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2017-165 Procedural By-Law - office consolidation Office Consolidation – February 26, 2020 By-law No. 2017-165, as amended by By-law No. 2020-009 The Corporation of the Township of Oro-Medonte By-Law No. 2017-165 A By-law to Govern the Proceedings of Council and Committees/Technical Support Groups of Council in the Township of Oro-Medonte and to Repeal By-law Nos. 2015-203, 2016-46 and 2016-174 (Procedural By-law) Whereas Section 238(2) of the Municipal Act, 2001, S.O. 2001, c.25, as amended states that every municipality and local board shall pass a procedure by-law for governing the calling, place and proceedings of meetings; And Whereas Section 238(2.1) of the Municipal Act, 2001, S.O. 2001, c.25, as amended states that the procedure by-law shall provide for public notice of meetings; And Whereas the Township of Oro-Medonte By-law No. 2015-203, being a by-law to govern the proceedings of Council and Committees/Technical Support Groups of Council in the Township of Oro-Medonte was passed under the authority of the Municipal Act, 2001, S.O. 2001, c.25, Section 238(2); And Whereas the Council of the Corporation of the Township of Oro-Medonte deems it expedient to amend By-law No. 2017-165, as amended, so that Council may reflect the current practices, procedures and statutory requirements of Council and Committees/Technical Support Groups of Council; Now Therefore the Council of the Township of Oro-Medonte hereby enacts as follows: 1. That the proceedings of Council and its Committees/Technical Support Groups, the conduct of the Members and the calling of meetings shall be governed by the provisions and regulations contained in Schedule “A”, attached hereto and forming part of this by-law. 2. That the current edition of “Robert’s Rules of Order Newly Revised” shall be the basis of interpretation for questions of procedure or order not provided for in Schedule “A”. 3. That should any section, subsection, clause, paragraph or provision of this by- law be declared by a court of competent jurisdiction to be invalid, the same shall not affect the validity of the by-law as a whole or any part thereof, other than the provision so declared to be invalid. Any provincial Statutes imposed contrary to this by-law shall take precedence. 4. That this by-law may be cited as the “Procedural By-law”. By-Law No. 2017-165, As Amended and Consolidated. Office Consolidation – February 26, 2020 By-law No. 2017-165, as amended by By-law No. 2020-009 Schedule “A” to By-law No. 2017-165 Page 2 of 30 Schedule “A” to By-law No. 2017-165 for The Corporation of the Township of Oro-Medonte Index 1.0 Definitions 2.0 Notice of Meeting 3.0 Calling, Place and Time of Meetings 3.1 Inaugural Meeting of Council 3.2 Regular Meeting Schedule of Council 3.3 Council Meetings – Special or Emergency 3.4 Committees or Technical Support Groups of Council Meetings 3.5 Clerk Required 4.0 Quorum 4.1 Quorum – Council 4.2 Quorum – Committees or Technical Support Groups of Council 4.3 Attendance 4.4 Non-Attendance – Committees or Technical Support Groups of Council 5.0 Open and Closed Meetings - General 5.1 Open Meetings 5.2 Closed Session Meetings 6.0 Head of Council 6.1 Chair – Council 6.2 Duties of Chair 6.3 Vacate the Chair – Head of Council 6.4 Absence from Council Meeting 7.0 Chair – Committees or Technical Support Groups of Council 7.1 Absence from Committee or Technical Support Group Meeting 8.0 Conduct 8.1 Conduct – Members of Council 8.2 Conduct – Committees or Technical Support Group Appointees 8.3 Conduct – Members of the Public 9.0 Rules of Debate 9.1 Rules of Debate – Head of Council/Chair 9.2 Rules of Debate – Members 9.3 Rules of Debate – In Council/Committee 10.0 Use of Ballot for Determining Appointee 11.0 Voting 11.1 Voting – Head of Council 11.2 Voting – Chair of Committee or Technical Support Group of Council 11.3 Voting on Questions 11.4 Failure to Vote 11.5 Appeal of Declaration of Result 11.6 Equality of Votes 11.7 Recorded Vote 11.8 Voting – Closed Session Meeting 11.9 Voting – 2/3 Vote Calculation 12.0 Motions/Recommendations 12.1 Motions/Recommendations – General 12.2 Withdrawal of a Motion 12.3 Motion to Amend 12.4 Motion to Reconsider Office Consolidation – February 26, 2020 By-law No. 2017-165, as amended by By-law No. 2020-009 Schedule “A” to By-law No. 2017-165 Page 3 of 30 13.0 Agendas 13.1 Council Agenda 13.2 Committee Agenda 13.3 Verbal Matters 13.4 Announcements 14.0 Agenda Section Headings 14.1 Call to Order – Moment of Reflection 14.2 Adoption of the Agenda 14.3 Disclosure of Pecuniary Interest 14.4 Closed Session Items 14.5 Minutes of Council and Committee 14.6 Recognition of Achievements 14.7 Public Meetings and Public Information Sessions 14.8 Deputations/Presentations 14.9 Identification from the Public of an Agenda Item of Interest 14.10 Open Forum 14.11 Reports of Municipal Officers 14.12 Reports of Members of Council 14.13 Consent Agenda 14.14 Communications/Petitions 14.15 Notice of Motions 14.16 By-laws 14.17 Closed Session Items (Unfinished Items) 14.18 Confirmation By-law 14. 19 Adjournment 15.0 Suspension/Amendment of Procedure Office Consolidation – February 26, 2020 By-law No. 2017-165, as amended by By-law No. 2020-009 Schedule “A” to By-law No. 2017-165 Page 4 of 30 1.0 Definitions That in this By-law: a) “Agenda” means a list of all items to be considered by the Council/Committee at the meeting for which the agenda was published. b) “Closed Session” means a meeting, or portion thereof, closed to the public in accordance with Section 239 of the Municipal Act, 2001, as amended. c) “Committee” means an advisory committee or Technical Support Group of Council or similar entity. d) “Chair” means the person presiding over a meeting of Council or a Committee/Technical Support Group. e) “Clerk” means the Clerk of the Township of Oro-Medonte, or the Deputy Clerk, acting in the capacity of the Clerk in his/her absence, or a person who the Clerk has delegated authority to in accordance with Section 228(4) of the Municipal Act, 2001, as amended. f) “Consent Agenda” means a list of items on the agenda containing recommendations from staff as to their disposition, all of which may be adopted by one motion, but any of which may be removed from the motion and voted upon separately upon the request of a Member. g) “Council” means the Council of The Corporation of the Township of Oro- Medonte. h) “Deputation” means an address to Council/Committee by an individual or a group for the purpose of making a presentation for information or asking for an action; and/or an individual or a group who have requested to provide an address to Council/Committee. i) “Emergency Meeting” means a meeting not scheduled in accordance with the approved schedule of meetings and must be held as expeditiously as possible. j) “Head of Council” means the Mayor of The Corporation of the Township of Oro-Medonte or the Deputy Mayor acting in the capacity of the Mayor in his/her absence. k) “Holiday” means: i) any holiday as defined in the Section 88 of the Legislation Act, 2006. S.O. 2006, c.21, Sched. F, ii) any day proclaimed by the Head of the Council as a Civic Holiday. l) “Improper Language” means the use of profane, indecent or obscene language that is deemed, at the discretion of the Chair, to be disrespectful. m) “Local Board” means a public utility commission, transportation commission, board of park management, board of health, planning board, or any other board, commission, Committee, body or local authority established or exercising any power or authority under any general or special act with respect to any of the affairs or purposes of a municipality or of two or more municipalities or parts thereof. n) “Meeting” means any regular, special, Committee or other meeting of Council, or a Local Board or of a Committee of either of them. Office Consolidation – February 26, 2020 By-law No. 2017-165, as amended by By-law No. 2020-009 Schedule “A” to By-law No. 2017-165 Page 5 of 30 o) “Member” means a member of the Council, including the Head of Council, or a member which Council has appointed to a Committee/Technical Support Group. p) “Recorded Vote” means the recording of the name and vote of every Member on any matter of question. q) “Resident” means an individual who resides or rents/owns property within the boundaries of the Township. r) “Special Meeting” means a meeting not scheduled in accordance with the approved schedule of meetings. s) “Technical Support Group” means an advisory Committee where less than 50 per cent of the Members are members of Council of the Township of Oro-Medonte. t) “Township” means The Corporation of the Township of Oro-Medonte. 