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2006-114 To Govern the Proceedings of Council and Committees of Council in The Township of Oro-Medonte and to Repeal By-law Nos. 2002-138, 2003-021, 2004-037THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE BY-LAW NO. 2006.114 A By-law to Govern the Proceedings of Council and Committees of Council in the Township of Oro-Medonte and to Repeal By-law Nos. 2002-138, 2003-021 & 2004-037 WHEREAS the Township of Oro-Medonte By-law No. 2002-138, being a by-law to govern the proceedings of the Council 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 repeal By-law No. 2002-138 so that Council may reflect the current practices, procedures and statutory requirements of Council and Committees of Council; AND 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; NOW THEREFORE the Council of the Township of Oro-Medonte hereby enacts as follows: 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 of 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 Statues imposed contrary to this by-law shall take precedence. 4. That this by-law may be cited as the "Procedural By-law" 5. That By-law Nos. 2002-138, 2003-021 and 2004-037 are repealed in their entirety. 6. This by-law shall take effect on the 1 S` day of January, 2007. BY-LAW READ A FIRST AND SECOND TIME THIS 20T" DAY OF DECEMBER, 2006. BY-LAW READ A THIRD TIME AND FINALLY PASSED THIS 20T" DAY OF DECEMBER, 2006. THE COR~ORATIQN OF THE TOWNSHIP OF ORO-MEDONTE Schedule "A" to By-law No. 2006-114 for The Corporation of the Township of Oro-Medonte INDEX 1.0 DEFINITIONS 2.0 CALLING, PLACE AND TIME OF MEETINGS 2.1 Inaugural Meeting of Council 2.2 Council Meetings -Regular 2.3 Council Meetings -Special 2.4 Committee of the Whole Meetings 2.5 Time Meetings to Commence 2.6 Time Meetings to Adjourn 3.0 QUORUM 3.1 Quorum -Council/Committee of the Whole 3.2 Quorum -Standing/Ad Hoc Committees or Technical Support Groups of Council 3.3 Attendance 4.0 OPEN AND CLOSED MEETINGS -GENERAL 4.1 Open Meetings 4.2 Closed Meetings (In-Camera) 5.0 HEAD OF COUNCIL 5.1 Chairperson -Council 5.2 Duties of Head of Council 5.3 Vacate the Chair -Head of Council 5.4 Absence from Council Meeting 6.0 CHAIRPERSON OF COMMITTEE OF THE WHOLE 6.1 Duties of Chairperson of Committee of the Whole 6.2 Vacate the Chair -Chairperson of Committee of the Whole 6.3 Absence from Committee of the Whole Meeting 7.0 CHAIRPERSON -STANDING/AD HOC COMMITTEES OR TECHNICAL SUPPORT GROUPS OF COUNCIL 7.1 Absence from Standing/Ad Hoc Committee or Technical Support Group Meeting 8.0 ORDER AND DECORUM 9.0 RULES OF DEBATE 9.1 Rules of Debate -Head of Council/Chairperson 9.2 Rules of Debate -Members 9.3 Rules of Debate - In Council/Committee of the Whole 10.0 VOTING 10.1 Voting -Head of Council 10.2 Voting -Chairperson of Committee of the Whole 10.3 Voting -Chairperson of Standing/Ad Hoc Committee or Technical Support Group of Council 10.4 Voting on Questions 10.5 Failure to Vote 10.6 Appeal of Declaration of Result 10.7 Equality of Votes 10.8 Recorded Vote 10.9 Voting -Closed Meeting 11.0 MOTIONS/RECOMMENDATIONS 11.1 Motions/Recommendations -General 11.2 Withdrawal of a Motion 11.3 Motion to Amend 11.4 Notice of Motion 11.5 Motion to Reconsider 12.0 AGENDA AND MINUTES 12.1 Council Agenda 12.2 Committee Agenda 12.3 Minutes -Council and Committee 13.0 PETITIONS AND COMMUNICATIONS 14.0 DEPUTATIONS/DELEGATIONS 15.0 BY-LAWS 16.0 STANDING/AD HOC COMMITTEES OR TECHNICAL SUPPORT GROUPS OF COUNCIL 17.0 CONFIRMATION BY-LAW 18.0 SUSPENSION/AMENDMENT OF PROCEDURE SCHEDULE `A' TO BY-LAW NO. 2006-114 1.0 DEFINITIONS That in this By-law: a) "Advisory Committee" means all the members present at a meeting sitting in Committee and acting within the terms of reference defined within this by-law. b) "Agenda" means a list of all items to be considered by the Council/Committee at the meeting for which the agenda was published; c) "Addendum" means a list of all items to be added to the agenda to be considered by the Council/Committee at the meeting for which the agenda was published; d) "Clerk" means the Clerk of the Township of Oro-Medonte. e) "Committee of the Whole" means all members present at a meeting sitting in Committee. f) "Council" means the Council of the Township of Oro-Medonte. g) "Head of Council" means the Mayor. h) "Holiday" means: (i) any holiday as defined in the Interpretation Act, R.S.O. 1990, Chapter 1.11 (ii) Boxing Day (iii) any day proclaimed by the Head of the Council as a Civic Holiday i) "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. j) "Meeting" means any regular, special, committee or other meeting of a Council or local board. k) "Member" means a member of the Council and includes the Head of Council. I) "Recorded Vote" means the recording of the name and vote of every Member on any matter of question. 