Guidelines: Boards & Committees

Guidelines for All Boards and Committees of Council
Under the Municipal Procedural By-Law to govern the proceedings of all meetings

Chairperson
1. Board/Committee shall identify a Chairperson.
1. The Chairperson shall;
1. Approve the agenda prepared, or ensure it is prepared and circulated prior to a scheduled meeting.
2. Ensure there is a Recording Secretary who will record the minutes of all meetings and ensure the minutes are delivered as required.
3. Chair the meeting.
4. Evaluate the meeting to determine needed improvements.
5. Follow-up with people assigned to do tasks.
2. Members may appoint another presiding officer from among themselves for the purpose of chairing a meeting when the Chairperson is absent or refuses to act. A presiding officer may be designated by secret ballot.

Member Responsibilities
2. For a meeting to function smoothly, members are expected to understand and perform their duties as part of a team. In doing so, business will be accomplished effectively and with greater ease. The responsibilities of members include:
1. Attend all meetings, arrive in a timely fashion, and participate until the end of the meeting.
2. Be able and ready to communicate knowledgeably and intelligently on all matters of business.
3. Be sensitive, open-minded, and treat all present with courtesy and respect.
4. Speak openly, but also let others have their turn to speak.
5. Follow the rules of debate, make a point concisely. Attack issues, not people.
6. Insist on law and order at all meetings.
7. Participate actively and work with all others in a cooperative fashion.
8. Be familiar with the �Guidelines for All Boards and Committees of Council�.
9. Respect the Chair's opinions and rulings.

Meetings
3. Regular meetings dates and times shall be as determined at the first meeting of the calendar year.
4. The Chairperson may, at anytime summon a special meeting as required.
5. A member of the Board or Committee can participate electronically in a meeting which is open to the public via conference call but that member shall not be counted in determining whether or not a quorum of member is present at any point in time.
6. 1. All meetings shall be open to the public.
   2. Notwithstanding 6a) above, a meeting may be closed to the public if the subject involves any of the following:
   • security of the property of the municipality or local board;
   • personal matters about an identifiable individual, including municipal or local board employees;
   • a proposed or pending acquisition or disposition of land for municipal or local board purposes;
   • labour relations or employee negotiations;
   • litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board;
   • the receiving of advice that is subject to solicitor/client privilege, including communications necessary for that purpose;
   • a matter in respect of which a council, board, committee or other body has authorized a meeting to be closed under another Act;
   • the subject matter relates to the consideration of a request under the Municipal Freedom of Information and Protection of Privacy Act.
   • under subsection 239 (3.1) of the Municipal Act, 2001
   3. Before all or part of a meeting is closed to the public, the Board or Committee shall state by resolution;
   1. the fact of the holding of the closed meeting
   2. the general nature of the matter considered at the closed
   3. only those matters relating to the nature of the matter being considered may be discussed in the closed session
   4. All members in attendance at a closed session shall make an affirmation of confidentiality at the inaugural meeting and execute a confidentiality agreement
   5. No member in attendance at a closed session shall disclose to any person not in attendance at the meeting any of the information provided at such closed session
   
   Agendas
7. Agendas shall be generally formatted as follows but modifications to the matters to be included or the order of business may be effected without amendment to these guidelines;
1. Call to Order
2. Disclosure of Pecuniary Interest and Nature Thereof
3. Adopt Minutes of Previous Meetings
4. Deputations
5. Correspondence
6. Old Business for Discussion
7. New Business for Discussion
8. Accounts
9. In Camera Session
10. Return to Regular Session
11. Adjournment
8. All resolutions, decisions and other proceedings at a meeting shall be recorded without note or comment, whether the meeting is open or closed.


Recording Equipment
9. 1. Cameras, electric lighting equipment, flash bulbs, recording equipment, television cameras and any other device of a mechanical, electronic or similar nature used for transcribing or recording proceedings by auditory or visual means by any person other than the recording secretary of the meeting including but not limited to, members, representatives of any news media whatsoever or members of the public is prohibited unless authorized in advance by the Chairperson.
   2. When exercising the discretion to authorize the use of equipment such as described in (a) regard shall be had as to whether the use will be a distraction to the meeting and to whether there is a recording secretary present with the capability of providing a complete record of the meeting.

Quorum
10. If no quorum is present fifteen minutes after the time appointed for a meeting, the recording secretary shall record the names of the members present and the meeting shall stand adjourned until the date of the next regular meeting or until rescheduled. A quorum shall be a majority of the members present.


Curfew
11. Meetings shall stand adjourned at 10:00p.m. However, business may be continued upon a resolution passed by majority vote.


Absences
12. Where a member has three consecutive absences from regularly scheduled meetings:
1. The Chairperson shall informally notify absent members to determine if they plan to attend the next regularly scheduled meeting and note any reasonable or compassionate circumstances which would prohibit their attendance.
2. If no reasonable or compassionate response is given, the Chairperson shall inform the absent member that if they are absent from a fourth consecutive regular meeting, they will be removed from the Board or Committee and their seat shall be declared vacant.
3. If the Chairperson is unable to reach the absent member, within a reasonable period before the fourth meeting, a brief letter stating the Municipality of Callander Guidelines for All Boards and Committees of Council regarding absences will be forwarded to the member.
4. If the member does not attend the next regularly scheduled meeting, the Chairperson shall declare the absent member's seat vacant, without debate or resolution.
5. The Chairperson shall inform the CAO/Clerk of the absent member. The CAO/Clerk will then initiate the recruitment and selection process.


Regrets
13. If you are unable to attend a meeting, notify the Chairperson as soon as possible. It is an inconvenience to other members if a quorum is not attained.


Recruitment and Selection Process
14. The CAO/Clerk shall be notified of a vacant seat and a notice will be posted in accordance with By-Law 2007-1036.


Minutes
15. The CAO/Clerk shall receive minutes of the meetings within ten (10) days of the date of the meeting to ensure accountability and transparency. Minutes shall be signed by the Chairperson and Recording Secretary. Ensure minutes are written with reference to item and action.


Role of Council Liaison(s) to Committee
16. Council may choose to appoint a council member as liaison to any Board or Committee; however, such liaisons will be non-voting members. They may provide advice to the Committee to help them understand Council's intentions or direction on a matter.


Recommendations to Council
17. From time to time it is expected that matters of business at a Board or Committee meeting will result in a recommendation to Council. In such cases, it is important that the recommendation be brought to the attention of the CAO/Clerk as soon as possible after the meeting by the Chairperson. This will ensure te matter is placed on the agenda of the next meeting of the appropriate Executive Committee. The recommendation must come in the form of an approved resolution, endorsed by the Chariperson and the moving members. All reports or submission to Executive Committees shall be provided i a simple and precise manner. Budgetary or new program requests shall be considered through the annual Budget process.


Relationship of this Committee to Municipal Staff
18. Municipal staff will provide administrative support or technical advice to the Committee as required, co-ordinated through the office of the Chief Administrative Office/Clerk. For support on the implementation of specific projects, Council approval is required prior to taking any substantive action.


Relationship of this Committee to other Council-appointed Committees
19. All Boards and Committees provide advice and recommendations to Council. However, Council has final decision-making authority on behalf of the Municipality. Committees are encouraged to consult with each other on matters of mutual interest.

Updated on: Jun. 09, 2009