1. Professional Municipal Administrators (PMA)*
07/16/96
Professional Municipal Administrators (PMA)
The Right Approach to Council Meetings & Procedures By
Gerard Lewis, MMC
April 7, 2011 *

2. Agenda Welcome and Introduction The Role of the Clerk
Clerk’s Role prior to Council Meetings
Clerk’s Role during Council Meetings
Clerk’s Role following Council Meetings
Council Minutes
Rules of Procedures
Conclusion

3. Welcome and Introduction
Welcome to Administrators
The topic for discussion is the right approach to Council Meetings and the procedures to ensure success
The overall goal of this session is to provide everyone with some tips on preparation, as well as activities during and after Council meetings to guarantee success

4. The Role of the Clerk
What is the role of the Clerk?

5. The Role of the Clerk (cont’d)
Preparation for Council Meetings
Council Chambers
Presentation/Proclamations
Recording of Proceedings
Attends Meetings
Secretary to Council
Records Proceedings
Keeps the records
Has a right to speak at Council Meetings

6. The Role of the Clerk (cont’d)
Review, research & report
Has no vote
Carry out directions & policies of Council
Follow the intent of Council’s directions & decisions
Treat all Councillors as equal
Recommend policies, programs & budgets
Provide timely, useful, sound & unbiased advice to Council

7. Clerk’s Role prior to Council Meetings
What are some suggestions on the Clerk’s Role prior to Council Meetings?

8. Clerk’s Role prior to Council Meetings (cont’d)
Prepares Agendas
Prepares Reports & Recommendations on Issues
Reviews all Items on Agenda
Distributes Council Agendas
Researches Issues on Agenda
Reviews Rules of Procedure
Anticipates Potential Questions
Anticipates Conflict of Interest Situations
Briefs Mayor on any potential issues

9. Clerk’s Role During Council Meeting
What is the Clerk’s Role During Council Meeting?

10. Clerk’s Role During Council Meeting (cont’d)
Records attendance
Records presentations
Records Mover and Seconder
Records who voted for or against motions
Records who leaves Council and the time they leave and return
Provides advice on Rules of Procedure, if requested.
Provides information & recommendations if required and also if requested.

11. Clerk’s Role following Council Meeting
What is the role of the Clerk following a Council Meeting?

12. Clerk’s Role Following Council Meeting (cont’d)
Drafts the minutes of Council Meetings
Distributes draft of minutes
Takes action on decision of Council made in Council Meeting
Pay approved invoices
Award Tenders
Draft correspondence, etc.

13. Council Minutes
What should minutes include?

14. Council Minutes (cont’d)
A legal record of what was decided at a meeting
Brief, accurate and to the point
Not a verbatim record of all the discussion at a meeting
Should be drafted and delivered to Councillors promptly
Kept in a safe place by the Clerk
Not read at meeting if they are circulated ahead of time

15. Council Minutes (cont’d)
Not normally available to the public until adopted by a motion of council at the next regular public Council Meeting
Includes Name of Council, time, date and place of meeting
Names of Councillors present and absent
Name of Chairperson
The adoption of the minutes(with corrections, if any)
The date and name of every letter read or otherwise brought to the attention of Council

16. Council Minutes (cont’d)
Details of Motions including
The name of the mover and seconder
A statement of the motion
Whether the motion was adopted or defeated
A record of who voted for, against or abstained or declared a conflict of interest
A recorded vote is mandatory
Date of next meeting
Time of adjournment

17. Council Minutes (cont’d)
Signature of the Clerk
If desired, the mayor’s signature
A record of arrivals and departures of Councillors at meetings
Abstentions must be approved by a majority vote of Council
Councillor must provide a reason
e. g. Insufficient information available to decide
Councillor requesting, must abide by the decision of Council

18. Rules of Procedure
What Should a Good set of Rules of Procedure for Council include?

19. Rules of Procedure (cont’d)
Types of Meetings
Notice of Meetings
Business of Meetings
Meeting Decorum
Presiding Officer
Quorum
Attendance
Meetings open to the Public
Conflict of Interest

20. Rules of Procedure (cont’d)
Minutes
Agenda for types of meetings
New Business for types of meetings
Notice of Motion
Motions
Main Motion
Subsidiary Motions
Privileged Motions
Incidental Motions

21. Rules of Procedure (cont’d)
Motions that bring a question again before Council
Motions during Debate
Withdrawal of Motion
Addressing the Motion
Entitlement to Speak
Order During Consideration of Motion
Debate procedure and length of debate
Rereading of Motion
Voting

22. Rules of Procedure (cont’d)
Recorded Vote
No Secret Ballot
Tie Vote
Committees
Clarification and Amendment Procedures
Effective Date
Publication
Copy to Minister
Repeal of Previous Rules of Procedure

23. Conclusion
The Rules of Procedure Template will be available through PMA
Modify it to suit your individual need
Further information can be provided upon request
Thanks and have a great convention