsiidered magi nroneed as thei soh it previously had Ruler been
voted
..t
9.12.37 If a motion to reconsider is decided in the affirmative at a Meeting, the
previously adopted resolution of Council remains in force unless and until
Council adopts a new resolution
9.12.38 A vote to reconsider a particular matter or decision will not be considered
more than once during the term of Council.
9.12.39 Where a written decision of the
(l�Ontario Land Tribunal (OLT) identifies findings with regard to an
appeal and delivers those findings to Council to make a new decision, the
matter shall be placed as soon as practicable on the PD Committee meeting
agenda by way of a staff report, following receipt of the written decision from
LPAT01-3 . The matter shall be deemed not to be a "reconsideration" under
oeotion 10 11- 30 of this By-law.
9.12.40 No motion to reconsider a decided matter of Council shall be in order when
the original motion has been implemented resulting in a legally binding
commitment that is in place on the date that a motion to reconsider
mend is to be debated.
Motion to Suspend the Rules of Procedure
9.12.41 A motion to susaend the rules of procedure:
a) May be moved or seconded by any Member;
b) Shall not require notice to be introduced;
c) May be introduced orally;
d) Shall not be debated;
e) Shall not be amended;
f) Shall not include additional instructions;
q) Shall require a Three -Quarters Vote to be adopted; and
h) If adopted, shall require the Chair of the meeting to observe and
enforce the rules of procedure as altered by the resolution.
56
The Corporation of the Municipality of Clarington
Procedural By-law 2023-xxx
Motion to Recess
9.12.42 A motion to recess a meeting:
a) May be moved or seconded by any Member:
b) Shall not require notice to be introduced;
c) May be introduced orally:
d) Shall not be debated:
e) May be amended, and such amendments shall not be debated;
f) Shall saecifv the amount of time the meetina shall stand recessed:
q) Shall not include additional instructions;
h) Shall require a Majority Vote to be adopted; and
a4i) If resolved in the affirmative, requires that the Chair declare a recess
and state the time that the meeting is scheduled to resume, A-R4e#kea
to ronoss shall provide for Ge inril or Committee to take a shorF
intermission within a lV4e nrr which shall neither end the Meeting nor
destroy its continuity and after which, proceedings shall immediately
resume at the point where they were interrupted.
1 r.iiNKE$'' .n:L�S1:117. TOT:LLT-4f7T1
Motion to Adjourn
9.12.43 A motion to adjourn a meeting:
a) May be moved or seconded by any Member;Shall always he in order
eXGent as nroVi`ted by this PFGGed Errol By lay.
,
b) IS ROt OR orderwhena Member SsF `king or during the verificatciOR
&;Shall not require notice to be introduced;
c) WheR resolved OR the Regative, GaRRet be made again URtil after
some iRtermediate PrGGeediRgS shall have been ..
leted by
GounGil or Committee, as the Gase ma � be; MaV be introduced.
e) If Garried, i �withot ni alifinotione will hriRg a Meeting to an en` -; hall
e
not be amended:
57
9.12.44
The Corporation of the Municipality of Clarington
Pro, cedural By-law 2023-xxx
f) To a speGfGttirne, or te reGenveneupon rthe happening f a sneGifi a
event, of Faded ci icnonr s the Meeting to Gemini ie at SUnh time;
andShall not include additional instructions;
q) 16 net dehntable.Shall be in order except:
i. When a Member is speaking or during the taking of a vote;
ii. immediately following the affirmative resolution of a motion
that a vote on the matter be now taken; and
iii. When a Member has already indicated to the Chair that they
wish to speak on the matter.
h) Shall require a Majority Vote to be adopted;
i) If resolved in the negative, shall not be made again until Council has
conducted further proceedings; and
g-)i) If resolved in the affirmative, shall require that the meeting be
adiourned immediatelv.