2.0 Notice of Meeting a) The Clerk shall ensure that the Agenda, for each regular meeting of Council and Committee, shall be posted to the Township website no later than the end of the day on the last business day of the week prior to the meeting. The posting of the Agenda on the Township website may constitute notice of the meeting. b) Notice of a Special Council Meeting shall be given to the public by posting of the Agenda on the Township website as soon as is practicable after notice of the Special Meeting has been given. c) Notice of an Emergency Council Meeting shall be given to the public by posting the Agenda on the Township website as soon as is practicable. Such posting may not occur prior to the Emergency Meeting. d) The Mayor or Chair may, if it appears that a storm or like occurrence will prevent the Members from attending a meeting, postpone that meeting by advising the Clerk and as many Members as they are able to reach. Postponement shall not be for any longer than the next regularly scheduled meeting. e) The Chair may cancel a meeting due to lack of items for consideration, or the Clerk, in consultation with the Chair, may cancel a meeting when it has been confirmed before the meeting that there will be a lack of quorum present. Such cancellation shall be noted on the Township’s website as soon as is practical after the meeting has been cancelled. f) The Clerk, or designate, shall provide notice of cancellation to Council, Staff, and Media a minimum of two (2) hours, whenever possible, in advance of any meeting, public meeting, hearing, or information session in the case of severe inclement weather. The notice of cancellation shall be posted on the Township’s website, and may be communicated in any other manner deemed appropriate for the circumstances of the cancellation. g) Lack of receipt of notice or Agenda for a meeting by any person shall not affect the validity of the meeting or any action lawfully taken at the meeting. Office Consolidation – February 26, 2020 By-law No. 2017-165, as amended by By-law No. 2020-009 Schedule “A” to By-law No. 2017-165 Page 6 of 30 h) In the event the Township’s website is unavailable for posting of a notice or cancellation of a meeting, staff will take alternative measures to post a notice or cancellation in a medium as available, such as but not limited to at the Township’s Administration Centre located at 148 Line 7 South, Oro- Medonte. As soon as practicable after the website is available, the notice or cancellation is to be posted on the Township’s website. 3.0 Calling, Place and Time of Meetings 3.1 Inaugural Meeting of Council a) The Inaugural Meeting of Council shall take place at 7:00 p.m. on the first Wednesday of December following a regular election. b) The Mayor-elect and Clerk shall be responsible for the location, content and format of the Agenda for the Inaugural Meeting and all arrangements for the Inaugural proceedings. c) That prior to the commencement of the first meeting of the newly elected Council, the Clerk in consultation with the Mayor, shall establish the seating arrangement to be used for the Term of Council, or portion thereof. 3.2 Regular Meeting Schedule of Council The regular schedule of meetings for Council shall be: a) Council Meetings on the second and fourth Wednesday of each month (except July, August and December – as defined further in this section). b) The public session meeting on the second Wednesday of the month will commence at 10:00 a.m. The meeting may commence up to 1 hour earlier to deal with Closed Session Items. In the event that Council concludes discussion on the Closed Session Items prior to the 10:00 a.m. public session, Council will rise and recess and reconvene at 10:00 a.m. for the reporting of the Closed Session Items during the public session. Any matter which is not concluded during the preliminary Closed Session will be carried forward to the Closed Session Items (Unfinished Items) towards the end of the meeting Agenda. c) The public session meeting on the fourth Wednesday of the month will commence at 7:00 p.m. The meeting may commence earlier to deal with Closed Session Items. The Closed Session commencement time will be as noted on the Agenda cover pages for the said meeting. In the event that Council concludes discussion on the Closed Session Items prior to the 7:00 p.m. public session, Council will rise and recess and reconvene at 7:00 p.m. for the reporting of the Closed Session Items during the public session. Any matter which is not concluded during the preliminary Closed Session will be carried forward to the Closed Session Items (Unfinished Items) towards the end of the meeting Agenda. d) During the months of July and August, a Council meeting shall be held on th the Wednesday of the week, in which the 15 day falls between Sunday and Saturday with the public session commencing at 10:00 a.m. The meeting may commence up to 1 hour earlier to deal with Closed Session Items. In the event that Council concludes discussion on the Closed Session Items prior to the 10:00 a.m. public session, Council will rise and recess and reconvene at 10:00 a.m. for the reporting of the Closed Session Items during the public session. Any matter which is not concluded during the preliminary Closed Session will be carried forward to Office Consolidation – February 26, 2020 By-law No. 2017-165, as amended by By-law No. 2020-009 Schedule “A” to By-law No. 2017-165 Page 7 of 30 the Closed Session Items (Unfinished Items) towards the end of the meeting Agenda. e) During the month of December, meetings shall be held as follows: i) The public session meeting on the second Wednesday of the month will commence at 10:00 a.m. The meeting may commence up to 1 hour earlier to deal with Closed Session Items. In the event that Council concludes discussion on the Closed Session Items prior to the 10:00 a.m. public session, Council will rise and recess and reconvene at 10:00 a.m. for the reporting of the Closed Session Items during the public session. Any matter which is not concluded during the preliminary Closed Session will be carried forward to the Closed Session Items (Unfinished Items) towards the end of the meeting Agenda. ii) On the third Wednesday to be held at 7:00 p.m. which shall be dedicated to Recognition. iii) There shall be no meeting the fourth Wednesday of the month. f) When a Development Services Committee meeting is held, there shall be a Regular meeting of Council held immediately following the Development Services Committee. This Regular meeting of Council shall be held solely for the purposes to adopt the recommendations of the Development Services Committee meeting and consideration of any Closed Session matters and By-laws related to the Planning Act. g) Meetings of Council/Committee shall be held at the Township of Oro- Medonte Administration Centre, 148 Line 7 South, Oro-Medonte or any other location within the municipality otherwise designated from time to time for such purposes. The location shall be identified on the Agenda cover pages for the said meeting. h) In the event that the day scheduled for a regular Council meeting is a public Holiday, civic Holiday, or a day on which a Municipal Election is to st be held, the Council shall meet at the same hour on the 1 day thereafter, unless otherwise provided by resolution. i) Where a Regular meeting of Council is to be held at a time, day or place other than as set out in this Section, notice shall be provided pursuant to Section 2.0. j) Notwithstanding Section 3.2i), where a Regular meeting of Council is to be held at a location within the Township as a Travelling Council meeting, Council shall give notice, at least 30 calendar days in advance of such meeting, by publication on the Township website and any other manner which is deemed appropriate by the Clerk, to inform the Residents of the area in which the meeting will be held. 3.3 Council Meetings – Special or Emergency a) The Head of Council may, at any time, call a Special Meeting of the Council. b) The Clerk, in consultation with the Head of Council, may call a Special Meeting of the Council in circumstances where Council needs to make decisions and actions need to be taken before the next regularly scheduled meeting. c) Upon receipt of a petition of the majority of the Members of Council, the Clerk shall call a Special Meeting for the purpose and at the time mentioned in the petition. Office Consolidation – February 26, 2020 By-law No. 2017-165, as amended by By-law No. 2020-009 Schedule “A” to By-law No. 2017-165 Page 8 of 30 d) No business may be transacted at a Special Meeting of Council other than that specified in the notice of the meeting or Agenda. e) Once the Agenda for a Special Meeting of Council is posted on the Township website, there shall be no amendment to the notice of the meeting or the Agenda. f) Notice of a Special Meeting of Council shall be delivered to all Members of Council at least one calendar day before the date established for the Special Meeting. g) If a Special Meeting of Council is summoned as the result of a request from an applicant to deal with a specific matter before the next regular meeting of Council, the applicant shall be responsible for all costs associated with the Special Council meeting, including per diem and mileage payments, etc. The minimum charge of $750.00 shall be applicable in such circumstances where a Special Council meeting is deemed to be a “half day”. h) The Head of Council may, at any time, call an Emergency Meeting of Council without the required one calendar day notice where the Head of Council is satisfied an extraordinary situation exists that will negatively impact the health, safety and well-being of persons, expose the municipality to liability, or negatively impact the municipality’s position in negotiation, if Council does not make a decision and the Township does not act on the matter within one calendar day of the Emergency Meeting. i) No business may be transacted at an Emergency Meeting of Council other than the business dealing directly with the emergency or extraordinary situation. j) When the Head of Council calls an Emergency Meeting of Council, the Clerk shall notify Members of Council of the meeting in the most expedient manner. k) For the purposes of the Township’s Remuneration By-law, an Emergency Meeting of Council shall be classified as a Special Meeting of Council. 