Presentation on theme: "Professional Municipal Administrators (PMA)"— Presentation transcript:
1 Professional Municipal Administrators (PMA) *07/16/96Professional Municipal Administrators (PMA)The Right Approach to Council Meetings & ProceduresByGerard Lewis, MMCApril 7, 2011*
2 Agenda Welcome and Introduction The Role of the Clerk Clerk’s Role prior to Council MeetingsClerk’s Role during Council MeetingsClerk’s Role following Council MeetingsCouncil MinutesRules of ProceduresConclusion
3 Welcome and Introduction Welcome to AdministratorsThe topic for discussion is the right approach to Council Meetings and the procedures to ensure successThe 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 ClerkWhat is the role of the Clerk?
5 The Role of the Clerk (cont’d) Preparation for Council MeetingsCouncil ChambersPresentation/ProclamationsRecording of ProceedingsAttends MeetingsSecretary to CouncilRecords ProceedingsKeeps the recordsHas a right to speak at Council Meetings
6 The Role of the Clerk (cont’d) Review, research & reportHas no voteCarry out directions & policies of CouncilFollow the intent of Council’s directions & decisionsTreat all Councillors as equalRecommend policies, programs & budgetsProvide 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 AgendasPrepares Reports & Recommendations on IssuesReviews all Items on AgendaDistributes Council AgendasResearches Issues on AgendaReviews Rules of ProcedureAnticipates Potential QuestionsAnticipates Conflict of Interest SituationsBriefs 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 attendanceRecords presentationsRecords Mover and SeconderRecords who voted for or against motionsRecords who leaves Council and the time they leave and returnProvides 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 MeetingsDistributes draft of minutesTakes action on decision of Council made in Council MeetingPay approved invoicesAward TendersDraft correspondence, etc.
14 Council Minutes (cont’d) A legal record of what was decided at a meetingBrief, accurate and to the pointNot a verbatim record of all the discussion at a meetingShould be drafted and delivered to Councillors promptlyKept in a safe place by the ClerkNot 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 MeetingIncludes Name of Council, time, date and place of meetingNames of Councillors present and absentName of ChairpersonThe 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 includingThe name of the mover and seconderA statement of the motionWhether the motion was adopted or defeatedA record of who voted for, against or abstained or declared a conflict of interestA recorded vote is mandatoryDate of next meetingTime of adjournment
17 Council Minutes (cont’d) Signature of the ClerkIf desired, the mayor’s signatureA record of arrivals and departures of Councillors at meetingsAbstentions must be approved by a majority vote of CouncilCouncillor must provide a reasone. g. Insufficient information available to decideCouncillor requesting, must abide by the decision of Council
18 Rules of ProcedureWhat Should a Good set of Rules of Procedure for Council include?
19 Rules of Procedure (cont’d) Types of MeetingsNotice of MeetingsBusiness of MeetingsMeeting DecorumPresiding OfficerQuorumAttendanceMeetings open to the PublicConflict of Interest
20 Rules of Procedure (cont’d) MinutesAgenda for types of meetingsNew Business for types of meetingsNotice of MotionMotionsMain MotionSubsidiary MotionsPrivileged MotionsIncidental Motions
21 Rules of Procedure (cont’d) Motions that bring a question again before CouncilMotions during DebateWithdrawal of MotionAddressing the MotionEntitlement to SpeakOrder During Consideration of MotionDebate procedure and length of debateRereading of MotionVoting
22 Rules of Procedure (cont’d) Recorded VoteNo Secret BallotTie VoteCommitteesClarification and Amendment ProceduresEffective DatePublicationCopy to MinisterRepeal of Previous Rules of Procedure
23 ConclusionThe Rules of Procedure Template will be available through PMAModify it to suit your individual needFurther information can be provided upon requestThanks and have a great convention