District of Lantzville Monday, July 18,2016, at 6:00 pm at ... · Councillor Colclough MOVED and Councillor Neary SECONDED, THAT the Committee of the Whole recesses the meeting to

District of LantzvilleIncorporated June 2003

Agenda for the Committee of the Whole Meeting of the District of Lantzville to be held onMonday, July 18,2016, at 6:00 pm at the District Office, 2"'' Floor - 7192 Lantzville Road,Lantzville, BC

Page No. (This meeting may be recorded)1. AGENDA ADDITIONS AND/OR DELETIONS

1 2. ADOPTION OF THE AGENDA

THAT the Committee of the Whole adopts the July 18,2016 meeting agenda.

2-6 3. APPROVAL OF MINUTES

THAT Council approves the June 6,2016 Committee of the Whole meetingminutes.

THAT Council approves the June 20,2016 Committee of the Whole meetingminutes.

3. COUNCIL PROCEDURE BYLAW

7-35 • July 18,2016 Draft District of Lantzville Council Procedure Bylavi^ No. 118,201636-47 • Current District of Lantzville Council Procedure Bylaw No. 18,200448-62 • Electronic Meetings Information/Options

THAT the Committee of the Whole recommends that staff amend the July 18,2016 draft District of Lantzville Council Procedure Bylaw No. 118,2016 by:• [list recommended changes]

and provide an updated draft Bylaw No. 118 at a Committee of the Whole meetingat 6:00 pm on [insert date - options include September 12 or 19,2016],

4. PUBLIC PARTICIPATION (For questions or comments regarding businessdiscussed by COW at this meeting except public hearings topics - speakers must firststate their name and street address)

5. ADJOURNMENT

THAT the Committee of the Whole adjourns the meeting.

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DRAFT

Minutes of the Committee of the Whole Meeting of Lantzville held on Monday, June 6,2016, at 5:00 pmat the District of Lantzville Office, 2"*^ Floor - 7192 Lantzville Road, Lantzville, BC

PRESENT: Council: Mayor Colin HaimeCouncillor Bob ColcloughCouncillor John Coulson

Councillor Will Geselbracht (arrived 5:07 pm)Councillor Denise Haime

Councillor Dot NearyCouncillor Mark Swain

Staff: Brad McRae, Chief Administrative OfficerTrudy Coates, Director of Corporate Administration

Mayor Haime called the meeting to order at 5:05 pm.

AGENDA ADDITIGNS AND/OR DELETIONS

A member of Council requested adding the topic of grant applications, and the Mayor noted a specialCouncil meeting was requested by staff for today.

Councillor Geselbracht arrived 5:07 pm.

ADOPTION OF THE AGENDA

Councillor Colclough MOVED and Councillor Neary SECONDED, THAT the Committee of the Wholeadopts the Jime 6,2016 meeting agenda, as amended with the addition of Grant Applications, fordiscussion subject to time permitting.CARRIED

COUNCIL PROCEDURE BYLAW

The Director of Corporate Administration gave a PowerPoint presentation on the Draft Council ProcedureBylaw and procedure bylaw options, for further input into the development of the second edition of the Draftof District of Lantzville Council Procedure Bylaw No. 118,2016, including slides about:• Why now? History of prior Council Procedure Bylaws and goals• Why parliamentary procedure? Quotes from Henry M. Robert and Eli Mina, overall purpose of rules of

order (parliamentary procedure), general principles of parliamentary procedure, meeting dysfunctionsand how these relate to a Council Procedure Bylaw

• Procedure bylaw requirements and options. Community Charter requirements. Province's 2004Council Procedure Bylaw template, and update for amendments, e.g. new inaugural meeting scheduledue to the general local election date changing to October in 2018

• Overview of Draft #1, and review by section or by areas

The Committee proceeded to review the first edition of the Draft Bylaw by section, and staff noted thefollowing input:• Clarify/standardize the use of italics to distinguish the purpose, e.g. used for name of legislation,

advisory notes or references to legislation, for information could be in square brackets, etc.• Althou^ legislation is not repeated in a bylaw, add wording for key Community Charter requirements

to repeat the legislation for information and convenience, e.g. every member votes, definition ofquorum. And/or add wording in the bylaw to indicate some wording is in the legislation

• Expand 14 (1) (f) and (q) italic explanations into their own sections• Add to posting to other media and locations if available to the reference to posting on the District

website and add it to the Council agenda information, and not in the defined statutory public noticeposting place

• Amend Clause 5(3) to strike sub-section (b)

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District of Lantzville

June 6,2016 Committee of the Whole Meeting Minutes - DRAFTPage 2 of3

• Amend Clause 5(2)(b) striking "or another" and inserting "unless another"• Amend Clause 5(2) strike "shall" and insert "will"• Amend Clause 6, Notice of regular Council meetings, by adding subsection (4) posting on Web Site

and other media similar to Notice under special Council meetings• Amend Clause 7(1 )(b) striking "Web Site, if and inserting "Web Site and throu^ other media and

locations, if

• Amend 8(3) strike "Mayor arrives" with "Mayor or Acting Mayor arrives"• Amend 9(4) to clarify if "a person" is a "member of the public", and reference the section and wording

from the Community Charter (s. 133) which describes behavior, and delete "in accordance withsection 19(8)".

Councillor Haime MOVED and Councillor Coulson SECONDED, THAT the Committee recommends tiiatstaff amend the Draft Council Procedure Bylaw in Agenda Clause 13(2) by striking "12:00 noon on theMonday prior to a Monday meeting" and inserting "2:00 pm on the Tuesday prior to a Monday meeting".CARRIED

Staff noted the following input:• Amend the reference to 12:00 noon at the end of Clause 13(2) for consistency with the motion• Amend by adding a section to explain Consent Agenda as referred to in Clause 14(1 )(i)• Amend 14( 1 )(f) by putting the words in italics in its own clause.

Councillor Colclough MOVED and Councillor Neary SECONDED, THAT the Committee of the Wholerecesses the meeting to resume immediately following the special Council meeting.CARRIED

MEETING RECESSED: 7:00 pmMEETING RESUMED: 8:15 pm with all of Council in attendance and Brad McRae, CAO and TrudyCoates, Director of Corporate Administration.


The Committee resumed the review of the Draft Council Procedure Bylaw. Staff noted the following input:• Amend 14(l)(f) to strike "limited to a maximum of five members of the public"• Amend 14(l)(q) to strike "to a maximum total of 10 minutes" and insert "speaking for up to 2 minutes

each"; to strike "Clarification" and insert "Input", and to strike "questions regarding "and insert"questions or provide comment regarding".

COMMITTEE OF THE WHOLE MEETING SCHEDULE

Councillor Swain MOVED and Councillor Neary SECONDED, THAT the Committee of the Wholeamends the Committee of the Whole meeting schedule by adding a meeting at the District Office, 2°^ Floor- 7192 Lantzville Road, Lantzville, BC on Monday, June 20,2016 at 6:00 pm and on Monday, June 27,2016 at 5:00 pm.CARRIED

GRANT APPLICATIONS - Nil

PUBLIC PARTICIPATION - Nil

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June 6,2016 Committee of the Whole Meeting Minutes - DRAFTPage 3 of3

ADJOURNMENT

Councillor Haime MOVED and Councillor Colclough SECONDED, THAT the Committee of the Wholeadjourns the meeting.CARRIED

MEETING ADJOURNED: 8:25 pm

Certified Correct:

Trudy Coates, Director of Corporate Administration

Confirmed this day of ,2016.

Colin Haime, Mayor

P4

DRAFT

Minutes of the Committee of the Whole Meeting of Lantzville held on Monday, Jime 20,2016, at6:00 pm at the District of Lantzville Office, 2"^^ Floor - 7192 Lantzville Road, Lantzville, BC

PRESENT: Council: Councillor Will Geselbracht, Acting MayorCouncillor Bob ColcloughCouncillor Denise Haime

Councillor Dot Neary

Absent: Mayor Colin HaimeCouncillor John Coulson

Councillor Mark Swain

Staff: Trudy Coates, Director of Corporate AdministrationFred Spears, Director of Public Works

Acting Mayor Geselbracht called the meeting to order at 6:15 pm and recognized that the meetingwas taking place on the traditional territory of the Snaw-Naw-As First Nation, Coast Salish Nations.

AGENDA ADDITIONS AND/OR DELETIONS

iU)OPTION OF THE AGENDA

Councillor Neary MOVED and Councillor Colclough SECONDED, THAT the Committee of theWhole adopts the June 13,2016 meeting agenda, as presented.CARRIED


The Committee of the Whole (COTW) continued the review of the first edition of the Draft CouncilProcedure Bylaw by section (fiôm Clause 14) and the additional information regarding electronicmeetings, for further input to staff into the development of the second edition of the Draft of District ofLantzville Council Procedure Bylaw No. 118,2016.

Staff confirmed the intent to add wording from legislation in italics/brackets, for information, andeceived the following additional input on the Draft Council Procedure Bylaw:

Clause 15, change "two thirds motion" to simple majorityClause 16, or under Clause 10 Minutes, add wording to indicate that those who vote against willbe recorded in the minutes

Clause 17(1), change delegation application deadline from "Monday" to "Tuesday" and in subsection (b), add "the title," to "a short description of the subject matter"Clause 17(2) strike "The maximum number of delegations that will be scheduled for onemeeting is three."Clause 17(3) strike "unanimous vote" and insert "majority vote", and strike "a two thirds vote"and insert "a majority vote"Clause 18 Points of Order, add wording to clarify the appeal a Point of Order decision from theChair/vote to sustain the decision of the Chair process, and suspending the rules processClause 21 retitle striking "commit" and inserting "refer"Clause 25 provide an example or expand the wording regarding "question of privilege"Clause 27, change the time and vote to continue a meeting from 10:30 pm to 10:00 pm and 2/3vote to a simple majority, and clarify sub-section (3) in plain languageClause 42, strike (a) so a motion in COTW is required to be secondedClause 46, provide for information wording from the Community Charter about Standing andSelect Committees

Clause 50, add "Committee" to the title "Agenda"Clause 54, strike (3) so a motion in committee is required to be seconded

P5


Minutes of the June 20,2016 Committee of the Whole Meeting - DRAFTPage 2 of2

Councillor Colclough MOVED and Councillor Haime SECONDED, THAT the Committee of theWhole recommends that staff provide an updated draft Bylaw No. 118 at a future Committee of theWhole meeting and schedules a Committee of the Whole meeting for July 11,2016 at 6:00 pm.CARRffiD

UNFINISHED BUSINESS from June 6,2016 Committee of the Whole Meeting1. Grant Applications

As the member of Council that requested this item was not in attendance, no discussion oraction occurred.

PUBLIC PARTICIPATION - Nil

ADJOURNMENT

Councillor Colclough MOVED and Councillor Haime SECONDED, THAT the Committee of theWhole adjourns the meeting.CARRIED

MEETING ADJOURNED: 7:55 pm

Certified Correct:

Trudy Coates, Director of Corporate Administration

Confirmed this day of ,2016.

Colin Haime, Mayor

P6

DISTRICT OF LANTZVILLE

DRAFT July 18,2016 (changes in bold)BYLAW NO. 118


Contents

PagePART 1 - INTRODUCTION 3

Title 3

Application of rules of procedure 4

PART 2 - COUNCIL MEETINGS 4

Inaugural meeting 4Time and location of regular Council meetings 5Notice of regular Council meetings 5Notice of special Council meetings 6

PART 3 - DESIGNATION OF MEMBER TO ACT IN PLACE OF MAYOR 6

PART 4 - COUNCIL PROCEEDINGS 6

Community Charter Provisions 6Attendance of public at meetings 7Minutes of meetings to be maintained and available to public 7Calling meeting to order 8Adjourning meeting where no quorum 8Agenda 8Order of proceedings and business 9Late Items 11

Voting at meetings 12Points of order 13

Conduct and debate 14

Motions generally 15Motion to refer 16

Motion for the main question 16Amendments generally 17Reconsideration by Coimcil member 17Privileged Motions 18Reports from committees 19Adjournment 19

PART 5-BYLAWS 20

Copies of proposed bylaws to Council members 20Form of bylaws 20Bylaws to be considered separately or jointly 20Reading and adopting bylaws 20Bylaws must be signed 21

PART 6 - RESOLUTIONS 21

Copies of resolutions to Council members 21Form of resolution 21

Introducing resolutions 21P7

District of LantzvUle

Council Procedure Bylaw No. 118,2016 - July 18,2016 DRAFTPage 2 of 29

PART 7 - COMMITTEE OF THE WHOLE 22

Going into Committee of the Whole 22Notice for COTW meetings 22Agenda 22Minutes of COTW meetings to be maintained and available to public 22Presiding members at COTW meetings and quorum 23Points of order at meetings 23Conduct and debate 23

Voting at meetings 23Reports 23Rising without reporting 24

PART 8 - COMMITTEES 24

[Community Charter 24Duties of standing committees 24Duties of select committees 25

Schedule of committee meetings 25Notice of committee meetings 25Committee Agenda 26Attendance at committee meetings 26Minutes of committee meetings to be maintained and available to public 26Quorum 26

Conduct and debate 27

Voting at meetings 27

PART 9 - COMMISSIONS 27

Schedule of commission meetings 27Notice of commission meetings 27Commission Agenda 27Minutes of commission meetings to be maintained and available to the public 28Quorum 28

Conduct and Debate 28

PART 11 - GENERAL 28

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Coimcil Procedure Bylaw No. 118,2016 - July 18,2016 DRAFTPage 3 of 29

[Some Council Procedures are established in Provincial Legislation, e.g. the CommunityCharter and Local Government Act Some of these statutory requirements will bereferenced in this Bylaw for information and convenience only. These are not a part ofthis Bylaw, will be inserted for reference only, and will be shown in italics and withinsquare brackets. It is not a complete list. NOTE: The names of Legislation are also shownin Italics]


BYLAW NO. 674


A Bylaw to Govern Meetings of Council and Convmittees of Council

The Council of the District of Lantzville enacts as follows:

PART 1 - INTRODUCTION

Title

1. This bylaw may be cited as the "District of Lantzville Council Procedure Bylaw No. 118,2016".

Definitions

2. In this Bylaw,

"Chair" or "Presiding member" means the Mayor or member chairing a meeting;

"Commission" means a municipal commission established under section 143 of theCommunity Charter;

"Committee" means a standing, select, or other committee of Council, but does notinclude COTW;

"COTW" means the Committee of the Whole Council;

"Corporate Officer" means the Corporate Officer for the District of Lantzville asappointed under section 148 of the Community Charter (the Director of CorporateAdministration);

"Council" means the Council of the District of Lantzville;

"District" means the District of Lantzville;

"District Office" means the District of Lantzville Municipal Hall, located at 7192LantzviUe Road, Lantzville, British Columbia;

"District's Web Site" means the information resource found at www.lantzville.ca;

"Mayor" means the Mayor of the District of Lantzville;

"Public Notice Posting Place" means the District's notice board at the entrance of theDistrict Office.