3.4 Committees or Technical Support Groups of Council Meetings a) Committees or Technical Support Groups wholly within the sphere of the jurisdiction of Council may be established, revised, disbanded and replaced as Council deems necessary. b) The majority of Members of such Committees or Technical Support Groups shall be Residents within the municipality. c) The Mayor shall be an ex-officio member of all Township Committees and Technical Support Groups where not otherwise prohibited by any Act. d) Council, in its sole discretion, may amend the appointment of any public member to a Committee or Technical Support Group during its term. e) The provisions of this By-law, with necessary modification, shall apply to Township Committees or Technical Support Groups and to any other Committees or Local Boards established by Council from time to time. f) In the event that Council has enacted a Committee or Technical Support Group specific procedural by-law, the provisions of this By-law, shall apply when the Committee or Technical Support Group specific procedural by- law does not speak to the matter in question. Office Consolidation – February 26, 2020 By-law No. 2017-165, as amended by By-law No. 2020-009 Schedule “A” to By-law No. 2017-165 Page 9 of 30 g) Meetings of Committees or Technical Support Groups of Council shall be scheduled by the Township. h) In the event that the day scheduled for a regular Committee or Technical Support Group meeting is a public Holiday, civic Holiday, or a day on which a Municipal Election is to be held, the Committee shall meet at the st same hour on the 1 business day thereafter, unless otherwise provided by resolution. 3.5 Clerk Required No meeting of Council or Committee/Technical Support Groups, including any Closed Session, shall be held in the absence of the Clerk or his/her designate. This provision of the By-law may not be suspended. 4.0 Quorum 4.1 Quorum – Council a) Four (4) Members of Council shall be physically present to 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 to constitute a quorum. b) Where quorum is not present within thirty minutes of the time appointed for a meeting, the Clerk shall call the roll and record the names of the Members present. The meeting shall stand adjourned until the next regular meeting or until a Special Meeting is called. 4.2 Quorum – Committees or Technical Support Groups of Council a) A majority of the whole number of voting Members required to constitute the Committee or Technical Support Group shall be physically present to form a quorum (being the next whole number in excess of one-half the number of Members). b) Where quorum is not present within thirty minutes of the time appointed for a meeting, the Clerk shall record the names of the Members present. The meeting shall stand adjourned until the next regular meeting or until a date is fixed by the Chair for which 48 hours notice is given to all Committee or Technical Support Group Members. 4.3 Attendance Attendance shall be in person for Members of Council, Committee or Local Boards. No electronic participation shall be permitted for Members of Council, Committee or Local Boards. Any member of Council may attend any meeting of any Committee or Technical Support Group to which he/she has not been appointed and such a Member shall only participate in the discussion at the invitation of the Chair. Such attendance at the Committee or Technical Support Group meeting shall be at the Member’s own discretion and without per diem. 4.4 Non-Attendance – Committees or Technical Support Groups of Council a) The seat of a Member of a Committee or Technical Support Group shall be declared vacant if the Member is absent for three (3) consecutive meetings, without prior approval from Council, with the exception of illness/health reasons. Office Consolidation – February 26, 2020 By-law No. 2017-165, as amended by By-law No. 2020-009 Schedule “A” to By-law No. 2017-165 Page 10 of 30 b) If that person is prepared to show just cause why they should remain on the Committee or Technical Support Group, the continuation of their appointment shall be determined by Council. c) Members of a Committee or Technical Support Group are required to inform the Clerk’s office of any anticipated, but unavoidable, absences from upcoming meetings. 5.0 Open and Closed Meetings - General 5.1 Open Meetings All meetings of Council and all meetings of any Committees/Technical Support Groups of Council shall be open to the public subject to the exceptions listed in Section 5.2. 5.2 Closed Session Meetings a) A meeting or part of a meeting may be closed to the public if the subject matter being considered relates to: i) the security of the property of the municipality (may be cited as “security of municipal property”); ii) personal matters about an identifiable individual, including municipal employees (may be cited as “personal matters about an identifiable individual”); iii) the proposed or pending acquisition/disposition of land by the municipality (may be cited as “acquisition/disposition of land”); iv) labour relations or employee negotiations (may be cited as “labour relations/employee negotiations”); v) litigation or potential litigation affecting the municipality, including matters before administrative tribunals (may be cited as “litigation affecting the municipality”); vi) advice that is subject to solicitor-client privilege, including communications necessary for that purpose (may be cited as “solicitor-client privilege”); vii) a matter in respect of which a council, committee or other body may hold a closed meeting under another Act; viii) the education or training of the members; provided that 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 (may be cited as “education or training of members”). ix) information explicitly supplied in confidence to the municipality or local board by Canada, a province or territory or a Crown agency of any of them (may be cited as “information explicitly supplied in confidence to the municipality”); x) a trade secret or scientific, technical, commercial, financial or labour relations information, supplied in confidence to the municipality or local board, which, if disclosed, could reasonably be expected to prejudice significantly the competitive position or interfere significantly with the contractual or other negotiations of a person, group of persons, or organization (may be cited as “trade secret or scientific, technical, commercial, financial or labour relations information, supplied in confidence to the municipality”); xi) a trade secret or scientific, technical, commercial or financial information that belongs to the municipality or local board and has monetary value or potential monetary value (may be cited as “a trade secret or scientific, technical, commercial or financial information that belongs to the municipality”); or Office Consolidation – February 26, 2020 By-law No. 2017-165, as amended by By-law No. 2020-009 Schedule “A” to By-law No. 2017-165 Page 11 of 30 xii) a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board (may be cited as “a position, plan, procedure, criteria or instruction to be applied to any negotiations related to the municipality”). b) A meeting or part of a meeting shall be closed to the public if the subject matter being considered is: i) a request under the Municipal Freedom of Information and Protection to Privacy Act, if the Council is designated as the head of the institution for the purposes of the Act; ii) an ongoing investigation respecting the municipality, a local board or a municipally-controlled corporation by the Ombudsman appointed under the Ombudsman Act, an Ombudsman referred to in subsection 223.13 of the Municipal Act, or the investigator referred to in subsection 239.2 of the Municipal Act. 6.0 Head of Council 6.1 Chair – Council The Head of Council shall assume the duties of Chair during Council Meetings. 6.2 Duties of Chair a) The Chair shall preserve order and decorum, decide questions of order (subject to an appeal to the Council/Committee by any Member) and, without unnecessary comment, cite the rule of authority commonly accepted (under parliamentary procedures or the procedural by-law) applicable to the case, if called upon to do so. b) To open the meeting of Council/Committee by taking the chair and calling the Members to order. c) To announce the business before the Council/Committee in the order in which it is to be acted upon. d) To receive and submit, in the proper manner, all motions/ recommendations presented by the Members. e) To put to vote all questions which are regularly moved and seconded, or necessarily arise in the course of proceedings, and to announce the results. f) To decline to put to vote motions which infringe on the rules of procedure. g) To restrain the Members, within the rules of order, when engaged in debate. h) To enforce, on all occasions, the conduct of the Members. i) To expel any person for improper conduct. j) To call by name any Member persisting in breach of the rules of order of the Council/Committee, thereby ordering him/her to vacate the Council Chamber, or designated meeting place. k) To receive all messages and other communications and announce them to the Council/Committee. Office Consolidation – February 26, 2020 By-law No. 2017-165, as amended by By-law No. 2020-009 Schedule “A” to By-law No. 2017-165 Page 12 of 30 l) To authenticate, by his/her signature when necessary, all by-laws (if applicable), motions/recommendations and minutes of the Council/Committee. m) To represent and support the Council/Committee, declaring its decision in all things. n) To ensure that the decisions of Council/Committee are in conformity with the laws and by-laws governing activities of the Council/Committee. o) To adjourn the meeting when the business is concluded. p) To unilaterally adjourn the meeting without a motion, in the event of grave disorder arising in the meeting place. 