COUNCIL MEETING PROCEDURE RULES
Decision Process At-A-Glance
Below is a summary of the process for making a decision on a motion in a Council Meeting.
Make a Motion
• A motion is a formal proposal made by a member in a meeting to take action or make a decision (by voting).
• A main motion can only be introduced when no other motion is on the table.
• The motion must present a clear and specific proposal or action, should identify how the proposal or action will be funded, if appropriate, and must be legal and not in contravention with city bylaws or legislation.
• A second member must say, “Second.” This does not mean agreement with the motion but allows discussion.
• Without a second, the motion cannot proceed to discussion.
Debate the Motion
• Once on the floor, the members can debate (discuss) the motion, with discussion moderated through the Chair.
• Each person may speak once and a second time only with the Chair’s permission.
Amend the Motion
• Modifies the wording without defeating the main motion.
• Only two amendments may be on the floor simultaneously:
• The first amendment modifies the main motion.
• The second amendment must relate to the first amendment.
• Amendments are voted on in reverse order of introduction.
• After an amendment is voted on, the discussion would then turn back to the main motion either as amended or in its original form if the amendment failed to pass.
Defer the Motion
• A Council Member may propose a motion to “defer a motion” that is on the floor to a later time during the same Council Meeting.
• It must specify when in the order of business or may defer to another Council Meeting.
• Or it must specify the date to be considered, and any conditions that must be fulfilled in order to consider further.
Divide the Motion
• If requested by any Council Member, the question on a motion that comprises of several parts, sections, or clauses, must be called separately on each part, section, or clause.
Vote on the Motion
• After discussion, the Chair calls the question: “Who is in favour?” Members in favour raise their hands.
• The Chair then asks, “Who is opposed?”
• Opposed members raise their hands and their names are recorded.
• The Chair announces the vote and declares the result: “Motion passes” or “Motion fails.”
GENERAL RULES AND PROCEDURES
Decision Process At-A-Glance
The Mayor is the Presiding Officer, and when the Mayor is absent, the Acting Mayor is the Presiding Officer.
The Presiding Officer shall:
• Maintain order
• Preserve decorum
• Call a Council Member to order
• Rule on each Point of Order and Point of Privilege
• Identify which Council Member has the right to speak
• Determine whether a motion or amendment to a motion is out of order
• Vote on every motion
Rules of Conduct
General Rules of Conduct apply to any person or Council Member during a Council Meeting including:
• Not engage in bullying or harassing behaviour
• Not question the motives of a Council Member, Government Official or City employee
• Not express a negative opinion about the personality or character of a Council Member, Government Official, or City employee
• Not use rude, offensive language, be disruptive, or delay the conduct of business
• During a Council Meeting, a Council Member must follow the general rules of conduct as described in the Council Procedure Bylaw and:
• Shall cease speaking if called to order by the Chair
• Adhere to the rulings of the Chair and decisions of the Council
• Not interrupt a person or Council Member who is speaking, except to raise a point of order or point of privilege
• Not speak more than once without the Chair’s permission
• Not speak about any information considered in a Closed Council Meeting unless specifically authorized to do so by Council
If a Council Member is of the opinion that another Council Member or person has contravened the rules outlined in the Council Procedure Bylaw, the following steps should be followed:
1. The first Council Member must state on the record how the second person has contravened the rules.
2. The Chair must rule on if the second person has contravened the rules.
3. If the Chair decides that the second person has contravened the rules, the Chair may permit the person to apologize immediately to Council for the conduct or order the person to leave the Council Meeting immediately.
Cancellation, Change of Time, Date, and Location of Meetings
Council Meeting logistics are set in the Council Procedure Bylaw and Public Notice is given in accordance with the Community Charter. The date, time, and location can be changed as follows:
1. Email the City Clerk with proposed change(s) and explanation.
2. The City Clerk will consult with the City Manager/Council Members.
3. If approved, the City Clerk will post notice in the Public Notice Places (updated calendar) and provide notice to Council.
Quorum
• A quorum is the majority number of members (four Council Members) and is the minimum number required to conduct business and pass motions.
• If no quorum is present within 15 minutes after a meeting is scheduled to begin, the City Clerk must adjourn the meeting until the next scheduled meeting.
• A quorum is not required for Public Hearing Meetings.
Point of Order
A point of order is an incidental motion used during meetings to address rule violations.
Point of Privilege
A point of privilege is a parliamentary motion that allows a member to address the rights of those in attendance at a meeting collectively, including their safety, dignity, and ability to participate in a Meeting, the integrity of a Meeting or the rights, reputation, and conduct of a member.
Speaking at a Meeting
To speak, raise your hand to let the Presiding Officer (Chair) know you wish to speak. The Presiding Officer will recognize you when it is your turn. This is called “having the floor.” Only one person may speak at a time.
Appeal of Decision of Presiding Officer
A member may appeal a decision of the Presiding Officer’s decision as follows:
1. A member must raise a point of order, stating their objection to the ruling, and then formally request an "appeal."
2. The Presiding Officer must immediately put the question to a vote, without debate.
3. The Presiding Officer must be governed by the vote of the majority of the other members present.
If the votes are equal, the ruling of the Presiding Officer will be sustained.
If the Presiding Officer refuses to put the question to a vote the members must immediately appoint a member to preside temporarily.
The new presiding member must immediately proceed with a vote whether to uphold or overturn the Presiding Officer's decision.
Notice of Motion
A Notice of Motion is a proposal made by a member to bring forward an idea or course of action.
Process:
• Member reads their Notice of Motion into the record, without discussion.
• Written Notice of Motion is provided to the City Clerk.
• Notice of Motion is added to the next Regular Agenda, for debate and voting.
Sample Motions
Action
Bylaw Adoption
Add to the agenda or change the agenda before endorsement
Add to the agenda or change the agenda after endorsement*
Introduce a main motion
Amend the main motion
End debate immediately
Suspend rules
Consider an item out of its scheduled order
Postpone consideration
Continue discussion that was suspended
Adjourn the meeting
Take a break during the meeting
Refer a matter for action or consideration by a committee
Request more information
Rescind Motion
Question the ruling of the Presiding Officer
Limit or extend debate
Meeting over 3 hours
What to Say
“I move that __________ bylaw be finally considered and adopted”
“I move to amend the agenda by adding (state subject)”
“I move to amend the agenda by adding (state subject)”*
“I move that…”
“I move to amend by…”
Yes No
No No
No No
Yes Yes
Yes Yes
“I call the question” No No
“I move to suspend the rules to consider…” No No
“I move we suspend the order of the agenda and consider…”
“I move to postpone the matter until (specific date and time)”
“I move to take item (subject matter) from the table”
No No
Yes Yes
No No
“I move to adjourn” No No
“I move to recess for (state time)” No Yes
“I move to refer the item to the ____ Committee to ____”
Yes Yes
“Point of Information, I would like to know _________” No No
“I move to rescind my motion” No No
“I wish to appeal the decision of the Presiding Officer”
“I move to limit/extend the time for debate”
“I move to extend the meeting until _____ time”
Limited No
Yes No
Yes No
*Action that requires unanimous vote of all present.