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"Unanimous Consent" means an informal way of taking a vote, used only for routineand non-controversial decisions, usually of a procedural nature, e.g.: The Chair asks:"Is there any objection to extending the time for this speaker by 2 minutes?," pauses,and if no member objects, says: "There being no objections, the time is so extended."If a member does object, the Chair takes show of hands: "There are objections andweTl take a show of hands. Those in favour of granting an extra two minutes raiseone hand. Thank you. Those opposed raise one hand. Thank you. The two minuteextension has been granted".

Application of rules of procedure3. (1) The provisions of this Bylaw govern the proceedings of Council, COTW,

commissions and all standing and select committees of Council, as applicable.

(2) The District's Parliamentary Authority shall be the current edition of Robert'sRules of Order Newly Revised (RONR), and it shall only apply in cases wherethe Community Charter, the Local Government Act and this Bylaw are silent, andthen only to the extent that RONR is applicable to the situation. The rules shallbe used to facilitate progress and shall be applied in the spirit of fairness,equality and common sense. Where the relevance or applicability of RONR isdisputed, the Chair shall determine the issue, subject to an appeal, in whichcase the members may uphold or override the Chair's ruling.

(3) With the exception of provisions that originate in the Community Charter, theLocal Government Act or other applicable legislation, the rules contained in thisBylaw or RONR may be suspended on a case by case basis by a majority vote orby unanimous consent. In a case where a specific procedural provision whichdoes not originate in the Community Charter or the Local Government Act isinadvertently not adhered to, and no one's rights are being infringed upon noris any harm done to the proper transaction of business, the proceduralprovision shall be deemed to have been suspended for that specific case.

PART 2 - COUNCIL MEETINGS

Inaugural meeting4. (1) Following a general local election, the first Coimcil meeting must be held on the

first Monday in November in the year of the election.

(2) The Corporate Officer must give notice of the date, time and place of anInaugural Meeting at least seventy-two hours before the time of the meeting, byposting a copy of the notice at the Public Notice Posting Place, posting on theDistrict's Web Site, if this option is available, and providing a copy of the noticefor each member of Coimcil-elect.

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Time and location of regular Council meetings5. (1) All regular Council meetings must take place within the District Office except

when Council resolves to hold meetings elsewhere.

(2) Council shall establish annually, by resolution, a schedule of regular Councilmeetings, whereby regular meetings will:

(a) begin at 7:00 pm;

(b) be held on two Mondays of each month, except as otherwise provided,and unless the Monday falls on a statutory holiday, in which case aCouncil meeting may not be held that week unless another meeting daychosen;

(c) be held on one Monday in December;

(d) not be held during the month of August; and

(e) adjoiun by 10:00 pm on the day scheduled for the meeting unless Councilresolves to proceed beyond that time, in accordance with section 33.

(3) Regular Council meetings may be varied in scheduled date or time, orcancelled by Council resolution, provided that two consecutive meetings arenot cancelled.

Notice of regular Council meetings6. (1) In accordance with section 127 of the Community Charter [notice of council

meetings], Council must prepare annually, on or before January a scheduleof the dates, times and places of regular Council meetings and must make theschedule available to the public by posting it at the Public Notice Posting Place.

(2) In accordance with section 127 of the Community Charter [notice of councilmeetings]. Council must give notice annually, on or before December 1®^, of thetime and duration that the schedule of regular Council meetings will beavailable, beginning on the first business day after January 1®*, in accordancewith section 94 of the Community Charter [requirements for public notice].

(3) Where revisions are necessary to the annual schedule of regular Councilmeetings, the Corporate Officer must, as soon as possible, post a notice at thePublic Notice Posting Place which indicates any revisions to the date, time andplace or cancellation of a regular Council meeting.

(4) The meeting schedule and amendments may be posted on the District's WebSite and through other media and locations, if these options are available.

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Council Procedure Bylaw No, 118,2016 - July 18,2016 DRAFTPage 6 of 29

Notice of special Council meetings7. (1) Except where notice of a special meeting is waived by a xmanimous vote of all

Council members under section 127(4) of the Community Charter [notice ofcouncil meeting], the Corporate Officer must give notice of the date, time, andplace of a special Council meeting at least 24 hours before the time of meeting,by:

(a) posting a copy of the notice at the Public Notice Posting Place,

(b) posting a copy on the District's Web Site and through other media andlocations, if these options are available, and

(c) leaving a copy of the notice for each Council member in the Councilmember's mailbox at the District Office.

(2) The notice under subsection (1) must describe, in general terms, the purpose ofthe meeting and be signed by the Corporate Officer or the Mayor.

PART 3 - DESIGNATION OF MEMBER TO ACT IN PLACE OF MAYOR

8. (1) At the Inaugural Council meeting, and at a subsequent regular or specialCouncil meeting during the Council term when a change to membersdesignated is required. Council must, from amongst its members, designateCouncillors to serve on a rotating basis with a specified schedule as themember responsible for acting in the place of the Mayor when the Mayor isabsent or otherwise unable to act or when the office of the Mayor is vacant.

(2) Each Coimcillor designated under section 8(1) must fulfill the responsibilities ofthe Mayor in his or her absence.

(3) If both the Mayor and the member designated under section 8(1) are absentfrom a Council meeting, the Council members present must choose aCouncillor to preside at the Council meeting until the Mayor or Acting Mayorarrives.

(4) The member designated imder section 8(1) or chosen under section 8(3) has thesame powers and duties as the Mayor in relation to the applicable matter.

PART 4 - COUNCIL PROCEEDINGS

Community Charter Provisions9. Matters pertaining to Council proceedings are governed by the Community Charter

including those provisions found in Division 3 of Part 4 {Open Meetings] and Division 2of Part 5 [Council Proceedings],

P12



Attendance of public at meetings10. (1) Except where the provisions of section 90 of the Community Charter [meetings

that may or must be closed to the public] apply, all Council meetings must be opento the public.

(2) Before closing a Council meeting or part of a Coimcil meeting to the public,Coimcil must pass a resolution in a public meeting in accordance with section92 of the Community Charter [requirements before Council meeting is closed].

(3) This section applies to all meetings of the bodies referred to in section 93 of theCommunity Charter, including, without limitation:(a) COTW;(b) standing and select committees;

(c) parcel tax review panel;

(d) board of variance;

(e) advisory bodies such as advisory planning commission; and

(f) commissions.

(4) Despite section 10(1), the Mayor or the Councillor designated as the memberresponsible for acting in the place of the Mayor under section 8 may expel orexclude from a Council meeting a member of the public in accordance withsection 133 of the Community Charter.

[Community Charter133. Expulsion from Meetings(1) If the person presiding at a council meeting considers that another personat the meeting is acting improperly, the person presiding may order that theperson is expelled from the meeting.(2) If a person who is expelled does not leave the meeting, a peace officer mayenforce the order under subsection (1) as if it were a court order.]

Minutes of meetings to be maintained and available to public11. (1) Minutes of the proceedings of Council must be:

(a) legibly recorded;

(b) certified as correct by the Corporate Officer; and

(c) signed by the Mayor or other member presiding at the meeting or at thenext meeting at which the minutes are adopted.

P13



(2) Subject to subsection 11(3), and in accordance with section 97(l)(b) of theCommunity Charter [other records to lohich public access must be provided] minutesof the proceedings of Council must be open for public inspection at the DistrictOffice during its regular office hours.

(3) Subsection 11(2) does not apply to minutes of a Council meeting or that part ofa Council meeting from which persons were excluded under section 90 of theCommunity Charter [meetings that may be closed to the public].

Calling meeting to order12. (1) As soon after the time specified for a Council meeting as there is a quorum

present, the Mayor, if present, must take the Chair and call the Council meetingto order. However, where the Mayor is absent, the Councillor designated as themember responsible for acting in the place of the Mayor in accordance withsection 8 must take the Chair and call the meeting to order, and preside at themeeting until the Mayor arrives.

(2) If a quorum of Council is present, but the Mayor or the Councillor designatedas the member responsible for acting in the place of the Mayor under section 8is not present at the scheduled time for a Council meeting:

(a) the Corporate Officer must call to order the members present; and

(b) the members present must choose a member to preside at the meetinguntil the Mayor arrives.

[Community Charter129.(1) Subject to an order under subsection (3){from the Minister re vacancies) or(4){from the Supreme Court re disclosure of conflicts), the quorum is a majority of thenumber of members of the council provided for under section 118 [size of council].]

Adjourning meeting where no quorum13. If there is no quorum of Council present within 15 minutes of the scheduled time for

a Council meeting, the Corporate Officer must:

(a) record the names of the members present, and those absent; and

(b) adjourn the meeting until the next scheduled meeting.

Agenda14. (1) Prior to each Coimcil meeting, the Corporate Officer must prepare an agenda

setting out all the items for consideration at that meeting, noting in short form asummary for each item on the agenda.

(2) The deadline for submissions by the public to the Corporate Officer of items forinclusion on the Council meeting agenda is 2:00 pm on the Tuesday prior to a

District of LantzviUe


Monday meeting. In the event a meeting is held on a day other than a Monday,then the deadline for submissions by the public shall be 2:00 pm on the sixthworking day before the day of the meeting.

(3) The Corporate Officer must make the agenda available to the members ofCouncil and the public no later than the Thursday afternoon prior to themeeting.

(4) Council must not consider any matters not listed on the agenda unless a newmatter for consideration is properly introduced as a late item pursuant tosection 21.

Order of proceedings and business15. (1) The agenda for all regular Council meetings contains the following matters in

the order in which they are listed below, if there is business to be listed underthe matter:

(a) Adoption of the Agenda(b) Recognition(c) Declaration of Conflict(d) Public and Statutory Hearings(e) Invited Presentations and Public Delegations(f) Public Input Period(g) Approval of the Minutes(h) Business Arising from the Minutes(i) Consent Agenda(j) Bylaws(k) Correspondence(1) Reports(m) Unfinished Business(n) New Business(o) Introduction of Late Items(p) Notice of Motion(q) Public Clarification/Input Period(r) Motion to Close the Meeting to the 'PuhliclCommunity Charter, section 90](s) Adjournment

(2) Particular business at a Coxmcil meeting must, in all cases, be taken up in theorder in which it is listed on the agenda unless otherwise resolved by Council.

Adoption of the Agenda16. (1) Adoption of the Agenda as presented or as amended, includes receipt of all

business items, e.g. reports, minutes and delegations, included in the agenda.Separate motions to receive are not required.

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Declaration of Conflict

17. (1) During the Declaration of Conflict portion of the agenda, a member mayannounce their intent to make a declaration dtiring the meeting, regarding aspecific listed agenda item in accordance with section 100/101 of theCommunity Charter, Immediately prior to that agenda item, the member willdisclose in accordance with the Community Charter, stating in general termsthe reason why the member has a direct or indirect pecuniary interest in thematter or another interest in the matter that constitutes a conflict of interest,before leaving the meeting. In accordance with the Community Charter, theperson recording the minutes will include in the minutes the declaration orstatement, the reason given for it and the time of the member's departureand, if applicable, return to the meeting.

Public Input Period18. (1) During the Public Input Period at the beginning of the meeting, the Chair

shall confirm those members of the public in attendance wishing to providecomment regarding items listed on the Council agenda for that meeting(excluding public hearing topics), and shall allot time for each to ask theirquestion. A person recognized by the Chair to speak:(a) must first state their name and address for the record;(b) may speak once for up to 2 minutes each, unless Council resolves

otherwise

(c) is limited to providing comment regarding items listed on the Councilagenda for that meeting (excluding public hearing topics).

Consent Agenda19. (1) Consent Agendas are intended for Regular Council meetings only and for

routine business items that can be approved with a single motion and do notneed any discussion or debate. It may include Bylaws, Correspondence,Minutes, and any "Information Only" reports.

(2) Items listed in the Consent Agenda are considered for approval in onemotion unless a member of Council wishes to remove an item, to askquestions regarding it or have a separate vote on it.