6.3 Vacate the Chair – Head of Council a) If the Head of Council/Chair desires to introduce a motion or by-law, he/she shall vacate the chair for that purpose only, and shall call on another Member of Council to fill his/her place until he/she resumes the chair. b) The Clerk shall note in the minutes of the meeting when the Head of Council/Chair vacates and resumes the chair. 6.4 Absence from Council Meeting a) When the Head of Council knows in advance that he/she will be absent at the commencement of a Council meeting, the Head of Council shall advise the Deputy Mayor and Clerk as soon as possible prior to the commencement of the meeting. In the event that the Head of Council and Deputy Mayor will both be absent at the commencement of the Council meeting, the Head of Council may appoint a Member of Council to preside during the meeting or until the arrival of the Head of Council or Deputy Mayor, and the Head of Council shall advise the Clerk of the appointment as soon as possible prior to the commencement of the meeting. b) In the unexpected absence of the Head of Council, within fifteen minutes after the time appointed for the meeting, the Deputy Mayor shall call the Members to order and, if a quorum is present, shall preside during the meeting or until the arrival of the Head of Council. In the absence of the Head of Council and the Deputy Mayor, and a quorum is present, the Clerk shall call the Members to order, and a Chair shall be chosen from the Members to preside during the meeting or until the arrival of the Head of Council or Deputy Mayor. c) When the Chair is vacated by the Head of Council, the Deputy Mayor shall assume the Chair and shall preside during the meeting until the Head of Council resumes the chair. d) While presiding, the Deputy Mayor or Chair chosen by Council shall have all the powers of the Head of Council and shall be entitled to vote as a Member. 7.0 Chair – Committees or Technical Support Groups of Council The Chair of a Committee or Technical Support Group of Council shall be appointed by Council. Office Consolidation – February 26, 2020 By-law No. 2017-165, as amended by By-law No. 2020-009 Schedule “A” to By-law No. 2017-165 Page 13 of 30 7.1 Absence from Committee or Technical Support Group Meeting a) When the Chair of a Committee/Technical Support Group knows in advance that he/she will be absent at the commencement of the meeting, the Chair shall advise the ex-officio, Vice Chair if appointed, and the Clerk as soon as possible prior to the commencement of the meeting. When a Vice Chair is appointed, the Vice Chair shall assume the Chair for the meeting. When there is no Vice Chair appointed, the ex-officio shall assume the Chair for the meeting or until the arrival of the Chair. In the event that the Chair and ex-officio will both be absent at the commencement of the meeting, the ex-officio may appoint a Member of Council to act in an ex-officio capacity, to preside during the meeting or until the arrival of the Chair or ex-officio, and the ex-officio shall advise the Clerk of the appointment, in writing, as soon as possible prior to the commencement of the meeting. b) In the unexpected absence of the Chair and quorum is present, the Clerk shall call the Members to order and a Chair shall be chosen from among the Members of the Committee/Technical Support Group to preside during the meeting or until the arrival of the Chair. c) During the meeting, the Chair of a Committee or Technical Support Group may appoint another Member of the Committee to act as the Chair while he/she is temporarily absent from the meeting. 8.0 Conduct 8.1 Conduct – Members of Council Members of Council shall: a) not disturb another, or the Council itself, by any disorderly deportment disconcerting to any Member speaking. b) not resist the rules of Council or disobey the decision of the Chair on questions of order or practice or upon the interpretations of the rules of order of the Council. c) not be permitted to retake his/her seat at any meeting after being ordered by the Chair to vacate after committing a breach of any rule of order of the Council, without making apology and the consent of the Council expressed by a majority vote of the other Members present, determined without debate. d) not speak until he/she has addressed himself/herself to the Chair. e) not walk across or out of the Chamber/designated meeting place or make any noise or disturbance when the Chair is putting a question and shall occupy his/her seat while a vote is being taken and until the result thereof is declared. f) not disclose any written or verbal information received at a meeting or part of a meeting closed to the general public. g) Where a Member of Council has exhibited conduct, outside of the Council Chambers, that is unbecoming of a Council Member, Council may impose sanctions and/or reprimands on that Member of Council, in its sole discretion, by a majority of Members present. h) declare where a pecuniary interest or possible pecuniary interest exists, and shall not participate in the discussion of or vote on any question with Office Consolidation – February 26, 2020 By-law No. 2017-165, as amended by By-law No. 2020-009 Schedule “A” to By-law No. 2017-165 Page 14 of 30 respect to the matter. i) convey the position of Council once a question has been decided, including when a Member had a minority opinion, while demonstrating respect for democracy. j) adhere to a dress code for Council Meetings as agreed to by the current term of Council. 8.2 Conduct – Committees or Technical Support Group Appointees Statement Persons appointed to Township Committees or Technical Support Groups are representatives of the Township and their conduct reflects on the Township and the Council. Council expects that Appointees will perform their duties with a high standard of personal and professional conduct, integrity, impartiality, good faith and in the best interests of the Township. The Township is committed to providing a safe and secure workplace that respects human rights and is free from violence, discrimination, threats and harassment. The Township will not tolerate any action or failure to act which results in violence, discrimination, threat, harassment or a violation of the human rights of any employee, or persons appointed to Committees or Technical Support Groups. Principles of Conduct a) All Members of Committees or Technical Support Groups of Council shall: i) Promote the general goals, objectives and policies of the Township. ii) Convey the position of the Committee or Technical Support Group, and Council once a question has been decided, including when a Member had a minority opinion, while demonstrating respect for democracy. iii) Not disclose any written or verbal information received at a meeting or part of a meeting closed to the general public; iv) Declare where a pecuniary interest or possible pecuniary interest exists, and shall not participate in the discussion of or vote on any question with respect to the matter; v) Not discriminate or harass another Member of Council, Committees, Technical Support Groups, staff or public. vi) Not benefit from the use of information acquired or used, and that is not generally available to the public, during the course of their duties. vii) Council Appointees, their immediate family and family Members residing in their households may not sell goods, materials or services to the Township without the express written permission of the Chief Administrative Officer. viii) Not place themselves in a position where they could derive any benefit or gain from any Township contracts, persons, groups, companies or organizations with which the Township does business, pursuant to Township policy. ix) Not accept gifts that are given in anticipation of special consideration by the Township. Office Consolidation – February 26, 2020 By-law No. 2017-165, as amended by By-law No. 2020-009 Schedule “A” to By-law No. 2017-165 Page 15 of 30 Consequences for Violations of Conduct All reports of incidents shall be considered serious, will be investigated and appropriate action will be taken, up to and including removal from the Township Committee or Technical Support Group. 8.3 Conduct – Members of the Public Members of the public shall respect the decorum of Council/Committee and shall refrain from public outbursts; shouting; or behaviour intended to disrupt the debate, discussion and/or general proceedings of Council/Committee. Members of the public shall respect the dignity and rights of all persons present, and shall not ridicule, demean or intimidate any person. Members of the public who displays signs, posters, clothing or other advertising devices, whether political or otherwise, that demonstrate a lack of respect for the formal nature of the meeting may be requested, by the Chair to leave or remove these items. No person shall use offensive, insulting or Improper Language in or against the Council/Committee or any Member thereof, employees of the Township or any other person. Any member of the public who contravenes any provision of this section, may be requested to leave or be expelled from the meeting place by the Chair or in accordance with the direction of Council. The Chair may unilaterally suspend the meeting until order is restored in the meeting place. In the event of grave disorder arising in the meeting place, the Chair may unilaterally adjourn the meeting without a motion. 