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BYLAW 17/2001


WHEREAS, Section 145 of the Municipal Government Act, being Chapter M26.1 of the Revised Statutes of Alberta, 1994 provides that Council may make rules and regulations for calling meetings governing its proceedings and the conduct of its members;

NOW THEREFORE BE IT RESOLVED THAT, that the Council for the Town of Bowden in the Province of Alberta hereby ENACTS as follows:

This Bylaw may be cited as the Council Procedural Bylaw.

The Council hereby establishes the following rules and regulations for the order and conduct in which all Council meetings shall transact its business.

    In addition to holding the regular council meetings as established by council in accordance with Section 193(1) of the Municipal Government Act, Council shall hold as many special and/or committee meetings as are considered necessary to adequately deal with the business of the municipality.

    Notice of special meetings shall be given in accordance with Section 194 of the Municipal Government Act.

    Council must conduct their meetings in public unless the item falls under one of the exceptions to disclosure in Division 2 of Part 1 in the Freedom of Information and Protection of Privacy Act. When the meeting is closed to the public, no resolution or bylaw may be passed at the meeting, except a resolution to revert to a meeting held in public.

    The following standing committees are hereby established:
    a) General Government and Fiscal Services Mayor & Deputy Mayor
    b) Protective Services  
      i) Police Protection 1 member & 1 alternate
      ii) Fire Department 1 member & 1 alternate
      iii) Public Safety 1 member & 1 alternate
      iv) Animal Control 1 member & 1 alternate
      v) Weed Control 1 member & 1 alternate
      vi) Development Control 1 member & 1 alternate
    c) Public Works  
      i) Common Services 1 member & 1 alternate
      ii) Road Transportation 1 member & 1 alternate
      iii) Water/Sewer/Garbage 1 member & 1 alternate
    d) Environmental Services  
      i) Regional Water Line 1 member & 1 alternate
      ii) Regional Landfill 1 member & 1 alternate
      iii) Recycling 1 member & 1 alternate
    e) Public Health Services  
      i) F.C.S.S. 1 member & 1 alternate
      ii) Parkland Foundation 1 member & 1 alternate
      iii) Senior Services 1 member & 1 alternate
      iv) Cemetery Board 1 member & 1 alternate
      v) Ambulance 1 member & 1 alternate
    f) Recreation & Culture  
      i) Recreation Board 1 member & 1 alternate
      ii) Library Board 1 member & 1 alternate
    g) Planning  
      i) Municipal Planning Commission 5 members
      ii) Subdivision & Development Appeal Board 1 member & 1 alternate
      iii) Parkland Community Planning Services 1 member & 1 alternate
    h) Economic Development  
      i) Tourism 1 member & 1 alternate
      ii) Rest Stop/Campground 1 member & 1 alternate
      iii) Central Alberta Economic Partnership 1 member & 1 alternate
    i) Education  
      i) Local School Liaison 1 member & 1 alternate

    The members to these committees shall be appointed by council at the Organizational Meeting each year. The first member name shall be the chairman of the committee.

    A special committee may be appointed at any time by the council or by the mayor acting upon the instructions of the council, providing that a motion has been adopted specifying the matters to be dealt with by the committee.

    It shall be the duty of the chairman of each standing or special committee, or in case of his illness or absence from the town it shall be the duty of the Municipal Administrator to summon a special meeting of any such committees whenever requested in writing to do so by a majority of members of any such committee.

    Committee reports and recommendations shall be submitted on approved form as outlined, and shall be included in council agenda package.

    a) The agenda for each regular and special meeting shall be prepared by the municipal administrator and submitted together with copies of all pertinent correspondence, statements and reports to each member of council at least two days prior to each regular meeting.

    b) Any member of council, town official or any other person wishing to have an item of business placed on the agenda, shall make the submissions to the municipal administrator not later than 12:00 o'clock noon on the Thursday of the week prior to the meeting. The submission shall contain adequate information to the satisfaction of the municipal administrator to enable council to deal with the matter.

    c) The order of business on the agenda shall be as follows:

    i) call to order
    ii) adoption of previous minutes
    iii) delegations
    iv) additions to agenda
    v) old business
    vi) correspondence
    vii) staff reports
    viii) new business
    ix) bills and accounts
    x) councillor and committee reports
    xi) adjournment

    d) The order of business as established in this bylaw shall apply for all regular council meetings unless members of council present, by a two-thirds majority vote, agree to any change.

    e) No item of business shall be considered by the council if the item has not been placed on the agenda unless members of council present by a two-thirds majority vote agree to the item being placed on the agenda. The mayor, any councillor or the municipal administrator shall be given an opportunity to state why an item shall receive consideration on the agenda because of it's emergent nature before the motion is put to a vote.