(3) The presiding member will ask members what items, if any, they wish to beremoved from the Consent Agenda to be discussed or debated individually.

(4) If any member requests that an item be removed from the Consent Agenda, itmust be removed. Members may request that an item be removed for anyreason.

(5) Corrections to minutes may be noted without removing the item from theConsent Agenda.

(6) The presiding member will then ask that the members adopt those items notremoved from the Consent Agenda.

(7) Removed items will then be discussed, debated, and voted on individually.P16



Public ClarificatioiVInput Period20. (1) During the Public ClarificatioiVInput Period near the end of the meeting, the

Chair shall confirm those members of the public in attendance wishing toask clarification questions or provide comment regarding business discussedby Council at that meeting (excluding public hearing topics), and shall allottime for each to ask their question. A person recognized by the Chair tospeak:(a) must first state their name and address for the record;(b) may speak once for up to 2 minutes each, unless Council resolves

otherwise

(c) is limited to asking clarification questions or providing commentregarding business discussed by Council at that meeting (excludingpublic hearing topics)

(d) may choose to submit their question in writing to the Corporate Officerfor response from staff after the meeting.

Late Items

21. (1) An item of business not included on the agenda must not be considered at aCoimcil meeting unless introduction of the late item is approved by anaffirmative vote of the Council members present, at the time allocated on theagenda for such matters. Such late items shall be kept to a minimum, so as toadvance transparency. Council, when considering whether to approve adding alate item, will consider whether the item arose since the agenda deadline forsubmissions, if the item can be considered at the next meeting, if it is time-sensitive or requires urgent consideration, if it may require additionalinformation or a staff report, and whether it should be introduced as a Notice ofMotion.

(2) If the Council makes a motion under section 21(1), information availablepertaining to late items must be distributed to the members.

[Community CharterGeneral voting rules123. (1) Unless otherwise provided, a motion on a bylaw or resolution, or on any other

question before council, is decided by a majority of the council memberspresent at the meeting.

(2) Each council member has one vote on any question.(3) Each council member present at the time of a vote must vote on the matter.(4) If a council member does not indicate how he or she votes, the member is

deemed to have voted in the affirmative.(5) If the votes of the members present at a council meeting at the time of the vote

are equal for and against a motion, the motion is defeated.(6) A requirement under an enactment for an affirmative vote of a specified portion

of all members of a council means an affirmative vote of that portion of thenumber of members of which the council consists under section 118 [size ofcouncil].

(7) The voting rules established by this section also apply to council committees.]P17



Voting at meetings22. (1) The following procedures apply to voting at Council meetings:

(a) when debate on a matter is closed, the presiding member must put thematter to a vote of Cotmcil members;

(b) when the Council is ready to vote, the presiding member must put thematter to a vote by stating, or words to the like effect:

"All those in favour?" (members in favour are expected to raise theirhands) and then "Those opposed?" (members opposed are required toraise their hands);

(c) when the presiding member is putting the matter to a vote imderparagraphs (a) and (b) a member must not:

(i) cross or leave the room,

(ii) make a noise or other disturbance, or

(iii) interrupt the voting procedure imder paragraph (b) unless theinterrupting member is raising a point of order;

(d) after the presiding member finally puts the question to a vote underparagraph (b), a member must not speak to the question or make amotion concerning it;

(e) the presiding member's decision about whether a question has beenfinally put is conclusive;

(f) whenever a vote of Council on a matter is taken, each member presentshcdl signify their vote by raising their hand, and, if not signified, it iscounted in the affirmative; and

(g) the presiding member must declare the result of the voting by stating thatthe question is decided in either the affirmative or the negative ("Carried"or "Defeated").

Delegations23. (1) A delegation (individual or group) may apply to address Coimcil at a meeting

by providing a written application on a prescribed form to the CorporateOfficer by 2:00 pm on the Tuesday of the week prior to the meeting.Delegation applications must include:(a) the name(s) and address(es) of the speaker(s) and the organization, if

applicable, comprising the delegation and the contact information(address, telephone number and email address);

(b) a short description of the subject matter as the title;

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(c) a full description of the subject matter, including any supportingdocuments; and

(d) the proposed action which is within the jurisdiction of the District, whichthe delegation wishes Council to take in response to the submission.

(2) Each delegation must be limited to 10 minutes unless extended by a two-thirdsvote of the Council. Speakers shall be limited to the subject matter specified inthe written request. After completing their presentation. Council may askquestions, and after responding, the delegation shall take their seats in thepublic gallery. After the delegation has been seated, Coimcil may refer thesubject to New Business, later in the agenda, to discuss the subject further andwill generally refer the subject matter to a future meeting, staff or committee,for additional information, or may take no action or such other action asCouncil deems appropriate.

(3) Where written application has not been received by the Corporate Officer asprescribed in section 23(1), a delegation may address the meeting if approvedby an affirmative vote of the Council members present. Council whenconsidering whether to approve adding a late delegation to the agenda, willconsider whether the item arose since the agenda deadline for submissions, ifthe delegation can be heard at the next meeting, and whether the topic is time-sensitive or requires urgent consideration. A late delegation must be limited to5 minutes unless extended by an affirmative vote of the Council memberspresent.

(4) Coimcil must not permit a delegation to address a meeting of the Councilregarding a bylaw in respect of which a public hearing has been held, wherethe public hearing is required under an enactment as a pre-requisite to theadoption of the bylaw.

(5) The Corporate Officer may schedule delegations to another Council meeting oradvisory body or refer to staff, as deemed appropriate, according to the subjectmatter of the delegation, including for land use amendment applications inprogress, referral to applicant's Public Information Meeting, statutory PublicHearing, and other public input opportunities.

(6) The Corporate Officer may refuse to place a delegation on an agenda if theissue is not considered to fall within the jurisdiction of Council. If thedelegation wishes to appeal the Corporate Officer's decision, the informationmust be distributed under separate cover to Council for their consideration.

Points of order

24. (1) Without limiting the presiding member's duty under section 132(1) of theCommunity Charter [authority of presiding member], the presiding member mustapply the correct procedure to a motion:

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District of Lantziville


(a) if the motion is contrary to the rules of procedure in this Bylaw; and

(b) whether or not another Council member has raised a point of order inconnection with the motion.

(2) When the presiding member is required to decide a point of order:

(a) the presiding member must cite the applicable rule or authority, ifrequested by another Council member;

(b) another member must not question or comment on the rule or authoritycited by the presiding member xmder subsection (2)(a); and

(c) the presiding member may reserve the decision until the next Councilmeeting.

[Community CharterAuthority of presiding member132. (1) The mayor or the member presiding at a council meeting must preserve order

and decide points of order that may arise, subject to an appeal under thissection.

(2) On an appeal by a council member from a decision of the presiding memberunder subsection (1), the question as to whether the chair is to be sustainedmust be immediately put by the presiding member and decided without debate.

(3) As exceptions to section 123 [general voting rules],(a) the mayor or other presiding member may not vote on a motion under

subsection (2),(b) the motion passes in the affirmative if the votes are equal, and(c) the mayor or other presiding member must be governed by the result.

(4) If the mayor or presiding member refuses to put the question under subsection(21(a) the council must immediately appoint another member to preside

temporarily,(b) that other member must proceed in accordance with subsection (2), and(c) a motion passed under this subsection is as binding as if passed under

subsection (2).]

Conduct and debate

25. (1) A Council member may speak to a question or motion at a Council meetingonly if that member first addresses the presiding member.

(2) Members must address the presiding member by that person's title of Mayor,Acting Mayor, or Councillor.

(3) Members must address other non-presiding members by the title Councillor.

(4) No member must interrupt a member who is speaking, except to raise a pointof order.

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(5) If more than one member speaks, the presiding member must call on themember who, in the presiding member's opinion, first spoke.

(6) Members who are called to order by the presiding member:

(a) must immediately stop speaking;

(b) may explain their position on the point of order; and

(c) may appeal to Council for its decision on the point of order, in accordancewith section 132 of the Community Charter [authority of presiding member].

(7) Members speaking at a Council meeting:

(a) must use respectful language;

(b) must not use offensive gestures or signs;

(c) must speak only in connection with the matter being debated;

(d) may speak about a vote of Council only for the purpose of making amotion that the vote be rescinded; and

(e) must adhere to the rules of procedure established under this Bylaw and tothe decisions of the presiding member and Council in connection with therules and points of order.

(8) If a member does not adhere to subsection (7), the presiding member may orderthe member to leave the member's seat, and

(a) if the member refuses to leave, the presiding member may cause themember to be removed from the meeting by a peace officer; and

(b) if the member apologizes to the Council, Council may, by resolution,allow the member to retake the member's seat.

(9) A member may require the question being debated at a Coimcil meeting to beread at any time during the debate if that does not interrupt another memberwho is speaking.

(10) A member may speak any number of times on the same question, as long asthey are presenting new information, questions or perspectives. However, amember must not speak longer than a total of 10 minutes on any one question.

Motions generally26. (1) Council may debate and vote on a motion only if it is first made by one Council

member and then seconded by another. The names of movers and secondersshall not be recorded in the minutes.

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Coimcil Procedure Bylaw No. 118,2016 - July 18,2016 DRAFTPage 16 of 29

(2) A motion that deals with a matter that is not on the agenda of the Councilmeeting at which the motion is introduced, may be introduced with Council'spermission.

(3) A Council member may make only the following motions, when the Council isconsidering a question:

(a) to refer to committee, another person or group for consideration, orfurther information;

(b) to amend;(c) to lay on the table (postpone the question until later in the same

meeting in order to consider a more urgent matter);(d) to postpone indefinitely (to drop the main motion without a direct vote

on it);(e) to postpone to a certain time;(f) to move the previous question (closes debate on the immediately

pending motion); or(g) to adjourn.

(4) A motion made under subsections (3)(c) to (g) is not amendable or debatable,with the exception that a motion to postpone to a certain time is debatableonly as to the time and reasons for the postponement, and is amendable onlyto change the time to which the main motion is to be postponed.

(5) Coimcil must vote separately on each distinct part of a question that is underconsideration at a Council meeting, if requested by a Council member.

Motion to refer

27. Until it is decided, a motion made at a Council meeting to refer to committee,another person or group, precludes an amendment of the main question.

Motion for the main question28. (1) In this section, "main question", in relation to a matter, means the motion that

first brings the matter before the Council.

(2) At a Cotmcil meeting, the following rules apply to a motion for the mainquestion, or for the main question as amended:

(a) if a member of Council moves to put the main question, or the mainquestion as amended, to a vote, that motion must be dealt with before anyother amendments are made to the motion on the main question; and

(b) if the motion for the main question, or for the main question as amended,is decided in the negative, the Council may again debate the question, orproceed to other business.

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Amendments generallyA Council member may, without notice, move to amend a motion that is beingconsidered at a Council meeting.

29. (1

(2

(3

(4

(5

(6

An amendment may propose removing, substituting for, or adding to, thewords of an original motion.

A proposed amendment must be reproduced in writing by the mover, ifrequested by the presiding member.

A proposed amendment must be decided or withdrawn by Council before themotion being considered is put to a vote unless there is a call for the mainquestion.

An amendment may be amended once only.

An amendment that has been defeated by a vote of Council cannot be proposedagain.

(7) A Council member may propose an amendment to an adopted amendment.

(8) The presiding member must put the main question and its amendments in thefollowing order for the vote of Coimcil:

(a) a motion to amend a motion amending the main question;

(b) a motion to amend the main question, or an amended motion amendingthe main question, if the vote under subparagraph (a) is positive;

(c) the main question.

Reconsideration by Council member[In addition to Mayor's right of reconsideration found at s.l31 of the Community Charter]

30. (1) Subject to subsection (5), a Council member may, at the next Council meeting:

(a) move to reconsider a matter on which a vote, other than to postponeindefinitely, has been taken; and

(b) move to reconsider an adopted bylaw after an interval of at least 24 hoursfollowing its adoption.

(2) A Council member who voted affirmatively for a resolution adopted byCoimcil may, at any time, move to rescind that resolution.

(3) Council must not discuss the main matter referred to in subsection (1) unless amotion to reconsider that matter is adopted in the affirmative.

(4) A vote to reconsider must not be reconsidered. P23



(5) Council may only reconsider a matter that has not:

(a) had the approval or assent of the electors, and been adopted;

(b) been reconsidered under subsection (1) or section 131 of the CommunityCharter [Mayor may require Council reconsideration of a matter]; or

(c) been acted upon by an officer, employee, or agent of the District.

(6) The conditions that applied to the adoption of the original bylaw, resolution, orproceeding, apply to its rejection under this section.

(7) A bylaw, resolution, or proceeding that is reaffirmed xmder subsection (1) orsection 131 of the Community Charter [Mayor may require Council reconsideration ofa matter] is as valid, and has the same effect, as it had before reconsideration.

[Community CharterMayor may require council reconsideration of a matter131.(1) Without limiting the authority of a council to reconsider a matter, the mayor

may require the council to reconsider and vote again on a matter that was thesubject of a vote.

(2) As restrictions on the authority under subsection (1),(a) the mayor may only initiate a reconsideration under this section

(i) at the same council meeting as the vote took place, or(ii) within the 30 days following that meeting, and

(b) a matter may not be reconsidered under this section if(i) it has had the approval of the electors or the assent of the electors

and was subsequently adopted by the council, or(ii) there has already been a reconsideration under this section in

relation to the matter.