A motion to proceed beyond the scheduled adjournment time:
a) Mav be moved or seconded by anv Member:
b) Shall not require notice to be introduced;
c may be introduced orally;
a)dShall not be amended or debated;
e) Shall not be amended;
f) Shall not include additional instructions;
b-)g _ Shall always be in order except when a Member is speaking or the
Members are voting; -and
n)Shall require thethe s to he suspended,
a Three -Quarters
Vote to be adopted;
i) If resolved in the negative, the meeting shall be adjourned unless an
alternative extension is proposed by a Member; and
If resolved in the affirmative. shall reauire the Chair to continue the
meeting until all matters are dealt with or until the new scheduled
adjournment time.
W;
The Corporation of the Municipality of Clarington
Procedural By-law 2023-xxx
9.13 Voting on Motions
9.13.1 Immediately preceding the taking of the vote on a motion, the Chair may
state the question in the form introduced and shall do so if required by a
Member.
9.13.2 After a question is finally put by the Chair no Member shall speak to the
question nor shall any other motion be made until after the vote is taken and
the result has been declared.
9.13.3 If, during the call of the vote, there is ambiguity by a Member on what is
being voted on, the Member may be afforded the clarity, the call for vote
may start again, and a Member is entitled to change their vote.
9.13.4 Every Member present at a Meeting, when a question is put, shall vote
thereon unless disqualified under the Municipal Conflict of Interest Act to
vote on the question.
9.13.5 Except where the Member is disqualified under the Municipal Conflict of
Interest Act from voting, if a Member does not vote when a question is put,
the member shall be deemed to have voted in the negative.
9.13.6 A Member not in their seat when the question is called by the Chair is not
entitled to vote on that question.
9.13.7 Each Member has only one vote.
9.13.8 The vote required to pass a motion shall be a simple majority except as
otherwise provided by this Procedural By-law or by Statute.
9.13.9 Where a vote is taken and a tie results, the motion shall be deemed to have
been decided in the negative.
9.13.10 Except for a Recorded Vote, the Chair shall announce the result of every
vote.
Unrecorded Vote
9.13.11 The manner of determining the decision of the Council or Committee on a
motion shall be at the discretion of the Chair and may be by voice, show of
hands, sta,Rd n, or otherwise.
Recorded Vote
9.13.12 A Recorded Vote shall be in order at Council, Committee and Local Board
meetings, and may be requested immediately before or after the taking of
the vote.
59
The Corporation of the Municipality of Clarington
Procedural By-law 2023-xxx
9.13.13 When a Recorded Vote is requested by a Member during a Meeting, or is
otherwise required, the Municipal Clerk shall record the name and vote of
every Member.
9.13.14 The order in which Members vote on recorded votes shall be in alphabetical
order of the Members present and voting, commencing with the Member
who made the request and continuing through the alphabet and then back
to the beginning of the alphabet, if necessary, until all Members have voted.
The Chair shall vote last.
9.13.15 If a request for a recorded vote is made by the Chair, the order in which
Member's vote shall be in alphabetical order of the Members present and
voting. The Chair shall vote rsttirsi.
9.13.16 The Municipal Clerk, or deSigRate shall announce the results of the
Recorded Vote.
9.14 Conduct of the Audience
9.14.1 Members of the public who constitute the audience in the Council Chamber
or adjacent to the Meeting room, or in an electronic meeting, or other such
place where the Meeting is held in accordance with Sub -section 4.1 of this
Procedural By-law, during a Meeting, shall maintain order and quiet and
may not:
a) Address Council or Committee without permission;
b) Interrupt any speaker or action of the Members or any other person
addressing Council or Committee;
c) Speak out;
d) Clap, except following award presentations;
e) Behave in a disorderly manner; or
f) Make any other noise or sound that proves disruptive to the conduct
of the meeting.
