Written By David Gomez, Local Journalism Initiative Reporter
ADELAIDE METCALFE - Council is preparing to update its procedure by-Law, with changes discussed at September 16 council meeting. The proposed updates aim to modernize and simplify the rules governing formal meetings in the municipality.
At the meeting, Michael Barnier, Clerk and Manager of Legislative Services, presented the proposed by-law to council. Barnier explained that while the previous procedure by-law had been effective, a review was conducted to streamline and modernize the document. “We haven’t encountered very many issues with it, but there are a few things that were talked about adding, such as a consent agenda, modernizing it a bit,” Barnier said.
One of the key updates is the introduction of a consent agenda, which allows routine matters, such as administrative reports, to be approved in a single motion. This change is intended to make meetings more efficient by reducing the time spent on routine items. However, as Mayor Sue Clarke clarified, “even if there is a consent agenda, you can still request items to be taken out… it just need to be requested at the beginning of the meeting.” This ensures that council members retain the flexibility to discuss individual items when necessary.
Another significant change is the removal of certain titles, like CAO and Treasurer, from the by-law. Barnier explained that this adjustment is intended to ensure continuity, regardless of changes in staff positions. By omitting specific titles, the by-law becomes more adaptable to future amendments.
In response to evolving meeting practices, the electronic meeting provisions have also been simplified. During the COVID-19 pandemic, municipalities had to quickly adapt to virtual meetings, and the previous by-law included an extensive appendix detailing protocol for electronic participation. Nonetheless, as Barnier noted, “the ability to facilitate meetings electronically or in a hybrid format has been standardized into the act now,” making the lengthy appendix unnecessary. The revised by-law reflects these updates, providing more concise and permanent guidelines for electronic meetings.
Furthermore, the new by-law reduces the number of motion types from twelve to six, simplifying decision-making procedures. This change is expected to foster more organized and focused meetings, as well as speed up deliberations. Barnier also highlighted that the new by-law allows council to resolve procedural uncertainties through a majority vote.
Council unanimously approved the proposed by-law in principle, with councillors MacKinnon and Kingma moving and seconding the motion, respectively. The next step involves issuing formal public notice, as required by the Municipal Act, before the by-law is considered for final approval at an upcoming meeting.