(3) On a reconsideration under this section, the council(a) must deal with the matter as soon as convenient, and(b) on that reconsideration, has the same authority it had in its original

consideration of the matter, subject to the same conditions that appliedto the original consideration.

(4) If the original decision was the adoption of a bylaw or resolution and thatdecision is rejected on reconsideration, the bylaw or resolution is of no ̂ ectand is deemed to be repealed.]

Privileged Motions31. (1) Privileged motions do not relate to the pending business, but have to do with

special matters of immediate and overriding importance which, withoutdebate, should be allowed to interrupt the consideration of anything else. Inthis section, a matter of privilege refers to any of the following motions to:

(a) fix the time to adjourn - sets the time for an "adjourned meeting" whichis a continuation of the same meeting to conclude the same order of

P24



business. Adoption of this motion does not adjourn the present meetingor set the time for its adjournment;

(b) adjourn - a motion to close the meeting;

(c) recess - a short intermission which does not close the meeting. After therecess, business resumes at exactly the point where it was interrupted;

(d) raise a question of privilege of the Council - to bring an urgent request ora main motion relating to a right or privilege of the members up forimmediate consideration, e.g. noise, inadequate ventilation;

(e) raise a question of privilege of a member of Council - to bring an urgentrequest or a main motion relating to a right or privilege of a member ofCouncil up for immediate consideration, e.g. introduction of aconfidential subject in the presence of guests.

(2) A matter of privilege must be immediately considered when it arises at aCoxmcil meeting.

(3) For the purposes of subsection (2), a matter of privilege listed in subsection (1)has precedence over those matters listed after it.

Reports from committees32. Council may take any of the following actions in connection with a resolution it

receives from COTW:

(1) agree or disagree with the resolution;

(2) amend the resolution;

(3) refer the resolution back to COTW; or

(4) postpone its consideration of the resolution.

Adjournment33. (1) Council may continue a Council meeting after 10:00 pm only by an affirmative

vote of the Council members present.

(2) A motion to adjoxim either a Council meeting or the debate at a Councilmeeting is always in order if that motion has not been preceded at that meetingby the same motion.

(3) Subsection (2) does not apply to either of the following motions:

(a) a motion to adjourn to a specific day; or

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(b) a motion that adds an opinion or qualification to a preceding motion toadjourn.

PART 5 - BYLAWS

Copies of proposed bylaws to Council members34. A proposed bylaw may be introduced at a Council meeting only if a copy of it has

been delivered to each Council member before the Council meeting, or if all Councilmembers present imanimously agree to waive this requirement.

Form of bylaws35. A bylaw introduced at a Council meeting must:

(a) be printed;

(b) have a distinguishing name;

(c) have a distinguishing number;

(d) contain an introductory statement of purpose; and

(e) be divided into sections.

Bylaws to be considered separately or jointly36. Coimcil must consider a proposed bylaw at a Coimcil meeting either:

(a) separately when directed by the presiding member or requested by anotherCouncil member; or

(b) jointly with other proposed bylaws in the sequence determined by thepresiding member.

Reading and adopting bylaws37. (1) The presiding member of a Council meeting may:

(a) have the Corporate Officer read a synopsis of each proposed bylaw orgroup of proposed bylaws, and then

(b) request a motion that the proposed bylaw or group of bylaws be read.

(2) The readings of the bylaw may be given by stating its name and number.

(3) A proposed bylaw may be debated and amended at any time during the firstthree readings unless prohibited by the Community Charter.

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Couricil Procedure Bylaw No. 118,2016 - July 18,2016 DRAFTPage 21 of 29

(4) Subject to section 882 of the Local Government Act [Official Community Planadoption procedures], each reading of a proposed bylaw must receive theaffirmative vote of a majority of the Council members present.

(5) In accordance with section 135 of the Community Charter [requirements for passingbylaws], Council may give two or three readings to a proposed bylaw at thesame Council meeting.

(6) Despite section 135(3) of the Community Charter [requirements for passing bylaws],and in accordance with section 890(9) of the Local Government Act [publichearings]. Council may adopt a proposed official community plan or zoningbylaw at the same meeting at which the plan or bylaw passed third reading.

Bylaws must be signed38. After a bylaw is adopted, and signed by the Corporate Officer and the presiding

member of the Council meeting at which it was adopted, the Corporate Officer musthave it placed in the District's records for safekeeping and endorse upon it:

(a) the District's corporate seal;

(b) the dates of its readings and adoption; and,

(c) the date of Ministerial approval or approval of the electorate, if applicable.

PART 6 - RESOLUTIONS

Copies of resolutions to Council members39. A resolution may be introduced at a Council meeting only if a copy of it has been

delivered to each Council member at least before the Council meeting, or if there isno objection from Coimcil members in attendance to receiving the resolution at themeeting, otherwise unanimous agreement of all Council members present isrequired.

Form of resolution

40. A resolution introduced at a Council meeting should be printed. If a resolutionintroduced at a Council meeting is not in writing, a member of Council may requestthe presiding member or the Corporate Officer to read aloud the resolution or callfor a recess to have the resolution printed.

Introducing resolutions41. The presiding member of a Council meeting may:

(a) have the Corporate Officer read the resolution; and

(b) request a motion that the resolution be introduced.

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PART 7 - COMMITTEE OF THE WHOLE

Going into Committee of the Whole42. (1) At any time during a Council meeting Council may, by resolution, go into

COTW.

(2) In addition to subsection (1), a meeting, other than a standing or selectcommittee meeting, to which all members of Council are invited to consider butnot to decide on matters of the District's business, is a meeting of COTW.

Notice for COTW meetings43. (1) Subject to subsection (2), a notice of the date, time and place of a COTW

meeting must be given at least 24 hours before the time of the meeting by:

(a) posting a copy of the notice at the Public Notice Posting Place;

(b) posting a copy on the District's web site and through other media andlocations, if these options are available; and

(c) leaving a copy of the notice for each Council member in the Councilmember's mailbox at the District Office.

(2) Subsection (1) does not apply to a COTW meeting that is called, in accordancewith section 42, during a Council meeting for which public notice has beengiven under section 6 or 7.

Agenda44. (1) The Corporate Officer must:

(a) Prepare an agenda setting out all items for consideration at each COTWmeeting, except for a COTW called in accordance with s. 42(1);

(b) Make the agenda available to the public and Council at least 24 hoursbefore the time of the meeting by:

(i) posting a copy of the agenda at the Public Notice Posting Place;

(ii) posting a copy on the District's web site and through other mediaand locations, if these options are available; and

(hi) leaving a copy of the agenda for each Council member in theCouncil member's mailbox at the District Office.

Minutes of COTW meetings to be maintained and available to public45. (1) Minutes of the proceedings of COTW must be:

P28




(b) certified by the Corporate Officer;

(c) signed by the Mayor or other member presiding at the meeting or at thenext meeting at which the minutes are approved; and

(d) open for public inspection in accordance with section 97(1) (c) of theCommunity Charter [other records to which public access must he provided].

Presiding members at COTW meetings and quorum46. (1) The Mayor or the member designated imder section 8 shall preside in a COTW

meeting.

(2) If both the Mayor and the member designated under section 8 are absent, themembers of Coimcil attending a meeting of COTW must appoint a presidingmember for the COTW meeting.

(3) The quorum of COTW is the majority of Council members.

Points of order at meetings47. The presiding member must preserve order at a COTW meeting and, subject to an

appeal to other members present, decide points of order that may arise.

Conduct and debate

48. The following rules apply to COTW meetings:

(a) a motion for adjournment is not allowed during discussion or debate of amotion;

(b) a member may speak any number of times on the same question, as long asthey are presenting new information, questions or perspectives; and

(c) a member must not speak longer than a total of 15 minutes on any onequestion.

Voting at meetings49. (1) Votes at a COTW meeting must be taken by a show of hands if requested by a

member.

(2) The presiding member must declare the results of voting.

Reports50. (1) COTW may consider reports and bylaws only if:

P29



(a) they are printed and the members each have a copy; or

(b) a majority of the Council members present decide without debate that therequirements of paragraph (a) do not apply.

(2) A motion for COTW to rise and report to Council must be decided withoutdebate.

(3) The COTW's reports to Council may be in the form of the minutes of themeeting, and the recommendations to Council, in the form of the motions, thatthe Corporate Officer shall add to a Council agenda or staff may include inreports.

Rising without reporting51. (1) A motion made at a COTW meeting to rise without reporting:

(a) is always in order and takes precedence over all other motions;

(b) may be debated; and

(c) may not be addressed more than once by any one member.

(2) If a motion to rise without reporting is adopted by COTW at a meetingconstituted under section 42(1), the Coxmcil meeting must resume and proceedto the next order of business.

PART 8 - COMMITTEES

[Community CharterStanding committees of council141, (1) The mayor must establish standing committees for matters the mayor considers would

be better dealt with by committee and must appoint persons to those committees,(2) At least half of the members of a standing committee must be council members,(3) Subject to subsection (2), persons who are not council members may be appointed to

a standing committee.

Select committees of council142 (1) A council may establish and appoint a select committee to consider or inquire into

any matter and to report its findings and opinion to the council(2) At least one member of a select committee must be a council member,(3) Subject to subsection (2), persons who are not council members may be appointed to

a select committee,]

Duties of standing committees52. (1) Standing committees must consider, inquire into, report, and make

recommendations to Council about, all of the following matters:P30



(a) matters that are related to the general subject indicated by the name of thecommittee;

(b) matters that are assigned by Council; and

(c) matters that are assigned by the Mayor.

(2) Standing committees must report and make recommendations to Council at allof the following times:

(a) in accordance with the schedule of the committee's meetings;

(b) on matters that are assigned by Council or the Mayor,

(i) as required by Council or the Mayor, or

(ii) at the next Council meeting if the Council or Mayor does not specifya time.

Duties of select committees

53. (1) Select committees must consider, inquire into, report, and makerecommendations to Council about, the matters referred to the committee bythe Coxmcil.

(2) Select committees must report and make recommendations to Council at thenext Council meeting unless Council specifies a different date and time.

Schedule of committee meetings54. (1) At its first meeting after its establishment, a standing or select committee must

establish a regular schedule of meetings, unless the Mayor, for standingcommittees, or Council, for select committees, specifies a meeting schedulewhen establishing the committee.

(2) The Chair of a committee may call a meeting of the committee in addition to thescheduled meetings or may cancel a meeting.

Notice of committee meetings55. (1) Subject to subsection (2), after the committee, the Mayor or Council, as

applicable, has established the regular schedule of committee meetings,including the dates, times and places of the committee meetings, notice of theschedule must be given by:

(a) posting a copy of the schedule at the Public Notice Posting Place;

(b) posting a copy of the schedule on the District's web site and throughother media and locations, if these options are available; and

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District of LantzvlUe


(c) providing a copy of the schedule to each member of the committee.

(2) Where revisions are necessary to the annual schedule of committee meetings,the Corporate Officer must, as soon as possible, post a notice at the PublicNotice Posting Place which indicates any revisions to the date, time and placeor cancellation of a committee meeting.

(3) The Chair of a committee must cause, through the Corporate Officer, a notice ofthe date, time and place of a meeting of a committee called under section 54(2)to be given to all members of the committee at least 24 hours before the time ofthe meeting.

Committee Agenda56. (1) The Corporate Officer must:

(a) Prepare an agenda setting out all items for consideration at each meeting,

(b) Make the agenda available to the public and committee members at least24 hours before the time of the meeting by:



(iii) leaving a copy of the agenda at the District Office for each member.

Attendance at committee meetings57. Council members who are not members of a committee may attend the meetings of

the committee.

Minutes of committee meetings to be maintained and available to public58. Minutes of the proceedings of a committee must be:



(c) signed by the Chair or member presiding at the meeting or at the next meetingat which the minutes are approved; and

(d) open for public inspection in accordance with section 97(l)(c) of the CommunityCharter [other records to which public access must he provided].

Quorum

59. The quorum for a committee is a majority of all of its members.

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Conduct and debate

60. (1) The rules of the Council procedure must be observed during committeemeetings, so far as is possible and unless as otherwise provided in this Bylaw.

(2) Council members attending a meeting of a committee, of which they are not amember, attend as observers.

Voting at meetings61. Council members attending a meeting of a committee of which they are not a

member must not vote on a question.

PART 9 - COMMISSIONS

Schedule of commission meetings62. (1) At its first meeting after its establishment, a commission must establish a

regular schedule of meetings, unless Council specifies a meeting schedule whenestablishing the commission.

(2) The Chair of a conunission may call a meeting of the commission in addition tothe scheduled meetings or may cancel a meeting.

Notice of commission meetings63. (1) Subject to subsection (2), after the commission or Cotmcil, has established the

regular schedule of commission meetings, including the dates, times and placesof the commission meetings, notice of the schedule must be given by:

(a) posting a copy of the schedule at the Public Notice Posting Place;

(b) posting a copy of the schedule on the District's web site and throughother media and locations, if these options are available; and

(c) providing a copy of the schedule to each member of the commission.

(2) Where revisions are necessary to the annual schedule of the commissionmeetings, the Corporate Officer must, as soon as possible, post a notice at thePublic Notice Posting Place which indicates any revisions to the date, time andplace for cancellation of a commission meeting.

(3) The Chair of a commission must cause, through the Corporate Officer, a noticeof the date, time and place of a meeting called under section 56(2) to be given toall members of the commission at least 24 hours before the time of the meeting.