The Corporation of the Municipality of Clarington
Procedural By-law 2023-xxx
Section 10 - Implementation
10.1 Any omissions, or failure to strictly comply, with this By-law or any other
municipal legislation (including any notice which is substantively given but is
irregular) will not invalidate the holding of a meeting or any proceeding or
decision taken at the meeting.
10.2 If a court or tribunal of competent jurisdiction declares any portion of this Bym
law to be illegal or unenforceable, that portion of this By-law shall be
considered to be severed from the balance of the By-law, which shall
continue to operate in full force and effect.
10.3 By-law 2021-054 and all amendments thereto, are hereby repealed.
10.43 This Procedural By-law shall come into full force and effect on the date of
passing.
By-law passed in open session this day of, , 2023.
61
Attachment 2 to Report LGS-017-23
2023 Clarington Council and Committee Meeting Schedule
If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-
623-3379 ext. 2131
Calendar Legend
General Government Committee — 9:30 a.m.
Planning and Development Committee — 5 p.m.
Council — 6:30 p.m.
Joint Committees — 9:30 a.m.
Observing Statutory Holidays
Special Budget Meeting — 9:30 a.m.
Special Meeting
January
Su
Mo
Tu
We
Th
Fr
Sa
1
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
April
Su
Mo
Tu
We
Th
Fr
Sa
1
2
3
4
5
6
8
9
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
July
Su
Mo
Tu
We
Th
Fr
Sa
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
October
Su
Mo
Tu
We
Th
Fr
Sa
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
View Meeting Schedule List
(including special meeting start times)
February
Su
Mo
Tu
We
Th
Fr
Sa
1
2
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
May
Su
Mo
Tu
We
Th
Fr
Sa
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
23
24
25
26
27
28
29
30
31
August
Su
Mo
Tu
We
Th
Fr
Sa
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
November
Su
Mo
Tu
We
Th
Fr
Sa
1
2
3
4
5
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
March
Su
Mo
Tu
We
Th
Fr
Sa
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
June
Su
Mo
Tu
We
Th
Fr
Sa
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
September
Su
Mo
Tu
We
Th
Fr
Sa
1
2
3
5
6
7
8
9
10
12
13
14
15
16
17
19
20
21
22
23
24
25
26
27
28
30
December
Su
Mo
Tu
We
Th
Fr
Sa
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
181
19
20
21
22
23
24
26
27
28
29
30
31
As of May 15, 2023
Attachment 2 to Report LGS-017-23
2023 Clarington Council and Committee Meeting Schedule
Unless otherwise stated, all meetings will be held in a hybrid format via Microsoft Teams and In -person
in the Council Chambers.
May 2023
May 1: Council — 6:30 p.m.
May 8: Joint Committees — 9:30 a.m.
May 15: Council — 6:30 p.m.
May 25: Special General Government Committee, Bus Tour — 9 a.m.
May 29: General Government Committee — 9:30 a.m.
May 31: Special General Government Committee, Clarington Public Library, Newcastle Branch — 9:30 a.m.
June 2023
June 5: Planning and Development Committee — 6:30 p.m.
June 12: Council — 6:30 p.m.
June 19: Joint Committees — 9:30 a.m.
June 26: Council — 6:30 p.m.
July and August 2023
Summer Recess — No meetings
September 2023
September 11: General Government Committee — 9:30 a.m.
September 18: Planning and Development Committee — 5 p.m.
September 25: Council — 6:30 p.m.
October 2023
October 16: General Government Committee — 9:30 a.m.
October 23: Planning and Development Committee — 5 p.m.
October 30: Council — 6:30 p.m.
As of May 15, 2023
Attachment 2 to Report LGS-017-23
2023 Clarington Council and Committee Meeting Schedule
(continued)
November 2023
November 6: General Government Committee — 9:30 a.m.
November 13: Planning and Development Committee — 5 p.m.
November 20: Council — 6:30 p.m.
November 24: Special Budget Meeting — 9:30 a.m.