2.0 CABLING, PLACE AND TIME OF MEETINGS 2.1 Inaugural Meeting of Council The Inaugural Meeting of Council shall take place at 7:00 p.m. on the first Tuesday of December following a regular election. 2.2 Council Meetings -Regular a) The Council of The Corporation of the Township of Oro-Medonte shall hold its Regular Meetings at the Administration Centre, 148 Line 7 South, on the second and fourth Wednesday of each month at 7:00 p.m. or on such other day as may be determined from time to time by resolution of Council. In the event that such day is a public holiday, civic holiday, or a day on which a Municipal Election is to be held, the Council shall meet at the same hour on the 1St day thereafter, unless otherwise provided by resolution of Council. b) Where a Regular meeting of Council is to be held at a time, day or place other than as set out in Section 2.2(a) above, Council shall give notice, at least 48 hours in advance of such meeting, by publication in a newspaper that is, in the Clerk's opinion, of sufficient general circulation in the area to give the public reasonable notice of the meeting. 2.3 Council Meetings -Special a) The Mayor/Head of Council may, at any time, summon a Special Meeting of the Council. b) Upon receipt of a petition of the majority of the Members of Council, the Clerk shall summon a Special Meeting for the purpose and at the time mentioned in the petition. c) The business to be dealt with at a Special Meeting of Council shall be limited to that which is listed in the notice of the meeting. d) 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. 2.4 Committee of the Whole Meetings a) The Corporation of the Township of Oro-Medonte shall hold its Committee of the Whole Meetings at the Administration Centre, 148 Line 7 South, on the first and third Wednesday of each month at 9:00 a.m. or on such other day as may be determined from time to time by resolution of Council. In the event that such day is a public holiday, civic holiday, or a day on which a Municipal Election is to be held, the Council shall meet at the same hour on the 1St day thereafter, unless otherwise provided by resolution of Council. b) Where Committee of the Whole Meeting is to be held at a time, day or place other than as set out in Section 2.4(a) above, the Committee shall give notice, at least 48 hours in advance of such meeting, by publication in a newspaper that is, in the Clerk's opinion, of sufficient general circulation in the area to give the public reasonable notice of the meeting. c) The rules governing the procedure of Council and the conduct of Members in Council shall be observed in Committee of the Whole so far as they are applicable. 2.5 Time Meetings to Commence As soon after the hour fixed for the Council/Committee meeting as there is a quorum present, the MayorlHead of Council or Chairperson shall take the chair and call the Members to order. 2.6 Time Meetings to Adjourn a) Day meetings shall adjourn at 4:00 p.m. unless this rule is temporarily suspended by resolution of the majority of the Members present. b) Night meetings shall adjourn at 11:00 p.m. unless this rule is temporarily suspended by resolution of the majority of the Members present. 3.0 QUORUM 3.1 Quorum -Council/Committee of the Whole a) Four (4) Members of Council shall 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. 3.2 Quorum -Standing/Ad Hoc Committees or Technical Support Groups of Council a) A majority of the whole number of members required to constitute the Committee or Technical Support Group shall be necessary to form a quorum (one-half the number of members + one). b) Where quorum is not present within thirty minutes of the time appointed for a meeting, the Chair 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. 3.3 Attendance 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 Chairperson. Such attendance at the Committee meeting shall be at the member's own discretion and without per diem. 4.0 OPEN AND CLOSED MEETINGS -GENERAL 4.1 Open Meetings All meetings of Council and all meetings of any Committees of Council shall be open to the public subject to the exceptions listed in Section 4.2. 