Commission Agenda64. (1) The Corporate Officer must:

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(a) Prepare an agenda setting out all items for consideration at each meeting;

(b) Make the agenda available to the public and committee members at least24 hours before the time of the meeting by:



(iii) leaving a copy of the agenda at the District Office for each member.

Minutes of commission meetings to be maintained and available to the public65. Minutes of the proceedings of a commission must be:



(c) signed by the Chair or a member presiding at the meeting or at the nextmeeting at which the minutes are approved; and

(d) open for public inspection in accordance with section 97(l)(c) of the CommunityCharter [other records to which public access must he provided].

Quorum

66. The quorum of a commission is a majority of all of its members.

Conduct and Debate

67. The rules of the Council procedure must be observed during commission meetings,so far as is possible and unless as otherwise provided in this bylaw.

PART 10-GENERAL

68. If any section, subsection or clause of this bylaw is, for any reason, held to be invalidby the decision of a court of competent jurisdiction, such decision will not affect thevalidity of the remaining portions of this bylaw.

69. This bylaw may not be amended or repealed and substituted unless Council firstgives notice in accordance with section 94 of the Community Charter [public notice].

70. District of Lantzville Council Procedure Bylaw No. 18 - 2004 is repealed.

READ A FIRST TIME THIS day of ,2016.READ A SECOND TIME THIS day of , 2016.

READ A THIRD TIME THIS day of ,2016.P34



ADOPTED THIS day of , 2016.

Director of Corporate Administration Mayor

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BYLAW NO. 18-2004

A BYLAW TO GOVERN THE PROCEEDINGS OF COUNCIL AND COMMITTEES

WHEREAS Section 124 of the Community Charter requires that the Council must, by bylaw,establish the procedures that are to be followed for the conduct of Its business, including themanner by which resolutions may be passed, bylaws adopted, and to establish procedures thatare to be followed in conducting meetings of select and standing committees of Council, andany other committee composed of Council members acting in that capacity;

NOW THEREFORE the Municipal Council of the District of Lantzville in an open meetingassembled enacts as follows:

Part 1 - Introduction

Citation

1. This bylaw may be cited for all purposes as "District of Lantzville Council ProcedureBylaw No. 18-2004".

interpretation

2. In this bylaw:

"Committee" means a standing, select or other committee of Council, but does notinclude Committee of the Whole (CoW).

"Committee of the Whole (CoW)" means the Committee of the Whole of Council.

"Corporate Administrator" means the person responsible for corporate administrationof the District of Lantzville and includes the Deputy Corporate Administrator.

"Council" means the Council of the District of Lantzville.

"District" means the District of Lantzville.

"District Office" means the District of Lantzville Municipal Hall, located at 7192Lantzville Road.

"District's Web Site" means the information resource found at www.lantzville.ca.

"Mayor" means the Mayor of the District of Lantzville and during the absence, illness orother disability of the Mayor, includes a Councillor appointed as Acting Mayor.

"Public Notice Posting Places" means the notice board at the entrance of the DistrictOffice and the District's web site.

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Procedure Bylaw 18 - 2004Page 2

Application

3. (a) The provisions of this Bylaw govern the proceedings of Council, CoW, and allstanding and select committees of Council, as applicable.

(b) in cases not provided for under this Bylaw, the New Robert's Rules of Order, 10*Êdition) apply to the proceedings of Council, CoW, and Council committees tothe extent that those rules are;

(i) applicable in the circumstances, and(ii) not inconsistent with provisions of this Bylaw or the Community Charter

Part 2 - Council Meetings

inaugural Meeting

4. (a) Following a general local election, the first Council meeting must be held on thefirst Monday in December in the year of the election.

(b) if a quorum of Council members elected at the general local election has nottaken office by the date of the meeting referred to in subsection (a), the firstCouncil meeting must be called by the Corporate Administrator and held as soonas reasonably possible after a quorum has taken office.

Time and Location of Meetings

5. (a) Ail Council meetings must take place within the District Office except whenCouncil resolves to hold meetings elsewhere.

(b) Regular Council meetings must:(i) be held on the second and fourth Monday of each month, except for the

month of August when no Regular meetings shall be held unless Councildirects othenvise by way of calling a Special Meeting; and

(ii) begin at 7:00 p.m.(ill) be adjourned at 10:30 p.m. on the day scheduled for the meeting unless

two-thirds majority of Council resolves to proceed beyond that time;(iv) when such meetings fail on a statutory holiday, be held on the next day

the District Office is open following which is not a statutory holiday; and(v) unless Council, by resolution directs otherwise, statutory Public Hearings

as required, shall be held immediately preceding a Regular meeting ofCouncil.

(c) CoW to be held on a quarterly basis or as determined by Council.

Notice of Council Meetings

6. (a) In accordance with section 127 of the Community Charter, Council must prepareannually, on or before January 1®\ a schedule of the dates, times and places ofRegular Council meetings and must make the schedule available to the public byposting it at the Pubiic Notice Posting Places.

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(b) In accordance with section 127 of the Community Charter, Council must givenotice annually on or before January 1®^ of the time and duration that theschedule of Regular Council meetings will be available.

(c) At least seventy-two hours before a meeting the Corporate Administrator mustgive public notice of the time, place and date of the meeting by way of a noticeposted on the Public Notice Posting Places and must give further notice of themeeting by:

(i) leaving copies of the agenda at the reception counter of the District Officefor the purpose of making them available to members of the public.

(d) At least seventy-two hours before a Regular Meeting of Council, the CorporateAdministrator must provide a copy of the agenda to each member of Council.

Notice of Special Meetings

7. (a) A Special meeting, being a meeting other than a statutory, regular or adjournedmeeting, may be called at any time by the Mayor, or upon request, by two ormore members of the Council. A Special meeting may only be called for aspecific purpose or purposes.

(b) Except where notice of a Special meeting Is waived by a unanimous vote of allCouncil members under section 127(4) of the Community Charter, at leasttwenty-four hours before a Special meeting of Council the CorporateAdministrator must:

(iii) give advance public notice of the time, place and date of the meeting byway of a notice posted on the Public Notice Posting Places; and

(iv) leave one copy of the notice for each Council member in the Councilmember's file folder at the District Office or provide said notice to eachmember of Council via email.

(v) The notice under subsection (b) must describe, in general terms, thepurpose of the meeting and be signed by the Mayor or the CorporateAdministrator.

Part 3 - Designation of Member to Act in Place of Mavor

8. (a) Annually in December, Council must, from amongst its members designateCouncillors to serve on a rotating basis as the member responsible for acting inthe place of the Mayor when the Mayor is absent or otherwise unable to act orwhen the office of the Mayor is vacant.

(b) Each Councillor designated under subsection (a) above must fulfill theresponsibilities of the Mayor in his or her absence.

(c) If both the Mayor and the member designated under section 8 (a) are absentfrom the Council meeting, the Council members present must choose aCouncillor to preside at the Council meeting.

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(d) The member designated under section 8 (a) or chosen under section 8 (c) hasthe same powers and duties as the Mayor in relation to the applicable matter.

Part 4 - Council Proceedings

Attendance of Public at Meetings

9. (a) Except where the provisions of section 90 of the Community Charter apply, allCouncil meetings must be open to the public.

(b) Before closing a Council meeting or part of a Council meeting to the public,Council must pass a resolution in a public meeting in accordance with section 92of the Community Charter.

(c) This section applies to all meetings of the bodies referred to in section 93 of theCommunity Charter, Including without limitation:

(i) CoW(ii) Standing and Select Committees(ill) Parcel Tax Review Panel(iv) Board of Variance(v) Advisory Planning Commission

(d) Despite section 9(a), the Mayor or the Councillor designated as the memberresponsible for acting in the place of the Mayor under section 8 may expel orexclude from a Council meeting a person in accordance with section 16(c).

Minutes of Meetings to be Maintained andAvaiiabie to the Public

10. (a) Minutes of the proceedings of Council must be legibly recorded, certified ascorrect by the Corporate Administrator and signed by the Mayor or other memberpresiding at the meeting.

(b) Subject to subsection 10 (c), and in accordance with section 97(1 )(b) of theCommunity Charter minutes of the proceedings of Council must be open forpublic inspection at the District Office during its regular office hours.

(c) Subsection 10 (b) does not apply to minutes of a Council meeting or that part of aCouncil meeting from which persons were excluded under section 90 of theCommunity Charter.

Caiiing Meeting to Order

11. (a) As soon after the time specified for a Council meeting as there Is a quorumpresent, the Mayor, if present, must take the Chair and call the Council meetingto order, however, where the Mayor Is absent, the Councillor designated as themember responsible for acting in the place of the Mayor in accordance with Part3, section 8, must take the Chair and call such meeting to order. The presidingmember has, for that purpose, all the powers of, and Is subject to, the same rulesas the Mayor.

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(b) Should both the Mayor and the member responsible for acting in place of theMayor be absent and there is a quorum present the Corporate Administratormust call to order the members present, and the members present must choosea member to preside at the meeting.

Adjourning When no Quorum

12. If there is no quorum of Council present within thirty (30) minutes of the scheduled timefor a Council meeting, the Corporate Administrator must record the names of themembers present, and those absent, and adjourn the meeting until the next scheduledmeeting.

Agenda

13. (a) Prior to each Council meeting, the Corporate Administrator must prepare anagenda setting out all the items for consideration at that meeting, noting in shortform a summary for each item on the agenda.

(b) The deadline for submissions by Council, staff and the public to the CorporateAdministrator of items for inclusion on the Council meeting agenda must be 4:30p.m. on the Wednesday prior to the scheduled meeting.

(c) The Corporate Administrator must make the agenda available to the members ofCouncil and the public on the Friday afternoon prior to the meeting.

(d) Council must not consider any matters not listed on the agenda unless a newmatter for consideration is properly introduced as a late item pursuant to section15.

Order of Proceedings and Business

14. (a) The agenda for all Regular Council meetings contains the following matters in theorder in which they are listed below:

(i) Agenda Additions and/or Deletions(ii) Approval of the Agenda(iii) Adoption of Minutes(iv) Presentations/Delegations(v) Correspondence(vi) Reports(vii) Bylaws(viii) Unfinished Business(ix) New Business(x) Public Participation(xi) Special Business (In-Camera)(xii) Adjournment

(b) Particuiar business at a Council meeting must in all cases be taken up in theorder in which it is listed on the agenda unless otherwise resolved by Council.

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Late Items

15. (a) An item of business not included on the Agenda must not be considered at aCouncil meeting unless introduction of the late item is approved by Council at thetime allocated on the Agenda for such matters.

(b) If the Council makes a resolution under section 15(a), information pertaining tolate items must be distributed to the members.

Rules of Conduct and Debate

16. (a) Every member shall address himself/herself to the chair before speaking to anyquestion or motion.

(b) Members shall address the chair as "Your Worship" or "Mayor and shallrefer to each other as "Councillor (surname)".

(c) No member shall speak disrespectfully of Her Majesty the Queen or any of theRoyal Family, or of the Governor-General, Lieutenant-Govemor or personsadministering the Government of Canada or of this Province, nor shall he/sheuse offensive words in or against the Council or against any member thereof; norshall he/she speak beside the Question in debate, and no member shall reflectupon any vote of the Council except for the purpose of moving that such vote berescinded; nor shall he/she resist the rules of the Council or disobey the decisionof the Mayor or of the Council on questions of order or practice, or upon theinterpretation of the rules of the Council, and in case any member shall so resistor disobey, he/she may be ordered by the Council to leave his/her seat for thatmeeting, and in case of his/her refusing to do so he/she may, on the order of theMayor, be removed therefrom by a peace officer; but in case of apology beingmade by the offender, he/she may by vote of the Council be permitted toimmediately retake his/her seat.

(d) When two or more members commence to speak, the Mayor shall name themember who, in his/her opinion, first spoke; but a motion may be made that anymember who has commenced to speak "be now heard" or "do now speak" (andsuch motion shall be treated as a point of order).

(e) A member called to order from the chair shall immediately cease speaking, butmay aftenvards, on a point of privilege explain. The Council if appealed to, shalldecide the case, but without debate. If there be no appeal, the decision of theMayor shall be final.

(f) No member may speak more than twice to the same question without leave ofthe Council, except in explanation of a material part of his/her speech, which mayhave been misconceived and in doing so he/she may not introduce new matter.A reply shall be allowed to a member who has made a substantive motion to theCouncil, but not to a member who has moved an amendment.

(g) When a debate of a question is closed and the Council is ready for the question,the Mayor shall proceed to put the question "Is the Council ready for thequestion?" (or words to the like effect). Having stated the question on which the

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decision of the Council is to be first given, he/she shali take the sense of themember by saying, "Those in favour of the question" (or amendment, as the casemay be); "Those opposed" (or words to the iike effect). Members of Council shallvote by raising their hand. When the supporters and opponents of the questionor amendment have given their vote for and against the same, the Mayor shalldeclare the result.

(h) After a question Is finally put by the Mayor, no member shall speak to thequestion, nor shall any other motion be made until after the result of the vote hasbeen declared. The decision of the Mayor as to whether the question has beenfinally put shall be conclusive.

(i) If the Mayor desires to leave the Chair for the purpose of taking part in thedebate or otherwise, he/she shall call on the Acting Mayor, or in his/her absence,another Councillor to take his/her place until he/she resumes the Chair.

Points of Order

17. The Mayor, or the member presiding at the meeting of Council, must preserve order anddecide points of order which may arise, subject to an appeal to the other Councilmembers present.