9.0 Rules of Debate 9.1 Rules of Debate – Head of Council/Chair In directing the course of debate, the Head of Council/Chair shall: a) designate the Member who has the floor when Members raise their hand to speak. b) preserve order and decide questions of order. c) cause to be read all motions/recommendations presented in writing and state all motions/recommendations presented verbally before permitting debate on the question, except when otherwise provided in this by-law. 9.2 Rules of Debate – Members In addressing the Council/Committee, no Member shall: a) speak disrespectfully of Her Majesty the Queen or any of the Royal Family, or of the Governor-General, Lieutenant-Governor or any member of the Senate, the House of Commons of Canada, or the Legislative Assembly of Ontario. b) use offensive, insulting or Improper Language in or against the Council/Committee or any Member thereof, employees of the Township or any other person. Office Consolidation – February 26, 2020 By-law No. 2017-165, as amended by By-law No. 2020-009 Schedule “A” to By-law No. 2017-165 Page 16 of 30 c) speak beside the question in debate. d) speak against any decision of Council/Committee except for the purpose of moving that the question be reconsidered or to bring forward a motion to rescind or alter or amend the decision. e) disobey the rules of Council/Committee or a decision of the Chair. 9.3 Rules of Debate – In Council/Committee a) Every Member may only participate in a meeting by being physically present in the meeting place and shall not be permitted to participate by any electronic means. b) Every Member when speaking to any question or motion shall respectfully address the Chair. c) When a Member is speaking, no other Member shall pass between him/her and the Chair, or interrupt him/her except to raise a point of order. d) Any Member may require the question or motion under discussion to be read at any time during the debate, but not so as to interrupt a Member while speaking. e) No Member shall speak more than once, except as outlined in Section 9.3 f), until every Member who desires to speak has spoken. f) Upon verbal notification by the Chair of their intention to enforce the following time limits, no Member shall speak to the same question for longer than 2 (two) minutes. With the leave of the Chair, a supplementary question with a further 1 (one) minute, may be granted. (i) A Member may ask a question only for the purpose of obtaining facts relevant to the matter under discussion and necessary for a clear understanding thereof. (ii) All questions shall be stated succinctly and questions shall not be used as a means of making statements or assertions. g) The Chair may take part in any debate without leaving the Chair. h) Upon consent by a 2/3 vote of the Members present, Council/Committee may permit members of the public to speak to a specific matter on an Agenda, without a formal Deputation, at the time the matter is being considered in order to provide additional information that may assist Council/Committee in rendering a decision on the matter. 10.0 Use of Ballot for Determining Appointee a) Where Council wishes to appoint a Member of Council as its representative to a Board, Commission, Committee, etc. and more Members of Council than available vacancies have expressed an interest in being the appointed representative, Council may use a ballot for determining the appointee. b) The Clerk shall provide a ballot to Members of Council with the names of the Members who have expressed an interest in being the appointed representative(s). c) Each Member of Council shall select their preferred representative(s) on the ballot, shall fold the ballot and return it to the Clerk. Office Consolidation – February 26, 2020 By-law No. 2017-165, as amended by By-law No. 2020-009 Schedule “A” to By-law No. 2017-165 Page 17 of 30 d) The Clerk and another staff member shall tally the votes and the Clerk shall announce the successful representative(s). e) In the event of a tied vote, the Clerk shall draw a lot consisting of the names that received the tied vote. f) Following the announcement of the successful representative(s), the Chair shall ask for a motion to destroy the ballots. 11.0 Voting 11.1 Voting – Head of Council Notwithstanding Section 11.3 c), the Head of Council (except where disqualified from voting by reason of interest or otherwise) may vote with the Members on all questions. 11.2 Voting – Chair of Committee or Technical Support Group of Council a) Members of Council sitting as Members of Committees or Technical Support Groups of Council may not vote with the public Members of the Committee or Technical Support Group on any question. b) Notwithstanding Section 11.2 a), Members of Council sitting as Members of Committees or Technical Support Groups of Council may vote on any question, when no public Members have been appointed to the Committee or Technical Support Group. 11.3 Voting on Questions a) When the Chair calls for the vote on a question, each Member shall occupy his/her seat and shall remain there until the result of the vote has been declared by the Chair. During such time no Member shall walk across the room or speak to any other Member or make any noise or disturbance. b) After a question is finally put by the Chair or Member, 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. c) Every Member present at a meeting of the Council/Committee, when a question is put, shall vote thereon, unless he/she has declared any pecuniary interest, direct or indirect in the question. d) The manner of determining the decision of the Council/Committee on a motion shall be by a “show of hands”. e) Any motion shall require a majority of votes of the quorum present in order to be valid and binding on Council/Committee, unless otherwise set out in this By-law or in any Act. 11.4 Failure to Vote Failure to vote by any Member present, except when a Member has declared a pecuniary interest, shall be taken as a negative vote. Office Consolidation – February 26, 2020 By-law No. 2017-165, as amended by By-law No. 2020-009 Schedule “A” to By-law No. 2017-165 Page 18 of 30 11.5 Appeal of Declaration of Result If a Member who has voted on a question disagrees with the declaration of the Chair that the question is carried, or lost, he/she may, but only immediately after the declaration by the Chair, appeal the declaration. On an appeal of the declaration by a Member, the Chair shall call for a Recorded Vote to be taken on the question in the manner prescribed in Section 11.7 of this By-law. 11.6 Equality of Votes Where a vote on a question results in an equality of votes, the result shall be deemed to be negative. 11.7 Recorded Vote a) When a Member present requests, immediately prior to or immediately subsequent to the taking of the vote, that the vote be recorded, each Member present, except a Member who is disqualified from voting by any Act, shall announce his/her vote openly. b) The Chair, immediately following the request for a Recorded Vote, will put the question again. c) All Members present at the Council or Committee Meeting, unless disqualified from voting by any Act, must vote in alphabetical order, beginning with the Member who has requested the Recorded Vote. The Clerk shall call each Member individually, record the Member’s vote, and report the result of the vote to the Chair. d) The Chair shall vote last. 11.8 Voting – Closed Session Meeting a) Subject to Section 11.3, a meeting shall not be closed to the public during the taking of a vote. b) Notwithstanding Section 11.3, a meeting may be closed to the public during the taking of a vote where: i) Section 5.2 permits a meeting to be closed to the public; and ii) The vote is for a procedural matter or for giving directions or instructions to officers, employees or agents of the Township or persons retained by or under contract with the Township. 11.9 Voting – 2/3 Vote Calculation a) When a 2/3 vote is required, the following table sets out the number of votes required to meet the 2/3 requirement: # Members Present # Votes Required for 2/3 vote 7 5 6 4 5 4 4 3 Office Consolidation – February 26, 2020 By-law No. 2017-165, as amended by By-law No. 2020-009 Schedule “A” to By-law No. 2017-165 Page 19 of 30 12.0 Motions/Recommendations 12.1 Motions/Recommendations – General a) Motions/recommendations, or notices thereof, shall be in writing, moved and seconded. b) Every motion/recommendation, when duly moved and seconded, shall be received by the Chair, and shall then be open for discussion prior to the vote being taken. Immediately preceding the taking of the vote, the Chair, may state the question in the form introduced and shall do so if required by a Member. He/she shall state the question in the precise form in which it will be recorded in the minutes. c) The following matters may be introduced orally, without written notice, and without leave: i) a point of order or personal privilege ii) presentations of petitions iii) a motion to suspend a rule of procedure or in compliance with a rule of procedure iv) a motion to adjourn (not debatable) v) a motion that the vote now be taken vi) a “friendly” amendment vii) a motion to defer shall not be considered until every Member who desires to speak has spoken. The Chair has the discretion to request that a friendly amendment to a motion be in writing and signed by the mover and seconder. d) When the motion, under consideration, concerns two or more matters, a vote on each matter, upon the request of any Member, may be taken separately. e) A motion in respect of a matter which is beyond the jurisdiction of Council shall not be in order. f) A Member shall speak to a motion in accordance with Section 9.3 – Rules of Debate – In Council/Committee. 