4.2 Closed Meetings (In-Camera) 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 Township; ii) personnel matters involving identifiable individuals including municipal employees; iii) the proposed or pending acquisition/sale of real property for municipal purposes; iv) labour relations or employee negotiations; v) litigation or potential litigation affecting the municipality, including matters before administrative tribunals; vi) the receiving of advice that is subject to solicitor-client privilege, including communications necessary for that purpose; vii) a matter in respect of which a council, committee or other body has authorized a meeting to be closed under another Act; viii) the consideration of 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. b) Before all or part of a meeting is closed to the public, the Members shall state by resolution: i) the fact of the holding of the closed meeting; ii) the general nature of the matter to be considered at the closed meeting. 5.0 HEAD OF COUNCIL 5.1 Chairperson -Council The Mayor/Head of Council shall assume the duties of Chairperson during Council Meetings. 5.2 Duties of Head of Council a) The Mayor/Head of Council shall preserve order and decorum, decide questions of order (subject to an appeal to the Council by any Member) and, without unnecessary comment, cite the rule of authority commonly accepted (under parliamentary procedures) applicable to the case, if called upon to do so. b) To open the meeting of Council by taking the chair and calling the Members to order. c) To announce the business before the Council in the order in which it is to be acted upon. d) To receive and submit, in the proper manner, all motions presented by the Members of Council. 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 observance of order and decorum among the Members. 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, thereby ordering him/her to vacate the Council Chamber. k) To receive all messages and other communications and announce them to the Council. To authenticate, by his/her signature when necessary, all by-laws, resolutions and minutes of the Council. m) To represent and support the Council, declaring its decision in all things. n) To ensure that the decisions of Council are in conformity with the laws and by-laws governing activities of the Council. o) To adjourn the meeting when the business is concluded. p) To adjourn the meeting without the question put, in the case of grave disorder arising in the Council Chamber. 5.3 Vacate the Chair -Head of Council a) If the Mayor/Head of Council desires to introduce a motion or by-law, he/she shall leave the Chair for that purpose, and shall call on another Member of Council to fill his/her place until he/she resumes the Chair. b) A motion in Council that the Mayor/Head of Council leave the Chair, with leave to sit again, shall always be in order, and shall be decided without debate. 5.4 Absence from Council Meeting a) In the absence of the Mayor/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 Mayor/Head of Council. In the absence of the Mayor/Head of Council and the Deputy Mayor, a Chairperson shall be chosen from the Members to preside during the meeting or until the arrival of the Mayor/Head of Council or Deputy Mayor. b) While presiding, the Deputy Mayor or Chairperson chosen by Council shall have all the powers of the Mayor/Head of Council and shall be entitled to vote as a Member. 6.0 CHAIRPERSON OF COMMITTEE OF THE WHOLE The Mayor/Head of Council shall assume the duties of Chairperson during Committee of the Whole Meetings. 6.1 Duties of Chairperson of Committee of the Whole The Chairperson of Committee of the Whole shall maintain order in the Committee and report the proceedings to the Council. 6.2 Vacate the Chair -Chairperson of Committee of the Whole a) During Committee of the Whole Meetings, the Chairperson may appoint a member of the Committee to take the Chair, and the Chairperson may then vacate the chair. b) A motion in Committee of the Whole that the Chairperson leave the Chair, with leave to sit again, shall always be in order, and shall be decided without debate. 6.3 Absence from Committee of the Whole Meeting a) In the absence of the Mayor/Chairperson, 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 Mayor/Chairperson. In the absence of the Mayor and the Deputy Mayor, a Chairperson shall be chosen from the Members to preside during the meeting or until the arrival of the Mayor or Deputy Mayor. b) While presiding, the Deputy Mayor or Chairperson chosen by Committee of the Whole shall have all the powers of the Mayor/Chairperson and shall be entitled to vote as a Member. c) The Mayor/Head of Council may designate any Member of Council to act as Chairperson. While presiding, the Chairperson shall have all of the powers of the Mayor/Chairperson and shall be entitled to vote as a Member. 