Appeal from Decision of Mayor

18. (a) On an appeal by a Council member from a decision of the Mayor, the question asto whether the chair is to be sustained must be immediately put by the Mayor anddecided without debate.

(b) The Mayor must be governed by the vote of the majority of the other Councilmembers present.

(c) If the votes are equal, the question passes in the affirmative.

(d) The names of the Council members voting for or against the question must berecorded in the minutes.

(e) If the Mayor refuses to put the question under subsection (a),

(i) the Council must immediately appoint a member to preside temporarily,(ii) that presiding member must proceed in accordance with subsection (a),

and

(ill) a resolution or motion carried under this subsection is as binding as ifcarried under subsection (a).

Voting on Questions

19. (a) A Council member present at the meeting at the time of the vote who abstainsfrom voting is deemed to have voted in the affirmative.

(b) Unless otherwise provided all acts to be done by the Council, and all otherquestions, including adjournment, that may come before the Council, must bedone and decided by the majority of the Council members present at a meeting.

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(c) If the votes of the Council members present at the meeting at the time of the voteare equal for and against a question, the question is negatived and the presidingmember must declare this result.

(d) The names of those who vote against the question shall only be entered uponthe minutes upon a request by either the Mayor or Councillor for a recorded vote.Further, if requested by Council, the Corporate Administrator shall read aloud thenames before the result of the vote has been declared in order that any mistakemay be rectified.

(e) When the question under consideration contains distinct propositions, uponrequest of any member, the vote upon each proposition shall be takenseparately.

Presentations, Delegations & Petitions

20. (a) No person or group of persons wishing to appear before Council may do sounless he/she or they have first notified the Corporate Administrator in writing inaccordance with section 13. Such notification shall specify the matter or matterswhich the delegation intends to present to Council and, without the approval ofCouncil expressed by motion, no delegation shall address Council on any matternot specified in the notification.

(b) Every delegation shall be allowed a maximum time often minutes to present itspetition or submission, unless extended by a two thirds vote of the Council, afterwhich the Council may dispose of the petition or submission at the meeting, referthe subject matter to a committee or take such other action as is deemedexpedient.

(c) Delegations to Council shall be limited to a maximum number of three perscheduled meeting. Further, that late delegations may be considered at thediscretion of the Chair.

(d) Every petition to be presented to Council shall be filed with the CorporateAdministrator and shall include the name of each petitioner with his/her addressand description of the property of which he/she Is the owner or which he/sheoccupies in the municipality. In the case of a corporation, the authority given bythe corporation to sign the petition shall be produced in connection therewith.

Reports

21. A standing or select committee or Commission of Council may report to the Council atany regular meeting or shall report as required by Council.

Bylaws

22. A proposed bylaw may be introduced at a Council meeting only if a copy of it has beendelivered to each Council member at least twenty-four hours before the Council meeting,or all Council members unanimously agree to waive this requirement.

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(a) A bylaw introduced at a Council meeting must:

(i) be printed;(ii) have a distinguishing name;(iii) have a distinguishing number;(iv) contain an introductory statement of purpose(v) be divided into sections

(b) Council must consider a proposed bylaw at a Council meeting either:

(i) separately when directed by the presiding member or requested byanother Council member, or

(ii) jointly with other proposed bylaws in the sequence determined by thepresiding member.

(c) The presiding member of a Council meeting may

(i) have the Corporate Administrator read a synopsis of each proposedbylaw or group of proposed bylaws, and then

(ii) request a motion that the proposed bylaw or group of bylaws be read;

(d) The readings of the bylaw may be given by stating its title and object.

(e) A proposed bylaw may be debated and amended at any time during the firstthree readings unless prohibited by the Community Charter.

(f) Subject to section 882 of the Local Government Act, each reading of a proposedbylaw must receive the affirmative vote of a majority of the Council memberspresent.

(g) In accordance with section 135 of the Community Charter, Council may give twoor three readings to a proposed bylaw at the same Council meeting.

(h) Despite section 135(3) of the Community Charter, and in accordance with section890(9) of the Local Government Act, Council may adopt a proposed officialcommunity plan or zoning bylaw at the same meeting at which the plan or bylawpassed third reading.

New Business, Motions & Notices of Motions

23. (a) Motions, other than routine motions (including motions to adopt a report, toreceive and file, to refer to a Committee or an Official, to introduce or pass abylaw or adjourn) and any amendments to motions, shall be put in writing andseconded before being debated or put from the chair.

(b) A motion that has been seconded shall be read by the Mayor or CorporateAdministrator before debate if so requested by any member of Council.

(c) With the permission of Council, a motion may, at any time before decision oramendment, be withdrawn.

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(d) When a question Is under consideration, no motion shall be received except forthe following:

(I) to refer to committee;(II) to amend;(III) to lay on the table;(Iv) to postpone Indefinitely;(v) to postpone to a certain time;(vl) to move the previous question(vll) to adjourn

A motion made under subsections 23 (III) to (vll) Is not amendable or debatable.

(e) Amendments shall be decided upon before the main question Is put to a vote.Only one amendment shall be allowed to an amendment.

(I) A motion to refer the subject matter to a Committee, until It Is decided, shallpreclude all amendments of the main question.

(j) A motion to adjourn the Council or to adjourn the debate shall always be In order,but If such motion Is negatived, no second motion to the same effect shall bemade until after some Intermediate business or matter has been disposed of.

Pubiic Participation

24. Council, recognizing the value and Importance of the opinion of Its residents,encourages public participation at meetings of Council. Therefore, at the discretion ofthe Chair, gives those In attendance the opportunity to ask questions and/or comment toCouncil as It relates to business outlined and discussed at that particular meeting.

Committee of the Whoie (CoW)

25. (a) Any Council member may preside In Committee of the Whole.

(b) The rules of Council shall be observed In Committee of the Whole, so far asmany be applicable, except that In taking the ayes and nays, the names ofCouncil members shall not be recorded, nor shall the number of times ofspeaking on any question be limited.

(c) In case of a division being called for, the question shall be decided by a show ofhands. The Corporate Administrator shall count and decide the number on eachside and the presiding member of the committee shall announce the result of thevote.

(d) When all matters referred to a Committee of the Whole have been considered, amotion to adjoum and report to the next Regular Meeting of Council shall beadopted. At the next Regular Meeting of Council, the presiding member of theCommittee of the Whole shall report to the Council and the adoption of themotions of the Committee of the Whole shall be moved.

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Standing and Seiect Committees

26. (a) Pursuant to section 141 of the Community Charter, the Mayor may establishstanding committees for matters the Mayor considers would be better dealt withby committee, and may provide for appointment as members of a standingcommittee persons who are not Council members. At least one half of themembers of a standing committee must be Council members.

(b) Pursuant to section 142 of the Community Charter the Council may, from time totime, establish and appoint a select committee, to consider or inquire into anymatter and to report its findings and opinion to the Council. At least one memberof a seiect committee must be a Council member.

(c) Any member of the Council may be placed on a standing or select committee,notwithstanding the absence of such member at the time of being named uponsuch committee.

(d) Members of the Council may attend the meetings of any of its committees andshall not be allowed to vote, but may be allowed to take part in any discussion ordebate by permission of a majority of the Committee.

(e) The general duties of all the standing committees of the Council shall be asfollows:

(i) to consider and report to council from time to time or whenever desired bythe Council and as often as the interest of the District may require, on ailmatters referred to them by the Mayor or Council or coming within theirpurview, and to recommend such action by Council in relation thereto asthey, the Committee, deem necessary or expedient.

(ii) to carry out the instructions of the Council expressed by resolution inregard to any matter referred by the Council to any Committee forimmediate action thereupon, but in such cases the instructions of theCouncil shall be specific and the Committee shall report its action in detailat the next meeting of the Council thereafter.

(f) Every member who shall introduce a motion upon any subject which may requirethe appointment of a select committee shall be one of the committee.

(g) Of the number of members appointed to compose any standing or selectcommittee, a majority shall be a quorum competent to transact business

(h) in the transaction of business all standing and select committees shall adhere asfar as possible to the rules governing proceedings in meetings of the Council.

(i) A select committee shall, on completion of its assignment or on submitting itsreport to the Council, be automatically dissolved.

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Part 5 - General

26. If any section, subsection or clause of this bylaw Is for any reason held to be invalid bythe decision of a court of competent jurisdiction, such decision will not affect the validityof the remaining portions of this bylaw.

27. This bylaw may not be amended or repealed and substituted unless Council first givesnotice in accordance with section 94 of the Community Charter.

28. "Procedure Bylaw No. 2003 -1" is hereby repealed.

READ A FIRST TIME this 13*^ day of April, 2004

READ A SEOND TIME this 13*^ day of April, 2004

PUBLISHED IN ACCORDANCE WITH Section 94 of the Community Charter on the 3"* day ofApril, 2004 and again on the lO"* day of April, 2004.

READ A THIRD TIME this 13'*' day of April, 2004

RECONSIDERED AND FINALLY ADOPTED THIS 26'" day of April, 2004

Mayor Corporate Administrator

I hereby certify that the above is a true and correct copy of "District of Lantzville ProcedureBylaw No. 18 - 2004", as adopted by Council of the District of Lantzville on the 16^^ day of April,2004.

Corporate Administrator

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June 20,2016 Conunittee of the Whole Meeting - Procedure Bylaw Options - Electronic Meetings BackgroundPage 1 of 11

Excerpt from the Community Charter

Electronic meetings and participation by members

128 (1) If this Is authorized by procedure bylaw and the requirements ofsubsection (2) are met,

(a) a special council meeting may be conducted by means ofelectronic or other communication facilities, or

(b) a member of council or a council committee who Is unable toattend at a council meeting or a council committee meeting, asapplicable, may participate In the meeting by means of electronicor other communication facilities.

(2) The following rules apply In relation to a meeting referred to In subsection(1):

(a) the meeting must be conducted In accordance with theapplicable procedure bylaw;

(b) the facilities must enable the meeting's participants to hear, orwatch and hear, each other;

(c) for a special council meeting referred to In subsection (1) (a),(I) the notice under section 127 (2) [notice of specialmeetings] must Include notice of the way In which themeeting Is to be conducted and the place where the publicmay attend to hear the proceedings that are open to thepublic, and

(II) except for any part of the meeting that Is closed to thepublic, the facilities must enable the public to hear, or watchand hear, the meeting at the specified place, and adesignated municipal officer must be in attendance at thespecified place;

(d) for a meeting referred to In subsection (1) (b), except for anypart of the meeting that Is closed to the public, the facilities mustenable the public to hear, or watch and hear, the participation ofthe member.

(3) Members of council or a council committee who are participating under thissection In a meeting conducted In accordance with this section are deemed tobe present at the meeting.

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June 20,2016 Committee of the Whole Meeting - Procedure Bylaw Options - Electronic Meetings BackgroundPage 2 of 11

Excerpts from the Provincial Website:Council and Board Procedures Page:Councils may also conduct meetings as "electronic meetings" (i.e. via voice conferencing).

Procedure Bylaw Page:Electronic MeetingsDivision 2 of Part 5 provides council the authority to conduct special council meetings electronically, and toallow council and committee members to participate electronically in council and council committeemeetings, as the case may be. In order to exercise these powers council needs to establish specific rules ofprocedure in its procedure bylaw.For more information on electronic meetings.

Electronic Meetings PageSection 128(1) of the Community Charter gives municipalities the opportunity to conduct special councilmeetings using electronic and communications media, such as telephone and video conferencing. Thissection also authorizes municipalities to allow individual council, or committee members, to participate incouncil or committee meetings through such media, when the member is imable to att«id in person.

The intent behind this provision is to provide flexibility to councils in conducting business, withoutcompromising the rights of the public to have access to the decision-making process. The legislation doesthis by setting standards, which require a municipality to:• include the process for electronic meetings in the municipal procedure bylaw;• provide notice of electronic meetings; and• provide the appropriate facilities and equipment to give the public the opportunity to hear, or hear

and see, the participation of council members.

When to Consider Conducting Special Council Meetings ElectronicallyIn general, municipal coimcils conduct their business during regularly-scheduled meetings. However, therewill be occasions when a council needs to call a special council meeting.

The following are examples of these occasions.• A new bylaw may be required to prohibit a particular activity that, in the absence of the bylaw,

would likely occur in the very near future. If council's regular meeting schedule and the need toseparate the first three readings of the bylaw firom fourth reading and final adoption would result inunacceptable delays, a special meeting may be held for timely adoption of the bylaw.

• Council may choose to schedule special meetings at budget time to allow members to focus solely ontheir review of the municipality's proposed financial plan.

• Councils may choose to hold special meetings to debate important development projects or theimpHcations to the municipality of major events.

Whether they are called to take care of urgait business or to consider key matters, special council meetingsare important. Generally, all members of council will want - and in certain cases, need - to attend. However,in cases where attendance is not possible, council could choose to hold the special meeting electronically.

Electronic Participation by a Council or Committee MemberUsually, the schedules for regular council meetings, standing committee meetings and select committeemeetings are set well in advance. Thore will be situations in which individuals are unable to attend a regularmeeting or committee meeting in person. In instances where the individual's (including non-councilmembers sitting on council committees) attendance is deemed critical, participation by electronic means maybe helpful.

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June 20,2016 Conmiittee of the Whole Meeting - Procedure Bylaw Options - Electronic Meetings BackgroundPage 3 of 11

Excerpts from Provincial Website - Electronic Meetings Page Contd.