12.2 Withdrawal of a Motion After a motion has been received and/or read by the Chair, it shall be deemed to be in the possession of the Council/Committee but may be withdrawn by the mover, with the consent of the seconder, prior to amendment or voting thereon. 12.3 Motion to Amend A motion to amend: a) shall be presented in writing. b) shall be relevant to the question to be received. c) shall not be received proposing a direct negative to the question. d) shall receive disposition of Council/Committee prior to a decision on the main question. e) shall be disposed of in the reverse order of presentation to any further amendment and/or the original motion. Office Consolidation – February 26, 2020 By-law No. 2017-165, as amended by By-law No. 2020-009 Schedule “A” to By-law No. 2017-165 Page 20 of 30 f) shall not be further amended, more than once, provided that further amendment may be made to the original motion. g) may propose a separate and distinct disposition of a question. 12.4 Motion to Reconsider After any question has been decided, the following shall prevail: a) A motion to reconsider a question can only be made by a Member who voted on the prevailing side, or a Member who was absent from the meeting when the question was considered, and must be made on the day the vote was taken or at the next succeeding regular meeting of Council. b) No discussion, except that obtaining information that justifies the reconsideration, shall be allowed until the motion for reconsideration is decided upon. c) No main motion may be reconsidered more than once, and may only be reconsidered if action has not yet been taken. 13.0 Agendas 13.1 Council Agenda a) The Clerk shall forward all notices and Agendas, to each Member of Council, for regular meetings of Council a minimum of 48 hours in advance of such meetings. b) Notwithstanding the Order of the Day for a regularly scheduled Council meeting, an Agenda may be published with such section headings as may be required and listing all matters to be considered. c) Notwithstanding the Order of the Day, the Clerk has the authority to arrange or omit headings as may be required to address the items of the agenda. d) In accordance with the Township’s Accountability and Transparency Policy, additions to the Agenda shall not be permitted, except when a matter is of a time sensitive nature. In the event of a matter of a time sensitive nature, the Member or staff shall provide the matter to the Clerk, along with justification as to why the matter is of a time sensitive nature, by noon on the day of an evening meeting or noon of the day prior to a day meeting. If the Clerk, Head of Council and Chief Administrative Officer are satisfied that the matter is of a time sensitive nature, and should not wait until the next regular meeting, the Clerk shall add the matter to the Agenda on the Township’s website in advance of the meeting. The matter will then be included in the Adoption of the Agenda motion. e) For the purpose of this section, a matter is deemed to be of a time sensitive nature when it will negatively impact the health, safety and well- being of persons, expose the municipality to liability, or negatively impact the municipality’s position in negotiation, if Council does not make a decision and the Township does not act on the matter prior to Council’s next regular meeting. f) When the Clerk’s office has not been advised in a timely fashion to permit a matter to be included on the Agenda, and such matter does not meet the definition of a matter of a time sensitive nature as defined in Section 13.1d), the matter shall be referred to the appropriate staff member for consideration prior to being brought forward for Council’s consideration. Office Consolidation – February 26, 2020 By-law No. 2017-165, as amended by By-law No. 2020-009 Schedule “A” to By-law No. 2017-165 Page 21 of 30 g) Notwithstanding that additions to the Agenda shall not be permitted, except as noted in this section, written comments related to an Agenda item may be added to an Agenda when the comments are received by the Clerk’s office by 3:00 p.m. on the business day prior to the scheduled meeting. For written comments received by the deadline, the Clerk shall add the appropriate correspondence to the Agenda on the Township’s website in advance of the meeting. The correspondence will be included and received in the Adoption of the Agenda motion. Any written comment received after the deadline will not be added to the Agenda and will be filed accordingly. Any information contained in a written submission, including contact information, will become part of the public record. h) The Order of the Day shall have preference during a regularly scheduled Council meeting, save and except that the Chair may change the order at any time during the meeting. Order of the Day The business of Council shall be taken up in the following order: 1. Call to Order – Moment of Reflection 2. Adoption of the Agenda 3. Disclosure of Pecuniary Interest 4. Closed Session Items 5. Minutes of Council and Committees 6. Recognition of Achievements 7. Public Meetings 8. Deputations/Presentations 9. Identification from the Public of an Agenda Item of Interest 10. Open Forum 11. Reports of Municipal Officers 12. Reports of Members of Council 13. Consent Agenda 14. Communications/Petitions 15. Notice of Motions 16. By-laws 17. Closed Session Items (Unfinished Items) 18. Confirmation By-law 19. Adjournment 13.2 Committee Agenda a) The Clerk shall forward all notices and Agendas, to each Member of Council and Committee, for regular Committee/Technical Support Group meetings a minimum of 48 hours in advance of such meetings. b) The Clerk shall publish an Agenda with such section headings as may be required and listing all matters to be considered. c) In accordance with the Township’s Accountability and Transparency Policy, additions to the Agenda shall not be permitted, except when a matter is of a time sensitive nature. In the event of a matter of a time sensitive nature, the Member or staff shall provide the matter to the Clerk, along with justification as to why the matter is of a time sensitive nature, by noon on the day of an evening meeting or noon of the day prior to a day meeting. If the Clerk, Head of Council and Chief Administrative Officer are satisfied that the matter is of a time sensitive nature, and should not wait until the next regular meeting, the Clerk shall add the matter to the Agenda on the Township’s website in advance of the meeting. The matter will then be included in the Adoption of the Agenda Office Consolidation – February 26, 2020 By-law No. 2017-165, as amended by By-law No. 2020-009 Schedule “A” to By-law No. 2017-165 Page 22 of 30 motion. d) For the purpose of this section, a matter is deemed to be of a time sensitive nature when it will negatively impact the health, safety and well- being of persons, expose the municipality to liability, or negatively impact the municipality’s position in negotiation, if Committee does not make a recommendation for Council’s consideration at Council’s next regular meeting and the Township must act immediately upon Council’s decision at such meeting. e) When the Clerk’s office has not been advised in a timely fashion to permit a matter to be included on the Agenda, and such matter does not meet the definition of a matter of a time sensitive nature as defined in Section 13.2d), the matter shall be referred to the appropriate staff member for consideration prior to being brought forward for Committee’s consideration. f) Notwithstanding that additions to the Agenda shall not be permitted, except as noted in this section, written comments related to an Agenda item may be added to an Agenda when the comments are received by the Clerk’s office by 3:00 p.m. on the business day prior to the scheduled meeting. For written comments received by the deadline, the Clerk shall add the appropriate correspondence to the Agenda on the Township’s website in advance of the meeting. The correspondence will be included and received in the Adoption of the Agenda motion. Any written comment received after the deadline will not be added to the Agenda and will be filed accordingly. Any information contained in a written submission, including contact information, will become part of the public record. 13.3 Verbal Matters a) In the event that a matter is addressed during a meeting, and no report, memorandum or correspondence exists as background for the matter, it shall be the responsibility of the Member of Council/Committee or staff member, who spoke to the matter, to provide, at a minimum, a written record of speaking points to the Clerk’s office within 7 calendar days of the meeting. b) Such written record shall be included in the Agenda package for all open session matters. c) For Closed Session matters, such record shall be retained by the Clerk’s office, in a secure manner. 13.4 Announcements a) Announcements of Interest to the Public are to be provided to the Clerk’s office by 9:00 a.m. 7 calendar days prior to the meeting. b) Upon receipt of the aforementioned announcements, the Clerk’s Office shall prepare a written record of the Announcements, which shall be included in the Consent Agenda portion of the Agenda. Office Consolidation – February 26, 2020 By-law No. 2017-165, as amended by By-law No. 2020-009 Schedule “A” to By-law No. 2017-165 Page 23 of 30 14.0 Agenda Section Headings 14.1 Call to Order – Moment of Reflection As soon after the hour fixed for the Council or Committee/Technical Support Group meeting as there is a quorum present, the Chair shall take the chair and call the Members to order. 