7.0 CHAIRPERSON -STANDING/AD HOC COMMITTEES OR TECHNICAL SUPPORT GROUPS OF COUNCIL The Chairperson of a Standing/Ad Hoc Committee or Technical Support Group of Council shall be appointed by Council. 7.1 Absence from Standing/Ad Hoc Committee or Technical Support Group Meeting a) In the absence of the Chairperson, a Chairperson shall be chosen from among the members of the Committee/Technical Support Group to preside during the meeting or until the arrival of the Chairperson. b) The Chairperson of a Committee/Technical Support Group may appoint another member of the Committee to act as the Chairperson while he is temporarily absent from the meeting. 8.0 ORDER AND DECORUM No Member shall: a) disturb another, or the Council itself, by any disorderly deportment disconcerting to any Member speaking; b) resist the rules of Council or disobey the decision of the Mayor/Head of Councilor Chairperson on questions of order or practice or upon the interpretations of the rules of order of the Council; c) be permitted to retake his/her seat at any meeting after being ordered by the Mayor/Head of Council or Chairperson 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) leave his/her place on adjournment until the Mayor/Head of Council or Chairperson leaves his chair; e) speak until he/she has addressed himself to the Mayor/Head of Council or Chairperson; f) walk across or out of the Chamber or make any noise or disturbance when the Mayor/Head of Council or Chairperson is putting a question and shall occupy his/her seat while a vote is being taken and until the result thereof is declared; g) ignore a dress code for Council Meetings agreed to by the majority Members of Council. 9.0 RULES OF DEBATE 9.1 Rules of Debate -Head of Council/Chairperson In directing the course of debate, the Head of Council/Chairperson 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 of the Whole, 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 indecent, offensive or insulting language in or against the Council or any member thereof; c) speak beside the question in debate; d) criticize any decision of Council/Committee except for the purpose of moving that the question be reconsidered; e) disobey the rules of Council/Committee or a decision of the Head of Council/Chairperson on questions out of order or practice, or upon the interpretation of the rules of the Council/Committee; 9.3 Rules of Debate - In Council/Committee of the Whole a) Every member when speaking to any question or motion shall respectfully address the Mayor/Head of Council or Chairperson. b) When a member is speaking, no other member shall pass between him/her and the Chairperson, or interrupt him/her except to raise a point of order. c) 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. d) No member shall speak to the same question for longer than 2 (two) minutes. With the leave of Council/Committee, 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. 10.0 VOTING 10.1 Voting -Head of Council The Mayor/Head of Council (except where disqualified from voting by reason of interest or otherwise) may vote with the Members on all questions. 10.2 Voting -Chairperson of Committee of the Whole The Chairperson of Committee of the Whole (except where disqualified from voting by reason of interest or otherwise) may vote with the Members on all questions. 10.3 Voting -Chairperson of Standing/Ad Hoc Committee or Technical Support Group of Council Members of Council sitting as members of Standing/Ad Hoc Committees or Technical Support Groups of Council may not vote with the members of the committee/technical support group on any question. 10.4 Voting on Questions a) When the Mayor/Head of Council or Chairperson 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 Mayor/Head of Council or Chairperson. 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 Mayor/Head of Council, Chairperson 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, director indirect in the question. d) The manner of determining the decision of the Council on a motion shall be by a "show of hands". e) Any motion shall require four affirmative votes in order to be valid and binding on Council. Where only a quorum is present, a resolution/recommendation, in order to carry or be passed, must be affirmed by the majority of the quorum. f) Members of Council appointed to the Planning Advisory Committee shall not vote with the public members of Planning Advisory Committee on any question. 