November 27: Special Budget Meeting — 9:30 a.m.
December 2023
December 4: General Government Committee — 9:30 a.m.
December 11: Planning and Development Committee — 5 p.m.
December 18: Council — 6:30 p.m.
As of May 15, 2023
Attachment 2 to Report LGS-017-23
2024 Clarington Council and Committee Meeting Schedule
If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-
623-3379 ext. 2131
Calendar Legend View Meeting Schedule List
General Government Committee — 9:30 a.m. (including special meeting start times)
Planning and Development Committee — 6:30 p.m.
Council — 6:30 p.m.
Joint Committees — 9:30 a.m.
Observing Statutory Holidays
Special Budget Meeting — 9:30 a.m.
Special Meeting
January
Su
Mo
Tu
We
Th
Fr
Sa
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
April
Su
Mo
Tu
We
Th
Fr
Sa
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
July
Su
Mo
Tu
We
Th
Fr
Sa
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
October
Su
Mo
Tu
We
Th
Fr
Sa
1
2
3
4
5
6
7
8
9
10
11
12
13
M
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
February
Su
Mo
Tu
We
Th
Fr
Sa
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
dME
20
21
22
23
24
25
26
27
28
29
May
Su
Mo
Tu
We
Th
Fr
Sa
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
August
Su
Tu
We
Th
Fr
Sa
1
2
3
46
;12
7
8
9
10
1113
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
November
Su
Mo
Tu
We
Th
Fr
Sa
1
2
3
4
5
6
7
8
9
10
11
12
13
14
1 15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
March
Su
Mo
Tu
We
Th
Fr
Sa
1
2
3
4+
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
June
Su
Mo
Tu
We
Th
Fr
Sa
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
September
Su
Mo
Tu
We
Th
Fr
Sa
1
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
December
Su
Mo;24
We
Th
Fr
Sa
1
4
5
6
7
8
11
12
13
14
15
16
18
19
20
21
22
23
27
28
29
30
As of May 15, 2023
Attachment 2 to Report LGS-017-23
2024 Clarington Council and Committee Meeting Schedule
Unless otherwise stated, all meetings will be held in a hybrid format via Microsoft Teams and In -person
in the Council Chambers.
January 2024
January 15: General Government Committee — 9:30 a.m.
January 22: Planning and Development Committee — 5 p.m.
January 29: Council — 6:30 p.m.
February 2024
February 5: General Government Committee — 9:30 a.m.
February 12: Planning and Development Committee — 5 p.m.
February 26: Council — 6:30 p.m.
March 2024
March 4: General Government Committee — 9:30 a.m.
March 18: Planning and Development Committee — 5 p.m.
March 25: Council — 6:30 p.m.
April 2024
April 8: General Government Committee — 9:30 a.m.
April 15: Planning and Development Committee — 5 p.m.
April 22: Council — 6:30 p.m.
May 2024
May 6: General Government Committee — 9:30 a.m.
May 13: Planning and Development Committee — 5 p.m.
May 27: Council — 6:30 p.m.
June 2024
June 3: General Government Committee — 9:30 a.m.
June 17: Planning and Development Committee — 5 p.m.
June 24: Council — 6:30 p.m.
As of May 15, 2023
Attachment 2 to Report LGS-017-23
2024 Clarington Council and Committee Meeting Schedule
(continued)
July and August 2024
Summer Recess — No meetings
September 2024
September 9: General Government Committee — 9:30 a.m.
September 16: Planning and Development Committee — 5 p.m.
September 23: Council — 6:30 p.m.
October 2024
October 7: General Government Committee — 9:30 a.m.
October 21: Planning and Development Committee — 5 p.m.
October 28: Council — 6:30 p.m.
November 2024
November 4: General Government Committee — 9:30 a.m.
November 11: Planning and Development Committee — 5 p.m.
November 18: Council — 6:30 p.m.