14.2 Adoption of the Agenda A motion/recommendation will be brought forward to adopt the Agenda. The motion/recommendation may include any addenda items which have been added per the Procedural By-law, and/or written comments related to an Agenda item. 14.3 Disclosure of Pecuniary Interest Every Member shall comply with the provisions of the Municipal Conflict of Interest Act. a) Where a Member has a pecuniary interest pertaining to any item listed on a meeting Agenda, the Member shall so disclose the pecuniary interest in writing, the general nature thereof, and shall provide such declaration in writing to the Clerk, within 24 hours of the scheduled meeting. The Clerk shall record the declaration in the minutes of the meeting, and maintain the declaration in a registry. b) When a Member has declared a pecuniary interest on a matter that is to be considered during an open meeting, the Member shall leave the table, and at his/her discretion may remain or leave the open meeting until the matter has been dealt with. c) When a Member has declared a pecuniary interest on a matter that is to be considering during Closed Session, the Member shall leave the Closed Session during the consideration of the matter. 14.4 Closed Session Items a) A meeting or part of a meeting may be closed to the public as provided in Section 239 of the Municipal Act. b) Before all or part of a meeting is closed to the public, the Members shall state by motion: i) the fact of the holding of the closed meeting and the general nature of the matter to be considered at the closed meeting; or ii) in the case of a meeting under Section 239(3.1) of the Municipal Act, Education or training sessions, the fact of the holding of the closing meeting, the general nature of the matter and that it is closed under that subsection. c) Except as provided for in Section 239 of the Municipal, Act, a meeting shall not be closed to the public during the taking of a vote. Any matters considered during Closed Session Items shall be brought forward and voted upon when the Members rise from Closed Session. d) All Members shall ensure that all confidential matters disclosed to them with respect to a Closed Session Item are maintained as Confidential, and that all materials distributed to Members during a Closed Session are required to be returned to the Clerk, at the conclusion of the matter, for destruction. Office Consolidation – February 26, 2020 By-law No. 2017-165, as amended by By-law No. 2020-009 Schedule “A” to By-law No. 2017-165 Page 24 of 30 14.5 Minutes of Council and Committees The minutes of meetings of Council and Committee shall record, without note or comment: a) the place, date and time of meeting; b) the names of those present; c) disclosure of pecuniary interest and the nature thereof; d) the fact of the holding of a closed meeting and the general nature thereof; e) all motions/recommendations, decisions and proceedings of the meeting. The minutes of the meeting shall record when the Chair has exercised the right to unilaterally adjourn a meeting without a motion, in the case of grave disorder arising in the designated meeting place, and shall identify any outstanding agendas items that will be brought forward to a future meeting. If there are multiple minutes listed, they shall be the subject of one motion, unless a separate vote is required by a member of Council or deemed appropriate by the Clerk. 14.6 Recognition of Achievements Recognition of Achievements shall include Township employee recognition type events, and written correspondence recognizing the accomplishments and actions of Township staff and Council. 14.7 Public Meetings and Public Information Sessions a) Council, from time to time, may conduct Public Meetings or Public Information Sessions for any purpose giving such notice as may be deemed necessary or required by legislation or the Township’s Notice Policy. b) Public Meetings required for an application, in accordance with the Planning Act, may be conducted during a scheduled meeting of Council or Committee, or if deemed necessary by the Clerk, or designate, may be conducted as a separate meeting on a designated day. c) Public Information Sessions may be conducted as a separate meeting on a designated date in a format that is appropriate to provide the information. d) All Public Meetings/Public Information Sessions shall be digitally recorded, and such recording shall be available to the public through the Township website. 14.8 Deputations/Presentations a) Individuals or Groups desiring to present information verbally on matters of fact or make a request of Council/Committee shall give notice, in writing on the prescribed form, to the Clerk by 9:00 a.m. 7 calendar days prior to the preferred meeting, stating the purpose of the Deputation. Deputations must confine their remarks to the business stated in the prescribed form to the Clerk. If the individual(s)/group requesting the deputation is unable to present and would like an alternate individual to present on their behalf, they may do so but a written authorization is required to be submitted to staff prior to the start of the meeting and before the deputation Office Consolidation – February 26, 2020 By-law No. 2017-165, as amended by By-law No. 2020-009 Schedule “A” to By-law No. 2017-165 Page 25 of 30 commences. Notwithstanding subsection (e) below this individual who has presented on their behalf continues to be entitled to their ability for one deputation in a calendar year. b) Council/Committee may, at its sole discretion, entertain Deputations with less notice as circumstances warrant. When determining if a Deputation will be heard with less notice than stipulated in Section 14.8 b), consideration shall be given to the Township’s Accountability and Transparency Policy. c) Individuals representing an agency, in partnership with or a consultant for the Municipality, may request (or be requested) to present information at a Council meeting. Notice shall be provided to the Clerk no later than 7 business days prior to the meeting and include the information to be presented. d) Presentations may include the Township receiving and/or presenting an award, certificate, cheque, etc. e) Any individual/group/organization shall be limited to one (1) deputation in a calendar year on the same subject matter, not including presentations requested by Council or staff. f) If an individual/organization has additional information to provide to Council/ Committee on the matter, they may provide written correspondence to the Clerk to be placed on the next regular scheduled Council agenda or, at the discretion of the Clerk, placed on a future agenda where the matter will be debated by members. g) Council/Committee will entertain up to three (3) Deputations/Presentations per meeting. h) Deputations shall be limited in speaking to not more than ten (10) minutes. i) A Deputation wishing to appear before Council/Committee shall be limited to no more than two (2) speakers with a total speaking time of not more than ten (10) minutes. j) Upon consent of the majority of Members present, the ten (10) minute time limit for Deputations may be extended. k) Individuals/Groups requesting to appear before Council/Committee shall be advised of the time limitation in advance of their Deputation. l) Specific types of audio visual equipment may be used to assist in Deputations to Council/Committee, provided that such equipment has been requested from the Clerk at the time of the Deputation request. All deputation materials must be provided in an electronic format to the Clerk at the time of submitting the deputation request form to the Clerk. m) The Chair may expel or exclude from the meeting, any individual who in the opinion of the Chair, has behaved improperly. n) Deputations appearing before Council/Committee with respect to the same matter on the same agenda will be requested to limit their Deputation so as not to repeat the same points. o) Upon the completion of comments to Council/Committee by a Deputation, any discourse between the Members of Council/Committee and the Deputation shall be limited to Members asking questions for clarification and obtaining additional, relevant information only. Members of Council/Committee shall not enter into debate with the Deputation Office Consolidation – February 26, 2020 By-law No. 2017-165, as amended by By-law No. 2020-009 Schedule “A” to By-law No. 2017-165 Page 26 of 30 respecting their comments. Council may not respond to a deputation during the meeting at which it occurs. All deputations shall either be received for information, or shall be received for information and request for further information from staff. p) Deputations will not be permitted on items that shall be or have been the subject of a scheduled public meeting pursuant to the Planning Act or other relevant legislation. Persons should present their concerns and opinions at the scheduled public meeting where their comments can be considered along with all other submissions. Deputations to Council after the Public Meeting has been completed and before Council has made its determination will not be permitted. q) Notwithstanding (p) above, persons may speak to a item that has been the subject of a Public Meeting during the Open Forum portion of a Council meeting where the item is included on the agenda. r) Scheduling shall be at the discretion of the Clerk and may include consultation with the Head of Council, CAO and appropriate Director. s) No Deputation shall: i) Speak disrespectfully of any person; ii) Use Improper Language or unparliamentary language; iii) Speak on any subject other than the subject for which they have received approval to address Council/Committee; iv) Disobey the rules of procedure or a decision of the Chair of Council/Committee. t) No person will be permitted to address Council relating to any litigation matters with respect to the Municipality. 