10.5 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. 10.6 Appeal of Declaration of Result a) Council Meetings If a member who has voted on a question disagrees with the declaration of the Mayor/Head of Council or Chairperson that the question is carried, or lost, he/she may, but only immediately after the declaration by the Mayor/Head of Council or Chairperson, appeal the declaration. On an appeal by a member, the Mayor/Head of Council or Chairperson shall call for a recorded vote to be taken on the question in the manner prescribed in Section 10.8 of this By-law. b) Committee of the Whole and Standing/Ad Hoc Committees or Technical Support Groups of Council An appeal of the Declaration of Result by the Chairperson of a Committee/Technical Support Group of Council shall be to the Mayor/Head of Council in Council. 10.7 Equality of Votes Where a vote on a question results in an equality of votes, the result shall be deemed to be negative. 10.8 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 Mayor/Head of Council or Chairperson, 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 Mayor/Head of Council or Chairperson. d) The Mayor/Head of Council or Chairperson shall vote last. 10.9 Voting -Closed Meeting a) Subject to Section 10.8 (b), a meeting shall not be closed to the public during the taking of a vote. b) Notwithstanding Section 10.8 (a), a meeting may be closed to the public during the taking of a vote where: i) Section 4.2 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. 11.0 MOTIONS/RECOMMENDATIONS 11.1 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 Mayor/Head of Council or Chairperson, and shall then be open for discussion prior to the vote being taken. Immediately preceding the taking of the vote, the Mayor/Head of Council or Chairperson, 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 motion that the Council resolve itself into a Committee of the Whole (not debatable) 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. g) No member shall speak to a motion more than once, without leave from the Mayor/Head of Council or Chairperson. Each Member shall confine their remarks to a limit of 2 (two) minutes. 11.2 Withdrawal of a Motion After a motion has been received and/or read by the Mayor/Head of Council or Chairperson, it shall be deemed to be in the possession of the Council but may be withdrawn by the mover, with the consent of the seconder, prior to amendment or voting thereon. 11.3 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 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; 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; 11.4 Notice of Motion a) A motion to rescind or that has the effect of being contrary or opposite to a motion entered upon the minutes shall be received or put only when notice of intention to introduce such motion is given in accordance with Section 11.4 (b). b) Notice of motion requires the Member of Council to provide at least a brief verbal explanation of the matter and to provide the Mayor/Head of Council with a written motion at a regularly scheduled meeting of Council. Such motion shall be provided to Members in an agenda for consideration by Council at its next regularly scheduled meeting. 11.5 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 and no further discussion of the main motion may take place more than once in a ninety-day period. 12.0 AGENDA AND MINUTES 12.1 Council Agenda a) The Clerk shall forward all notices and agendas for regular meetings of Council a minimum of 48 hours in advance of such meetings. b) Notice of intention to introduce a matter not provided for on the Agenda may be given in the "Notice of Additions" portion of the Agenda and shall be entered for consideration on the Agenda after the appropriateness of considering the matter is decided by the Mayor/Head of Council or Chairperson. c) The Order of the Day shall have preference during the Council meeting, save and except that the Mayor/Head of Council may change the order at any time during the meeting. Order of the Dav The business of Council shall be taken up in the following order: 1. Opening of Meeting by the Mayor 2. Prayer/Contemplation/Reflection 3. Notice of Additions 4. Adoption of the Agenda 5. Disclosure of Pecuniary Interest 6. Minutes of Previous Meetings of Council 7. Recognition of Achievements 8. Public Meetings 9. Deputations 10. Consent Agenda 11. Motions for which Notice has been given 12. Reports of Municipal Officers 13. Reports of Committees 14. Communications 15. In-Camera Items 16. By-laws 17. Confirmation By-law 18. Questions and Announcements 19. Adjournment 12.2 Committee Agenda a) The Clerk shall forward all notices and agendas for regular Committee of the Whole meetings a minimum of 48 hours in advance of such meetings. b) Notice of intention to introduce a matter not provided for on the Agenda may be given in the "Notice of Additions" portion of the Agenda and shall be entered for consideration on the Agenda after the appropriateness of considering the matter is decided by resolution of a majority of members. 