    A majority of the total number of members eligible to be on council is necessary to form a quorum.

    The mayor shall preside at all regular and all special meetings of council whenever he is present and in his absence, the deputy mayor has all the powers and shall perform all the duties of the mayor during his absence.

    In the absence of the mayor, the deputy mayor shall preside at the meeting and shall perform all the duties of the mayor.

    When the mayor and the deputy mayor are absent or unable to perform the duties of the office, council may appoint an acting mayor who shall hold office for such time as council may fix and has all the powers and shall perform all duties of the mayor during such time.

    a) Regular meetings of council shall commence at the hour of 7:30 p.m. and shall adjourn at 9:30 p.m. if in session at that hour unless members of council present, by a two-thirds majority vote, agree to an extension of time.

    b) As soon after the hour of the meeting as there shall be a quorum present, the mayor shall take the chair and call the meeting to order.

    c) In case the mayor or deputy mayor is not in attendance within 15 minutes after the hour appointed for a meeting and a quorum is present, the municipal administrator shall call the meeting to order and a chairman shall be chosen by the councillors present who shall preside during the meeting until the arrival of the mayor or deputy mayor.

    d) If there is no quorum present within half an hour after the time appointed for a regular meeting of council, the municipal administrator shall record the names of the members of council who are present and the meeting shall be absolutely adjourned until the next regular meeting unless a special meeting has been duly called in the meantime. Notice of adjournment should be posted on the outside door of access to the council chambers.

    e) The mayor or presiding officer shall preserve order and decorum and shall decide questions of order subject to an appeal to the council by resolution and the decision of the presiding officer shall be final unless reversed or altered by a majority vote of members present.

    f) When the mayor or presiding officer is called on to decide a point of order or practice, he shall do so without argument or comment and shall state the rule of authority applicable to the case.

    g) Every member wishing to speak to a question or motion shall address himself to the mayor or presiding officer.

    h) The mayor or presiding officer shall have authority to set a time limit and the number of times that a member may speak on the same question or resolution having due regard to the importance of the matter.

    i) All motions shall be in writing and, if requested, will be read out prior to debate or vote by the municipal administrator.

    j) A motion submitted to council does not require a seconder.

    k) When a motion has been made and is being considered by the council, no other motion may be made and accepted, except:

    i) a motion to refer the main question to some other person or group for consideration;
    ii) a motion to amend the main question;
    iii) a motion to table the main question;
    iv) a motion to postpone the main question to some future time;
    v) a motion to adjourn the meeting, provided that a motion to table shall not be debated except as to the time when the matter will again be considered.

    l) Where a question under consideration contains distinct propositions, the vote upon each proposition shall be taken separately when any member so requests or when the mayor or other presiding officer so directs.

    m) After any question is finally put by the mayor or other presiding officer, no member shall speak to the question, nor shall any other motion be made until after the result of the vote has been declared. The decision of the mayor or other presiding officer as to whether the question has been finally put shall be conclusive.

    n) The municipal administrator shall attend all regular and special meetings of council and shall record in a minute book all resolutions, decisions and other proceedings of council and enter in the minutes of every meeting the names of the members of council present at the meeting.

    o) The municipal administrator may delegate any duties to a recording secretary but shall accept all responsibilities of the duties.

    p) If a member of council arrives late, leaves before the meeting is adjourned, or is temporarily absent from the meeting, it shall be so recorded in the minutes.

    q) The mayor, when present, and every member of council, shall vote on every matter unless they are disqualified from voting by reason of pecuniary interest.

    r) The municipal administrator shall record in the minutes each time a member of council excuses himself by reason of pecuniary interest.

    s) An equality of votes on any matter shall be deemed to be decided in the negative.

    t) Voting on all matters shall be done by raising of the hand in such a clear manner that they may be easily counted by the presiding officer.

    u) The municipal administrator shall whenever a recorded vote is demanded by a member of the council, record in the minutes, the names of each member of council present and whether the member voted for or against the matter.

    v) Council shall hear all delegations who have brought their items of business onto the agenda in accordance with section 5(b) in the order in which they are placed on the agenda or the order may be changed by a majority vote of members present. A time limit of twenty minutes shall be established for delegations. All rules of council in this bylaw shall apply to each and every member of the delegation.

    w) Council may adjourn from time to time to a fixed future date any regular or special meeting of council which has been duly convened but not terminated. The object of adjourning is to finish the business which the meeting was called to transact in the first place but which has not been completed.

    x) Any matter of meeting conduct which is not herein provided for shall be determined in accordance with "Roberts Rule of Order".

  11. Bylaw No. 690 is hereby repealed.

Read a first time this _________ day of ___________________________________________, 2001

Read a second time this ____ day of _____________________________________________, 2001

Read a third time and finally passed, this _________ day of ____________________________, 2001


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