14.9 Identification from the Public of an Agenda Item of Interest Provides an opportunity for members of the public to identify an agenda item which the public member may request be brought forward and considered earlier in the meeting. 14.10 Open Forum The Open Forum provides an opportunity for the public to provide verbal comments to Council, in Open Session, on matters scheduled on the current agenda, and shall be conducted as follows:  Open Forum shall last no longer than 20 minutes;  Each speaker shall be required to identify the agenda item they are speaking to and provide their name and address, which may become part of the public record;  A speaker shall be limited to 2 minutes per agenda item;  No response shall be provided to any question posed during Open Forum;  No discussion, debate or decisions will occur during Open Forum;  Each speaker is permitted to speak only once per agenda item;  A speaker may provide comment on one agenda item and then shall step aside to enable another to provide comment on an agenda item;  No speaker shall speak to a second agenda item until other individuals have had an opportunity to speak once;  Speakers providing comment on the same agenda item, shall be requested to limit their comments so as to provide additional information and not repeat the same information provided by a previous speaker;  Comments made during Open Forum will not form part of the minutes of the meeting; Office Consolidation – February 26, 2020 By-law No. 2017-165, as amended by By-law No. 2020-009 Schedule “A” to By-law No. 2017-165 Page 27 of 30  The following matters will not be permitted during Open Forum: o Comments/complaints against Members of Council or Township staff; o Matters beyond the jurisdiction of Council or the Township; o Closed Session agenda items, including current or pending litigation, or Insurance claims and/or pending claims by or against the Township; o Comments with respect to Minutes of Council and Committees; o Comments that are contrary to the Municipal Freedom of Information and Protection of Privacy Act; o Comments with respect to any applications which have proceeded through a Public Meeting in accordance with the Planning Act, with the exception of comment related to a recommendation contained within the Staff Report.  The Chair may conclude Open Forum prior to the 20 minute maximum time limit, for non-compliance with the Open Forum parameters, Conduct of Members of the Public, or any other reason. 14.11 Reports of Municipal Officers (a) Staff Reports for Recommended Action Staff reports for action includes matters for Council/Committee consideration that requires action or direction. These reports are brought forward by Township staff, including Township hired consultants and the Township’s appointed auditor. (b) Staff Reports for Information Staff reports for information includes matters for Council/ Committee that are being provided for informational purposes only and do not require a decision. These reports are brought forward by Township staff, including Township hired consultants and the Township’s appointed auditor. All staff reports for information may be adopted by one motion, but any of which may be removed from the motion and voted upon separately upon the request of a Member or at the discretion of the Clerk”. 14.12 Reports of Members of Council Reports of Members of Council includes “Updates from Council Representatives – County of Simcoe and Township Partners and Agencies”, as well as matters for Council consideration/information that are brought forward by the Members of Council. a) Updates from Council Representatives – County of Simcoe and Township Partners and Agencies: Provides an opportunity for the Township’s representatives at the County of Simcoe, and the Council members appointed as the Township’s representatives at the Township’s Partners and Agencies, to deliver updates on the activities of the County of Simcoe and the Township’s Partners and Agencies. 14.13 Consent Agenda Consent Agenda includes “Announcements of Interest to the Public”, as well as a list of items on the agenda containing recommendations from Staff as to their disposition, all of which may be adopted by one motion, but any of which may be removed from the motion and voted upon separately upon the request of a Member. Office Consolidation – February 26, 2020 By-law No. 2017-165, as amended by By-law No. 2020-009 Schedule “A” to By-law No. 2017-165 Page 28 of 30 14.14 Communications/Petitions a) Petitions designed to be presented to Council/Committee and filed with the Clerk shall meet the following requirements: i) The petition must be addressed to the Township and request a particular action within the authority of Council; ii) Petitions must be legible, typewritten or printed in ink (no pencil); iii) The text of the petition must be listed at the top of each page for multiple-page petitions. Pages should be numbered and total number of pages indicated; iv) The petition must be appropriate and respectful in tone, and must not contain any improper or offensive language or information; v) Each petitioner must print and sign his or her own name. A paper petition must contain original signatures only, written directly on the petition; vi) Each petitioner must provide his or her full address; vii) For electronic petitions, petitioners must provide name, address and a valid e-mail address; and viii) The petition must clearly disclose on each page that it will be considered a public document by the Township of Oro-Medonte and the information contained in it may be subject to scrutiny as part of the public record. b) Communications designed to be presented to Council/Committee and filed with the Clerk shall meet the following requirements: i) Communications must be legible, typewritten or printed in ink (no pencil); ii) The communication must be appropriate and respectful in tone, and must not contain any improper or offensive language or information; iii) Every communication shall be dated and shall include the name of at least one person, and an address where return correspondence or contact is to be directed to. Paper communications shall contain signatures; and iv) Every communication shall be considered a public document by the Township or Oro-Medonte and all information contained in the communication will become part of the public record of the meeting at which it is received. c) Communications addressed to Mayor and Members of Council shall be placed on a Council agenda for disposition, at the Clerk’s discretion, in consultation with the Head of Council and Chief Administrative Officer. d) Every communication or petition, to be printed on an agenda, shall be delivered to the Clerk no later than 9:00 a.m. 7 calendar days prior to the meeting. If, in the Clerk’s opinion, the communication/petition is of a time sensitive nature, the Clerk may bring forward such communication/petition for Council/Committee consideration, after the aforementioned deadline. Office Consolidation – February 26, 2020 By-law No. 2017-165, as amended by By-law No. 2020-009 Schedule “A” to By-law No. 2017-165 Page 30 of 30 14.17 Closed Session Items (Unfinished Items) Any matters considered during Closed Session Items that were not concluded prior to rising from Closed Session, are brought forward to Closed Session Items (Unfinished Items) to enable for discussion on the matters so that they may be brought forward and voted upon when the Members rise from Closed Session Items (Unfinished Items). 14.18 Confirmation By-law Council shall adopt a Confirmation By-law at every meeting to confirm the decisions of Council. The Confirmation By-law confirms that the actions of Council in respect to each motion, resolution or other actions passed and taken by Council at a Council meeting, except where prior approval of the Ontario Municipal Board or other authority by law is required, is thereby adopted, ratified and confirmed as if all such proceedings were expressly embodied in a by-law. The Confirmation By-law shall be listed separately on the agenda and enacted by one motion that is not amendable or debatable. 14.19 Adjournment a) Meetings shall adjourn 4 hours after their scheduled commencement unless this rule is temporarily suspended by motion of the majority of the Members present. b) In the event of grave disorder arising in the meeting place, the Chair may unilaterally adjourn the meeting without a motion. c) A meeting lasting 4 hours or less shall be deemed to be a “half day” in accordance with the Township’s Remuneration By-Law. 15.0 Suspension/Amendment of Procedure a) Any procedure required by this by-law may be suspended with consent by a 2/3 vote of the Members of the Council present. b) No amendment or repeal of this By-law or any part thereof shall be considered at any meeting of the Council unless notice of proposed amendment or repeal has been given at a previous regular meeting of the Council. The waiving of this notice by the Council is prohibited.