12.3 Minutes -Council and Committee 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 resolutions, decisions and proceedings of Council. 13.0 COMMUNICATIONS AND PETITIONS a) Every communication, including a petition designed to be presented to the Council and filed with the Clerk, shall be legibly written or printed; shall not contain any obscene or improper matter or language; shall be signed and dated by at least one person; and shall include an address and telephone number where return correspondence or contact is to be directed. b) Every communication or petition shall be delivered to the Clerk not less than four regular working days in advance of the meeting. 14.0 DEPUTATIONS/DELEGATIONS a) Persons desiring to present information verbally on matters of fact or make a request of Council shall give notice, in writing, to the Clerk not less than four regular working days in advance of the meeting of Council, stating the purpose of the Deputation. All requests to be heard by Council shall be signed. Council may, at its sole discretion, entertain deputations/delegations with less notice as circumstances warrant. b) Deputations may be limited in speaking to not more than ten (10) minutes. c) A delegation wishing to appear before Council shall be limited to two (2) speakers, each limited to speaking not more than five (5) minutes. d) Persons requesting to appear before Council shall be advised of the time limitation in advance of their presentation. e) The Chairperson of a Committee Meeting or Council Meeting may expel or exclude from the meeting, any person who in the opinion of the Chairperson, has behaved improperly. f) Deputations/delegations appearing before Council with respect to one agenda item will be requested to limit their deputation so as not to repeat the same points. g) Deputations/delegations to Council will be limited to one appearance before Council with respect to the same matter. h) Deputations/delegations to Council will be encouraged to provide written copies of presentations. 15.0 BY-LAWS a) Every by-law shall be introduced upon motion by a Member of the Council, specifying the title of the By-law. b) 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 provisions of any act and shall be complete with the exception of the number and date hereof. c) Every by-law shall have three readings prior to it being passed. d) The first and second reading of a by-law shall be decided without amendment or debate. e) If the Council determines that the by-law is to be considered in Committee of the Whole, it shall be so considered prior to the third reading thereof. f) If Council so determines, a by-law may be taken as read. g) The Clerk shall set out on all by-laws enacted by Council the date of the several readings thereof. h) Every by-law enacted by the Council shall be numbered and dated and shall be sealed with the seal of the Corporation and signed by the Clerk and the Mayor/Head of Council or Chairperson and shall be deposited by the Clerk in the office for safekeeping. 16.0 STANDING/AD HOC COMMITTEES OR TECHNICAL SUPPORT GROUPS OF COUNCIL The provisions of this By-law, with necessary modification, shall apply to Standing/Ad Hoc Township Committees or Technical Support Groups and to any other Committees or local boards established by Council from time to time. 17.0 CONFIRMATION BY-LAW a) There shall be enacted a by-law at the end of each Council Meeting to confirm each recommendation contained in a Report of the Committee of Council and, in respect of each motion, resolution and other actions passed and taken by the Council at the meeting, except where the prior approval of the Ontario Municipal Board or any other body or agency is required. b) A motion for leave to pass a by-law to confirm the proceedings of a meeting of Council shall be voted on without debate. 18.0 SUSPENSION/AMENDMENT OF PROCEDURE a) Any procedure required by this by-law may be suspended with consent by a majority vote of the Members of the Council present. c) 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.