What to consider

Before adopting provisions for electronic meetings, each council will want to consider the implications andwhether such provisions are appropriate for their community. If the decision is made to proceed, councilwill need to define the scope of the provisions, by considering the following:• the situations where electronic special council meetings will, and will not, be permitted;• the extent of an individual council member's authority to participate electronically in non-special

meetings;• logistical issues related to using electronic technology; and• the costs associated with electronic meetings.

Below are considerations to assist municipalities in determining the value of electronic meeting provisions.This list is not exhaustive.

Conducting Special Council Meetings Electronically• Should provisions allow for all special council meetings to be conducted electronically or should

there be defined circumstances where the public can expect council members to be physicallypresent?

• Should the decision to designate a special council meeting as an electronic meeting be left to thediscretion of the mayor, acting mayor or council members who actually call the meeting?

• Should other individuals (e.g., consultants to the municipality, staff members, etc.) be permitted toparticipate electronically? Or should they be required to be present in person at the specified venue?

Electronic Participation by a Council or Conmiittee Member• What types of meetings (regular, special or committee) should council consider allowing members to

participate electronically?• What constitutes a valid reason for being unable to attend? Should each member be given the

discretion to judge validity?• Should the chair of the meeting be allowed to participate electronically (as chair)? Or should the

chair be assumed by an individual who is physically present?• How many members of council should be allowed to participate electronically in the same meeting

(e.g. should council or council committees require a quorum of monbers physically present)? If thereis a limit, how are participants chosen?

• How many times should an individual member be permitted to participate electronically?• Should a member who is participating electronically be allowed to join a meeting that is imderway -

i.e., arrive late?• Should a member who is participating electronically be entitled to receive an agoida package

electronically or by courier?• Should thore be provisions to amend agendas with controversial items to defer the issues when

members are participating by electronic means? What would those circumstances be (e.g. certainnumber of members participating electronically or certain type of issue to be dealt with by council)?

• Should presenters to council be required to tailor their presaatations to accommodate members whoare participating electronically?

• If a member, participating electronically, cannot view a presentation or read a report which is thesubject of debate, should the member be allowed to participate in the debate?

• Should council have a policy about providing information received at the council or committeemeeting to members participating electronically before voting on the matter?

• Should die same rules apply to council members and non-councillor committee members?

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Excerpts from Provincial Website - Electronic Meetings Page Contd.

Logistics• What type of electronic means should be permitted? Audio? Visual? Both?• Should cell phone and satellite connections be permitted in addition to land-line connections?• Does the municipality have a conference phone system and an audio system that allow for clear

projection of voices throuôut council chambers (or the designated meeting place), and forcontinuous two-way communication?

• Are there facilities available at other nearby locations that are acceptable to council (e.g., umversity)?• Are the video links in place capable of providing an uninterrupted video stream, similar to a

conventional television broadcast?

• Are video monitors in place to project images to all members of council and to the public?• What happens if a communications link is lost during a meeting? Should the meeting temporarily

adjourn until the link is re-established? What if the lost link is with the chair of the meeting?• Does the specific meeting place provide adequate facilities for municipal staff and the public?

Costs

• Should the municipality be responsible, in every case, for the cost to a member of participatingelectronically in a meeting?

• Are cost limits necessary?• If council pays per diem costs for attendance at meetings should electronic meetings be reimbursed at

the same rate?

• Do the baiefits of electronic meetings justify the capital expenditures on new telephone and videoequipment?

How to Proceed

If council decides to adopt electronic meeting provisions, it must establish the process in the mumcipalprocedural bylaw.

Section \21(2^ of the Community Charter requires a municipality to post a notice of every special councilmeeting, except in cases where the requirement is waived by imanimous vote of all members. As per section128(21. each notice must specify if the special meeting is to be conducted electronically and, if so, mustidentify the place where the public may attend to hear the proceedings. The facilities for the electronicmeeting must enable the meeting's participants and the public to hear, or watch and hear, each other. Adesignated municipal officer must be in attendance at the place of the electronic meeting.

Additional Comments

Griven advances in communications technology, some municipalities may view incorporating electronictechnology into meetings as an idea whose time has come. In certain circumstances, electronic meetingsprovide a valuable tool for coimcils, but they may not be a substitute for conventional meetings.

EXCERPT FROM UBCM FACT SHEETS (January 2015)Electronic Meetings If authorized by procedure bylaw and certain requirements are met, a councillor who isunable to attend a council or council committee meeting may participate in the meeting by means ofelectronic or other communication faciiities. A special council meeting may also be conducted in this way[CC s. 128]. Councillors who are participating in a meeting by means of electronic or other communicationfacilities are deemed to be present at the meeting. The facilities must at minimum enable the meeting'sparticipants to hear each other, and the public to hear the meeting. For a special meeting utilizing electronicor other communication facilities, the notice must indicate the way in which the meeting is to be conductedand the place where the public may attend in order to hear and/or watch the meeting.

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EXCERPT from Ombudsperson's 2012 Open Meetings: Best Practice Guide for Local

Governments

ELECTRONIC MEETINGS

Electronic communication has allowed local governments an unprecedentedlevel of flexibility and connection. Communication without the need to meet

in person is now a more accessible alternative than ever before, and many localgovernments have embraced this accessibility to foster a stronger dialogue withtheir citizens. However, electronic communication also presents specific challengesto transparency and accountability, and local governments must be aware ofhow electronic communication relates to the open meeting requirements in theCommunity Charter.

Recognizing Electronic Meetings

The most important thing for local governments to recognize is that the samekey factors determining whether an informal gathering is a meeting also applyto electronic communications. If members of a local government are, throughelectronic communications, advancing matters within their jurisdiction, all of therules about open meetings apply. For example, the content of Instant messagingand group emails between local government members, whether the emails are sentfrom or to public or private accounts, may unwittingly transition from topics thatdo not need to be discussed in an open meeting to matters that must be discussedin an open meeting. Local governments need to be conscious that all meetings ofcouncil, members, not simply those that take place in an official setting, are subjectto the open meeting requirements.

Holding Electronic Meetings

Section 128 of the Communfty C/jorfer which governs electronic meetings appliesonly to municipal councils and council committees; however, similar provisionsalso exist for Regional Districts^^ and the IslandsTrust^ Section 128 states thata procedure bylaw may authorize a local govemmentto participate in electronicmeetings in two ways. First, a local government may hold a special meetingelectronically. Second, a member of council or a council committee that isunable to attend a council or committee meeting may participate in the meetingelectronically.

The authority to hold electronic meetings is subject to several limitations. Electronicmeetings are permitted only If:

authorized by and conducted in accordance with the applicable procedure bylaw

facilities enable the meeting's participants to hear, or watch and hear each otherfacilities enable the public to hear, or watch and hear, the meeting and theparticipation of any members joining an in-person meeting by electronicmeans, and

notice of a special meeting conducted by electronic means includes adescription of the way in which the meeting will be conducted, as well as theplace where the public may attend to hear the parts of the meeting that areopen to the public

Regional Districts Electronic Meetings Regulation, B.C Reg. 271/2005.

Islands Trust Electronic Meetings Regulation, B.C Reg. 283/2009.

ELECTRONIC MEETINGS

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Open Meetings:Best Practices Guide for

Local Governments 11 P52



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It is best practice for electronic meetings to occur only when meeting in person isimpossible or Impractical. For example, special meetings may need to be held withonly the requisite 24 hours advance notice, and electronic communication canprovide a relatively quick way to connect participants, especially In geographicallylarger jurisdictions where travel to a central meeting location might be difficult forsome. Similarly, If a councillor, trustee or director Is unable to be physically presentwith the group, electronic communication can allow her or him to participate In ameeting that would otherwise be missed.

Given the flexibility Inherent in the general provisions outlined In section 128, It Isuseful for local governments to clearly outline under what circumstances and howelectronic meetings will be conducted. Some local governments have decided todevelop a specific bylaw to address electronic meetlngs,^^ while many others haveIncluded briefer electronic meetings sections In their general procedure bylaw.^'*The Ministry of Community, Sport and Cultural Development has provided achecklist of considerations that local governments should address when draftingtheir electronic meeting procedures.'®

See, for example. City of Fort St John, Council Policy Na 96/03, Electronic Meetings and Partidpadonby Members, online; City of Fort St John

httpy/www.civlcinfoJ)cca/Library/Po]icles_and_Procedures/Electe(LOfiicials_and_CounciLMeetings/Electronic_Meetings_and_Partlcipatlon_by_MembersLPolicy-Fort_StJohn-JanuaryJi004.pdf.

See, for example. City of Pitt Meadows, Procedure Bylaw Na 2456,2010, A Bylaw ofthe Chy of PittMeadows to set Council Procedure, online: Qty of Pitt Meadowshttpy^vww.pittme^dows.bcca/assets/Bylavvs/2456 ^201Qj-_Procedure_Bâw.pdf.Ministry of Community, Sport and Cultural Development Community Charter^ctronicMeedngs,online; Ministry of Community, Sport and Cultural Developmentht^://www£scd.govJx:xa/lgd/gov_structure/community_charter/govemance/opeiuneetingsJitm.

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June 20,2016 Cormnittee of the Whole Meeting - Procedure Bylaw Options - Electronic Meetings BackgroundPage 7 of 11

SAMPLE COUNCIL PROCEDURE BYLAW WORDING

Excerpt from 2004 Procedure Bylaw Template from the Province2. Optional - These are provisions which a council may choose not to include. For example, providing for special

council meetings to be conducted electronically or having a council or council committee member attend acouncil meeting or council committee meeting through electronic or other communication facilities is anoptional provision found at section 8 of the Procedure Bylaw;

OptionalElectronic Meetings1. (1) Provided the conditions set out in subsection 128(2) of the Community Charter

[electronic meetings and participation by members] are met,s. 128

(a) a special Council meeting may be conducted by means of [option: visual andaudio] or [option: audio] electronic or other communication facilities if:

(i) [option: the Mayor requires];

(ii) [option: the Council requires]',

(ill) [option: other]', or

(b) a member of Council or a Council Committee member who is unable to attendat a Council meeting or Council Committee meeting, as applicable, mayparticipate in the meeting by means of [option: visual and audio] or [option:audio] electronic or other communication facilities, if:

(i) [option: the meeting Is a] [option: regular, special and/or committeemeeting];

(ii) [option: the member Is unable to attend because ];

(iii) [option: other].

(2) [Option:] The member presiding at a special council or council committee meetingmust not participate electronically.

(3) [Option:] No more than [option: 2] members of council at one time may participate ata council meeting under section 8(1 )(b).

(4) [Option:] No more than [option: 2] members of a Council Committee at one time mayparticipate at a Council Committee meeting under s.8(1 )(b).

(5) [Option: Other considerations or requirements such as receipt of agendas orInformation by member participating electronically, attendance by staff atelectronically held special meetings, or failure of technology during a meeting, etc.]

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100 Mile House (Adopted 2004/PopuIatioii 1,913)Electronic Meetings8. (1) Provided the conditions set out In subsection 128(2) of the CommunityCharter [electronic meetings and participation by members] are met,(a) a special Council meeting may be conducted by means of audio electronic or othercommunication facilities If:

(i) the Mayor requires;(II) the Council requires.

(b) a member of Council or a Council Committee member who is unable to attend at a Councilmeeting or Council Committee meeting, as applicable, may participate in the meeting by meansof audio electronic or other communication facilities. If:

(I) the meeting Is a regular, special and/or committeemeeting;(II) the member Is unable to attend because of extraordinarycircumstances.

(2) The member presiding at a special council or council committee meeting must not participateelectronically.(3) No more than two members of council at one time may participate at a council meeting undersection 8(1 )(b).(4) No more than two members of a Council Committee at one time may participate at a CouncilCommittee meeting under section 8(1 )(b).

Bowen Island Municipality (Adopted 2004/Population 3,546)Electronic Meetings(1) Provided the conditions for electronic meeting set out In the Community Charter are met,

(a) (a) a Council or Committee/Commission meeting may be conducted by means ofvisual and audio electronic or other communication facilities If:

(I) (i) the Mayor requires or(II) (11) the Council requires or(III) (III) Chair of the Committee/Commission requires

(b) (b) a member of Council or a Council Committee member who Is unable toattend at a Council meeting or Committee/Commission meeting, as applicable,may participate In the meeting by means of visual and audio electronic or othercommunication facilities, if the meeting Is a regular, special and/orCommittee/Commission meeting.

(2) The member presiding at a Council or Committee/Commission meeting must not participateelectronically.(3) No more than two members of Council or Committee/Commission meetings at one time mayparticipate at a Council meeting under Section 8(1 )(b).

City of Duncan (Adopted 2012 /Population 4,663)Electronic Meetings38. (1) Subject to section 128 of the Charter:

a special meeting may be conducted by means of electronic or other communication(a) facilities;

P55



a member of Council or a Committee who Is unable to attend a Council, C/W, or(b) Committee meeting, as applicable, may participate In the meeting by means of

electronic or other communication facilities;the member presiding at a Council, CA/V, or Committee meeting must not participate

(c) electronically.