November 25: Special Budget Meeting — 9:30 a.m.
December 2024
December 2: General Government Committee — 9:30 a.m.
December 9: Planning and Development Committee — 5 p.m.
December 16: Council — 6:30 p.m.
As of May 15, 2023
Attachment 2 to Report LGS-017-23
2025 Clarington Council and Committee Meeting Schedule
If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-
623-3379 ext. 2131
Calendar Legend View Meeting Schedule List
General Government Committee — 9:30 a.m. (including special meeting start times)
Planning and Development Committee — 6:30 p.m.
Council — 6:30 p.m.
Joint Committees — 9:30 a.m.
Observing Statutory Holidays
Special Budget Meeting — 9:30 a.m.
Special Meeting
January
Su
Mo
Tu
We
Th
Fr
Sa
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
April
Su
Mo
Tu
We
Th
Fr
Sa
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
July
Su
Mo
Tu
We
Th
Fr
Sa
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
October
Su
Mo
Tu
We
Th
Fr
Sa
1
2
3
4
5
6
7
8
9
10
11
12
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
February
Su
Mo
Tu
We
Th
Fr
Sa
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
18
19
20
21
22
23
24
25
26
27
28
May
Su
Mo
Tu
We
Th
Fr
Sa
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
--r
I
_j
August
Su
Mo
Tu
We
Th
Fr
Sa
1
2
3
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
November
Su
Mo
Tu
We
Th
Fr
Sa
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
March
Su
Mo
Tu
We
Th
Fr
Sa
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
June
Su
Mo
Tu
We
Th
Fr
Sa
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
September
Su
Mo Tu
We
Th
Fr
Sa
2
3
4
5
6
7
9
10
11
12
13
14
16
17
18
19
20
21
22 23
24
25
26
27
28
29
Ll
December
Su
Mo
Tu
We
Th
Fr
Sa
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
21
22
23
24
25
jj�27
28
29
30
31
As of May 15, 2023
Attachment 2 to Report LGS-017-23
2025 Clarington Council and Committee Meeting Schedule
Unless otherwise stated, all meetings will be held in a hybrid format via Microsoft Teams and In -person
in the Council Chambers.
January 2025
January 13: General Government Committee — 9:30 a.m.
January 20: Planning and Development Committee — 5 p.m.
January 27: Council — 6:30 p.m.
February 2025
February 3: General Government Committee — 9:30 a.m.
February 10: Planning and Development Committee — 5 p.m.
February 24: Council — 6:30 p.m.
March 2025
March 3: General Government Committee — 9:30 a.m.
March 17: Planning and Development Committee — 5 p.m.
March 24: Council — 6:30 p.m.
April 2025
April 7: General Government Committee — 9:30 a.m.
April 14: Planning and Development Committee — 5 p.m.
April 28: Council — 6:30 p.m.
May 2025
May 5: General Government Committee — 9:30 a.m.
May 12: Planning and Development Committee — 5 p.m.
May 26: Council — 6:30 p.m.
June 2025
June 2: General Government Committee — 9:30 a.m.
June 16: Planning and Development Committee — 5 p.m.
June 23: Council — 6:30 p.m.
As of May 15, 2023
Attachment 2 to Report LGS-017-23
2025 Clarington Council and Committee Meeting Schedule
(continued)
July and August 2025
Summer Recess — No meetings
September 2025
September 8: General Government Committee — 9:30 a.m.
September 15: Planning and Development Committee — 5 p.m.
September 22: Council — 6:30 p.m.
October 2025
October 6: General Government Committee — 9:30 a.m.
October 20: Planning and Development Committee — 5 p.m.
October 27: Council — 6:30 p.m.
November 2025
November 3: General Government Committee — 9:30 a.m.
November 10: Planning and Development Committee — 5 p.m.
November 17: Council — 6:30 p.m.
November 24: Special Budget Meeting — 9:30 a.m.
