Being a By-law to Govern the Proceedings of Council Meetings for the Corporation of the Town of Petawawa
Whereas Section 238 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended, provides that every municipality shall pass a procedural by-law for governing the calling, place and proceedings of meetings;
And Whereas pursuant to Section 238 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended, states that the procedural by-law shall provide for public notice of meetings;
And Whereas at its Council in Committee Meeting held on November 12, 2024, Council considered Staff Report LEG-13-2024 concerning amendments to the existing procedural by-law;
Now Therefore the Council of the Corporation of the Town of Petawawa enacts as follows:
This By-law shall be referred to as the “Procedural By-law”.
That By-law 550/09 is hereby repealed.
That By-law 463/07 is hereby repealed.
That By-law 667/10 is hereby repealed.
That this by-law shall come into force and take effect following third reading.
By-law read a first and second time this 18th day of November 2024.
By-law read a third time and passed this 18th day of November 2024.
(Signatures) Signature of the Mayor
Signature of the Clerk
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TABLE OF CONTENTS
Definitions…..3
General Provisions…..6
Council Meetings…..6 Inaugural…..7 Regular…..7 Committee…..8 Special Meetings of Council…..9 Workshops…..9 Public Notice of Meetings…..9 Attendance / Quorum…..10 Delegations/Presentations…..10 Open and Closed Meetings…..11
Roles and Duties / Rules of Order…..11 Mayor…..11 Members of Council…..12 Recorded Vote…..13 Pecuniary Interest…..13 Appointment of Deputy Mayor…..13 By-laws…..13 Motions and Resolutions…..14 Reconsideration of Motions…..14 Record of Meetings (i.e. Minutes)…..14
Committees of Council…..15 Council Committees and Appointments…..17
Schedule “A” Accountability and Transparency Policy…..18
Schedule “B” Committees of Council Terms of Reference…..20
Schedule “C” Code of Conduct for Members of Council, Boards & Committees…..36
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DEFINITIONS
Accountability is the principle that the municipality will be responsible to its stakeholders for decisions made and policies implemented, as well as its actions or inactions.
By-law means an enactment, in the form approved by Council, passed for the purpose of giving effect to decisions or proceedings of Council.
Chief Administrative Officer (CAO) means an individual appointed by By-law in accordance with the Municipal Act for the Town of Petawawa.
Clerk means an individual appointed by By-law in accordance with the Municipal Act as the Municipal Clerk or designate for the Town of Petawawa.
Committee means a meeting of Council to oversee the operation of all departments and to make reports and recommendations on matters arising from their department operation or on matters referred by Council.
Confirmation By-law means a by-law passed at the conclusion of Council meetings, confirming the actions of Council taken at that meeting and any previous meetings which did not have a confirmatory by-law, in respect of each resolution and other actions taken, so that every decision of Council at that meeting shall have the same force and effect as if each and every one of them had been the subject-matter of a separately enacted by-law.
Council means the Corporation of the Town of Petawawa’s elected representatives, comprised of the Mayor and Councillors.
Councillor means a Member of Council, other than the Mayor.
Delegate means any person, group of persons, firm or organization, who is neither a Member of Council or an appointed official of the Town who is speaking to Council.
Deputy Mayor means a Member of Council appointed from within to act in the absence of the Mayor in accordance with this by-law.
Emergency means any period of time during which an emergency has been declared to exit in all or part of the municipality by the Head of Council or the Province under Sections 4 or 7.0.1 of the Emergency Management Act.
Majority Vote means more than one half of the votes cast by Members present.
This Procedural By-law establishes the rules and protocols for the governance and administration of Council and Committee meetings for the Town of Petawawa. It ensures compliance with the Municipal Act, 2001.
Key Areas Covered:
Meeting Structures: It defines the types of meetings (Inaugural, Regular, Committee, Special, and Workshops) and sets standard times (e.g., Regular meetings on the 1st and 3rd Mondays at 6:30 p.m.).
Rules of Order: It outlines the duties of the Mayor and Council members, rules for debate, voting procedures (including recorded votes), and the handling of motions and by-laws.
Public Engagement: It establishes procedures for public notice of meetings, delegations, and presentations to Council.
Committees: It structures the appointment process and terms of reference for various committees, such as the Accessibility Advisory Committee and the Police Services Board (Schedule B).
Accountability & Conduct:
Schedule A establishes an Accountability and Transparency Policy regarding financial dealings and decision-making.
Schedule C establishes a Code of Conduct for members, covering ethical behavior, conflicts of interest (pecuniary interest), confidentiality, use of municipal property, and interactions with staff. It also details the Complaint Protocol and the role of the Integrity Commissioner in investigating breaches.
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