Village of Cumberland (Adopted /Population 3,506) No Electronic Meetings

City of Fort St. John (Adopted 2014/Population 20.778)Electronic Meetings(1) Provided the conditions set out In Subsection 128(2) of the Community Charter [electronicmeetings and participation by members] are met,(a) An electronic special council meeting may be considered when Council deems that:

(I) time is of the essence;(II) there Is a key matter to consider

(b) The decision to designate a special council meeting as an electronic meeting shall be left to thediscretion of the mayor, acting mayor In the absence of the mayor, the chair of a committee.Alternately, council may resolve to hold an electronic council meeting.(c) A special Council meeting may be conducted by means of visual and audio or audio electronicor other communication facilities If:

(I) the mayor requires; or(II) the acting mayor. In the absence of the mayor,requires; or(III) the chair of a committee requires.

(d) A member of Council or a Council Committee member who Is unable to attend at a Councilmeeting or Council Committee meeting, as applicable, may participate in the meeting by means ofvisual and audio or audio electronic or other communication facilities. If:

(I) the meeting Is a regular, closed special or committee meeting'(II) the member of Council Is unable to be present at City Hall for reasons pertaining toabsence from the municipality or health reasons.

(2) A minimum of one member of Council must be present In the designated meeting locationIdentified In the public notice of the electronic meeting.

City of Kelowna (Adopted 2009/Popiilatioii 124,378)Electronic MeetingsProvided the conditions set out In the Community Charter are met;□ A special council meeting may, upon authorization of the Mayor, beconducted by means of electronic or other communication facilities.□ A member of Council who Is unable to attend at a council meeting, may,upon authorization of the Mayor, participate In the meeting by means ofelectronic or other communication facilities.□ The member presiding at a council meeting must not participateelectronically.

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City of Nanaimo (Adopted 2007/Population 90,524)9. Electronic Meetings9.1 Provided the conditions set out In Subsection 128(2) of the Community Charter are met:

(a) a Special Council meeting may, upon authorization of the Mayor, be conducted bymeans of electronic or other communication facilities;(b) a member of Council or a Committee member who is unable to attend at a Council orCommittee of the Whole or Committee meeting, may, upon authorization of the Mayor orChair, participate In the meeting by means of electronic or other communication facilities.

9.2 The member presiding at a Special Council or Council Committee meeting must not participateelectronically.9.3 No more than two members of Council at one time may participate at a Special Councilmeeting under Section 9(1 )(a).

City of Parksville (Adopted 2012/Population 12,598)PARTICIPATION IN MEETINGS BY ELECTRONIC MEANS13. (1) In accordance with S. 128 of the Charter a member of Council or a member of a board,committee or commission who Is unable to attend at a Council meeting or a board, commission orcommittee meeting, may participate In the meeting by means of electronic or other communicationfacilities whereby that member can communicate with the members present at the meeting.(2) The member presiding at a Council, board, committee or commission meeting must notparticipate electronically.(3) A member participating in a meeting electronically Is deemed to be present In the meeting asthough they were physically present.(4) The Corporate Officer or designate shall record members present Including those participatingelectronically.

Village of Pemberton (Adopted 2013/Populatioii 2,446):Electronic MeetingsI. Provided that all of the conditions set out In subsection 128 (2) of the Community Charter aremet, and subject to paragraph (11) of this Section, a member of council or of a council committee,other than the presiding member, who Is unable to attend at any council or committee meeting, asapplicable, may participate In the meeting by means of electronic or other communicationsfacilities.

11 As a limit on paragraph( I), no more than two (2) members of Council or a committee mayparticipate at any one meeting by way of electronic or other communications facilities.

Town of Qualicum Beach (Adopted 2013/Population 8,940) No Electronic Meetings

City of Pitt Meadows (Adopted 2015/Population 19,652)Electronic Meetings and Voting8. (1) Provided the conditions set out In s. 128(2) of the Community Charter [electronic meetingsand participation by members] are met: (a) Council members may participate In the meeting orvote by means of visual and audio, audio only, or electronic or other communication facilities, if:

i. the meeting Is a regular, special and/or Council In Committee meeting; andII. there Is an emergency situation that negates the ability to attend City Hall; orill. there Is an emergent issue; orIv. attendance Is required to establish quorum.

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June 20,2016 Conmiittee of the Whole Meeting - Procedure Bylaw Options - Electronic Meetings BackgroundPage 11 of 11

(2) Unless there is an emergency as Identified under 8(1)(b)(ll), the member presiding or chairingat a special council or Council in Committee meeting must not participate electronically and ifrequired to attend electronically will pass the presiding or chair position to another council memberin attendance

(3) Receipt of Agendas or information by a member participating electronically may be facilitatedthrough electronic means.(4) Attendance by staff at electronically held special meetings where approved by the ChiefAdministrative Officer, may occur under the conditions of 8(1 )(a).and the staff will be subject to thesame conditions as members under 8(1 )(a).(5) Every effort will be made to ensure technology Is running during an electronic meeting, but noguarantees can be made that the technology will not fall. Should failure occur, the members orstaff attending electronically who no longer have contact will be noted as leaving the meeting.

District of Sooke (Adopted 2009/Population 12,181)Electronic Meetings9. (1) Provided the conditions set out in subsection 128(2) of the CommunityCharter are met,

(a) a member of Council or a Council Committee member who is unable to attend at aCouncil meeting or Council Committee meeting, as applicable, because of illness or injuryor has obtained leave of the Council may participate in the meeting by means of visual andaudio electronic or other communication facilities, or(b) a Special Council meeting may be conducted by means of visual and audio electronic orother communication facilities if the Mayor requires.

(2) The member presiding at a Special Council or Council Committee meeting must not participateelectronically.(3) No more than one (1) member of Council or Council Committee at one time may participate ata meeting under subsection (1).

Ucluelet (Adopted 2014/Population 1,515)11.COUNCIL MEETINGS BY ELECTRONIC MEANS11.1. In accordance with section 128 of the Community Charter^ Council is hereby authorized to:

(a) conduct Council meetings by electronic means, including via teleconference or video-conference;(b) permit the participation of a member of Council by electronic means, including viateleconference or video-conference, provided the member is unable to attend in person.

11.2. Such participation by Council members is only available:(a) if the member is too ill to attend in person or is outside the District's municipalboundaries,(b) for up to two (2) members per meeting, and(c) for up to four (4) meetings per year, per member.

11.3. If the Mayor participates electronically in a manner that does not include visual means towatch all members of Council, the meeting must be chaired by the member designated to act inplace of the Mayor for that meeting.11.4. In the event of a failure of technology, the member(s) participating electronically will bedeemed to have left the meeting.

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CITY OF FORT ST. JOHN

t electronic meetings &rORT STJOHN participation by membersThe Energetic City Council PoUcy No. 96/03

Records Management Number 0550-00Administration

ELECTRONIC MEETINGS & PARTICIPATION BY MEMBERS

COMMUNITY CHARTER

Section 128, Electronic meetings and participation by members, of the CommunityCharter, states:

(1) If this is authorized by procedure bylaw and requirements of subsection (2) are met,(a) a special council meeting may be conducted by means of electronic or other

communication facilities, or(b) a member of council or a council committee who is unable to attend at a council

meeting or a council committee meeting, as applicable, may participate in themeeting by means of electronic or other communication facilities.

(2) The following rules apply in relation to a meeting referred to in subsection (1):(a) the meeting must be conducted in accordance with the applicable procedure

bylaw;(b) the facilities must enable the meeting's participants to hear, or watch and hear,

each other;(c) for a special council meeting referred to in subsection (1) (a),

(i) the notice under section 127 (2) [notice of special meetings] must includenotice of the way in which the meeting is to be conducted and the placewhere the public may attend to hear the proceedings that are open to thepublic, and

(ii) except for any part of the meeting that is closed to the public, the facilitiesmust enable the public to hear, or watch and hear, the meeting at thespecified place, and a designated municipal officer must be in attendanceat the specified place;

(d) for a meeting referred to in subsection (1) (b), except for any part of the meetingthat is closed to the public, the facilities must enable the public to hear or watchand hear, the participation of the member.

(3) Members of council or a council committee who are participating under this section in ameeting conducted in accordance with this section are deemed to be present at themeeting.

Council Resolution Number 484/03 Effective: January 1,2004Supersedes Coimcil Resolution Number: N/A Page: 1 of 4

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j ELECTRONIC MEETINGS &rORT STJOHN participation by members

The Energetic City Counca PoUcy No. 96/03

Records Management Number: 0550-00Administration

INTENT

The intent behind the provision is to provide flexibility to council in conducting business,without compromising die rights of the public to have access to the decision-making process.The legislation does this by setting standards which require a municipality to:• include the process for electronic meetings in the municipal procedure bylaw;• to provide notice of electronic meetings; and• to provide the appropriate facilities and equipment to give the public the opportunity to

hear, or hear and see, the participation of council members.

PRINCIPLES

1. In general, the City of Fort St. Johna. will conduct their business during regularly-scheduled meetings,b. will hold electronic meetings in those instances where time is of the essence and a

quorum of council members would not otherwise be available to physically attend ameeting at City Hall.

2. A member of council may participate in a regular, closed, special council meeting orcouncil committee meeting in instances where the individual's participation is deemedimportant to the decision making process.

CONDUCTING SPECIAL COUNCIL MEETINGS ELECTRONICALLY

1. An electronic special council meeting may be considered when Council deems that:a. time is of the essence,b. there is a key matter to consider.

2. The decision to designate a special council meeting as an electronic meeting shall be leftto the discretion of tiie mayor, acting mayor in the absence of the mayor, the chair of acommittee. Alternately, council may resolve to hold an electronic council meeting.

ELECTRONIC PARTICIPATION BY A COUNCIL OR COMMITTEE MEMBER

1. A member of council may participate in a regular, closed, special or committee meetingor portion of the meeting when it is deemed that the individual's attendance is deemedcritical by either the mayor or the member of council affected.

Council Resolution Number: 484/03 Effective: January 1,2004Siqjersedes Council Resolution Number N/A Page: 2 of 4

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txt ELECTRONIC MEETINGS &rORT STJOHN participation by membersThe Energetic City Council Policy No. 96/03

Records Management Number; 0550-00Administration

2. A member of council may only participate electronically in a regular, closed, special orcommittee meeting at such times that the member of council is unable to be present atCity Hall for reasons pertaining to absence from the municipality or health reasons.

3. The mayor, acting mayor or a designate of council must be in attendance at the meetinglocation identified in the public notice of the electronic meeting.

4. A minimum of one member of council must be present in the designated meeting locationidentified in the public notice of the electronic meeting.

5. The Corporate Officer or the officer's deputy or any person designated by the council toact in that officer's place must be present in the designated meeting place at City Hall forthe duration of any electronic meeting.

6. With the exception of the participation in an electronic special council meeting, amember of council may not participate electronically in more than four (4) regular, closedor committee meetings in a twelve month period beginning January 1 and endingDecember 31 of each year. The restriction may be waived with the unanimous approvalby council resolution in such instances that coimcil deems the individual's participationto be critical to the decision making process.

7. A member of council may be allowed to join a meeting after the meeting has been calledto order.

8. Whenever possible, a member of council will be provided with an agenda package inelectronic or hard copy.

9. After the notice for an electronic meeting has been posted, the agenda may not beamended unless there is a minimum of 24 hours to post an amended notice.

LOGISTICS

1. The minimum permitted electronic means will be audio.

2. Cell phone and satellite connections may be used for open council meetings or councilcommittee meetings. A land line must be used for closed council meetings or closedcommittee meetings.

3. If communication is lost to one or more electronic participants during a meeting:a. a 10 minute recess will be called to try and reestablish the link(s).

Council Resolution Number: 484/03 Effective: January 1,2004Supersedes Coimcil Resolution Number: N/A Page: 3 of 4

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FqrtstJohnThe Energetic City


ELECTRONIC MEETINGS &

PARTICIPATION BY MEMBERS

Coancil Policy No. 96/03

Records Management Number: 0550-00Administration

COSTS

b.

c.

if after the recess a link cannot be reestablished the member of council(s) affectedwill be deemed to have left the meeting,if after the recess a link cannot be reestablished and there is not a quorum ofmembers of council, the Corporate Officer will deem the meeting to be adjourned.

1. The cost of a member of coimcil participation in an electronic meeting shall be borne bythe City of Fort St. John.

2. A member of council participating in an electronic meeting shall not be eligible for theper diem costs for attending the electronic meeting.

NOTICE

The notice of the electronic special meeting shall be in the following format:

City of Fort St. JohnNOTICE OF ELECTRONIC MEETING

(Topic)

Notice is hereby given that the Municipal Council of the City of Fort St. John will hold aspecial electronic meeting to consider a resolution which (description).

As a result of a number of municipal coimcil members being away from the City of Fort St.John and not being personally available to be in attendance at the meeting, their participationwill be facilitated by means of a telephone conference call which will occur at the meeting tobe held on (day, date, at time), in City Hall (meeting room) at 10631 - 100*'* Street, FortSt. John, British Columbia.

Members of the public who wish to participate in the meeting may attend at City Hall at thetime noted above. An opportunity will be given to persons deeming their interest affected bythe resolution to listen to and provide input to all councillors, including those participating byteleconference before a vote is taken on the proposed resolution. Members of the public whowish to listen to the electronic council meeting may do so at City Hall.

For further information on the meeting and backgroxmd reports may be obtained at City Hall.

Name

Director of Corporate Administration

Council Resolution Number 484/03

Supersedes Council Resolution Number: N/AEffective: Januaiy 1,2004

Page: 4 of 4P62

Documents

District of Lantzville Monday, July 18,2016, at 6:00 pm at ... · Councillor Colclough MOVED and Councillor Neary SECONDED, THAT the Committee of the Whole recesses the meeting to