December 2025
December 1: General Government Committee — 9:30 a.m.
December 8: Planning and Development Committee — 5 p.m.
December 15: Council — 6:30 p.m.
As of May 15, 2023
Attachment 2 to Report LGS-017-23
2026 Clarington Council and Committee Meeting Schedule
If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-
623-3379 ext. 2131
Calendar Legend
General Government Committee — 9:30 a.m.
Planning and Development Committee — 6:30 p.m.
Council — 6:30 p.m.
Joint Committees — 9:30 a.m.
Observing Statutory Holidays
Special Budget Meeting — 9:30 a.m.
Special Meeting
January
Su
Mo
Tu
We
Th
Fr
Sa
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25 26 27 28 29 30 31
April
Su
Mo
Tu
We
Th
Fr
Sa
1
2
4
5
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
July
Su
Mo
Tu
We
Th
Fr
Sa
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
October
Su
Mo
Tu
We
Th
Fr
Sa
1
2
3
4
5
6
7
8
9
10
11
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
View Meeting Schedule List
(including special meeting start times)
February
Su
Mo
Tu
We
Th
Fr
Sa
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
May
Su
Mo
Tu
We
Th
Fr
Sa
1
2
3
NEEME
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
August
Su
Mo
Tu
We
Th
Fr
Sa
1
2
4
5
6
7
8
9
10
11
12
13
14
15
16
17
1 18
19
20
21
22
23
24
25
26
27
28
29
30
31
November
Su
Mo
Tu
We
Th
Fr
Sa
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
March
Su
Mo
Tu
We
Th
Fr
Sa
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
June
Su
Mo
Tu
We
Th
Fr
Sa
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
September
Su
Mo
Tu
We
Th
Fr
Sa
1
2
3
4
5
6
8
9
10
11
12
13
14
15
16
17
18
19
20
1 21
22
23
24
25
26
27
28
29
30
December
Su
Mo
Tu
We
Th
Fr
Sa
1
2
3
4
5
6
8
9
10
11
12
13
14
15
16
17
18[26
20
21
22
23
24
27
29
30
31
As of May 15, 2023
Attachment 2 to Report LGS-017-23
2026 Clarington Council and Committee Meeting Schedule
Unless otherwise stated, all meetings will be held in a hybrid format via Microsoft Teams and In -person
in the Council Chambers.
January 2026
January 12: General Government Committee — 9:30 a.m.
January 19: Planning and Development Committee — 5 p.m.
January 26: Council — 6:30 p.m.
February 2026
February 2: General Government Committee — 9:30 a.m.
February 9: Planning and Development Committee — 5 p.m.
February 23: Council — 6:30 p.m.
March 2026
March 2: General Government Committee — 9:30 a.m.
March 9: Planning and Development Committee — 5 p.m.
March 23: Council — 6:30 p.m.
April 2026
April 13: General Government Committee — 9:30 a.m.
April 20: Planning and Development Committee — 5 p.m.
April 27: Council — 6:30 p.m.
May 2026
May 4: General Government Committee — 9:30 a.m.
May 11: Planning and Development Committee — 5 p.m.
May 25: Council — 6:30 p.m.
June 2026
June 1: General Government Committee — 9:30 a.m.
June 15: Planning and Development Committee — 5 p.m.
June 22: Council — 6:30 p.m.
As of May 15, 2023
Attachment 2 to Report LGS-017-23
2025 Clarington Council and Committee Meeting Schedule
(continued)
July and August 2026
Summer Recess — No meetings
September 2026
Election Recess — No meetings
October 2026
Election Recess — No meetings
November 2026
November 23: Inaugural Council Meeting — 6:30 p.m.
December 2026
December 7: General Government Committee — 9:30 a.m.
December 14: Planning and Development Committee — 5 p.m.
December 21: Council — 6:30 p.m.
As of May 15, 2023
Attachment 3 to Report LGS-013-23
Summary of Durham Area Meeting Dates/Times
Municipality
Committee
Council
Summer
Notes
Start Time
Meeting
Hiatus? Or
Start
Breaks?
Time
Clarington -
9:30 a.m. &
6:30 p.m.
July & August
Every Monday: GGC, PDC, Council,
Current
6:30 p.m.
skipping Statutory Holidays
(Planning)
Clarington -
9:30 a.m. &
6:30 p.m.
July & August
One cycle per month (GGC, PDC,
Proposed
6:30 p.m.
& March
Council) skipping Statutory
(Planning)
Break &
Holidays.
Conference
Week
Region
9:30 a.m.
9:30 a.m.
July & August
Will call special meetings, if needed,
& March
during election hiatus
Break & July -
November
during a
regular
election year
Ajax
1:00 P.M.
7:00 p.m.
July & August
Two standing committees and one
(GGC) &
Council meeting per month. For
7:00 p.m.
Statutory Holidays that fall on
(Planning)
Monday, the meeting just gets
moved to the Tuesday.
Brock
10:00 a.m.
6:00 p.m.
July & August
All of the Statutory public meetings,
(Week 2)
Changed this
as well as any contentious public
3:00 p.m.
for 2023 to
meetings, are held during the 6:00
same day as
reflect a start
pm Council meeting. Also hold a
Council
time of 10:00
"Workshop" meeting quarterly on the
(Week 4)
am and they
1 st Monday of those months and
will be Council
they are listed as "tentative". If there
not COW.
is no workshop topic, they cancel it.
Attachment 3 to Report LGS-013-23
Summary of Durham Area Meeting Dates/Times
Municipality
Committee
Council
Summer
Notes
Start Time
Meeting
Hiatus? Or
Start
Breaks?
Time
Oshawa
9:30 a.m. &
9:30 a.m.
July & August
Two Standing Committees meet in
1:30 p.m.
& March
the first week of meeting rotations
Break
and two meet on the second week.
Meetings are held Mondays at 9:30
and 1:30 on a 4 week rotation.
Planning Act Public meetings are
held, when required, at 6:30 p.m. on
the same date as the regular
Economic and Development
Services Committee meeting (Week
1 of Standing Committee meetings).
No meetings held on Week 3.
City Council meetings are held at
9:30 a.m. on Mondays (Week 4 of
meeting rotation.)
Pickering
2:00 p.m.
7:00 p.m.
July & August
Both Committees meet on the first
(Executive
Monday of each month, and Council
Committee)
meets on the fourth Monday of each
& 7:00 p.m.
month. If a Council or Committee
(Planning)
Meeting falls on a public or civic
holiday, the meeting occurs at the
same time on the following day
which is not a holiday unless
otherwise provided by resolution of
Council.
Scugog
1:30 p.m.
6.30 p.m.
July & August
Three week rotation (GPA 2nd
(GPA) &
Monday; PCA 3rd Monday; Council
6:30 p.m.
4th Monday) If meeting falls on a
(Planning)
stat holiday, we adjust schedule
accordingly which may result in a
meeting the 1st Monday of the
month.
Attachment 3 to Report LGS-013-23
Summary of Durham Area Meeting Dates/Times
Municipality
Committee
Start Time
Council
Meeting
Start
Time
Summer
Hiatus? Or
Breaks?
Notes
Uxbridge
10:00 a.m. &
10:00
July & August
GPA on 1st and 3rd Mondays,
7:00 p.m.
a.m.
= Once per
excluding Statutory Holidays.
(Planning
month only
Regular Council meetings alternate
meeting only
2nd and 4th Monday of the month,
if required)
excluding Statutory Holidays.
Whitby
7:00 p.m.
7:00 p.m.
One Special
Cycle = Planning Public Meeting,
Council
Committee of the Whole two weeks
Meeting in
in a row, followed by Council.
July & August,
if required