Council meetings: procedures and practices

Regular meetings of council are the regular weekly, bi-weekly or monthly meetings of council as specified in a local government’s procedural by-law. It is during these meetings that all business of the local government is decided upon by resolution of council.  This would include motions that are brought forward such as proposed policies and by-laws, which are considered, debated and either adopted or defeated by resolution of council and recorded in the formal minutes. 

A quorum of council is required in order to hold a regular meeting of council. A “quorum” means a majority of the full number of members of council.  This is more easily described as half the number of the full council + one (1). 

A regular session provides council the opportunity for final decision after all aspects of a proposed matter have been through the process of research, debate and recommendation, either through the committee process, or a council committee meeting itself (Committee of the Whole).  Matters may also be brought directly to a regular session of council with a recommendation, by local government staff. A regular session should include discussion and debate that leads to a final decision by resolution of council.   

If a regularly scheduled meeting of council must be cancelled or postponed, the notice of cancellation or postponement must be publicly advertised. Depending on circumstances, the decision to cancel or postpone a meeting can also be made by resolution in a previous regular meeting. In the case of postponement, the date of the rescheduled meeting should be included in the public advertisement. The process for cancellation or postponement should be detailed in the local government’s procedural by-law.

In some instances, a special meeting of council may be called in order to address any urgent matters, particularly if the regularly scheduled council meeting is several weeks away. 

A special meeting may be called by public notice. For example, a special meeting can be called if a tender needs to be awarded by a specific deadline or it is critical that a resolution be adopted prior to the regularly scheduled meeting of council. Although section 64(3) of the Local Governance Act states that “a council may not transact any business at a special meeting other than the business specified in the notice of the special meeting, unless all members of the council present at the special meeting agree”, it is not a good practice to add other agenda items at a special meeting of council other than those posted in the notice. 

An emergency meeting is a special meeting of council that would be called expediently in cases of disasters affecting the local government such as serious weather events, a major environmental disaster, public safety concerns, etc. 

The procedural by-law of the local government shall state the manner in which a council may call a special meeting of council.  

The Local Governance Act permits the use of electronic means of communication in a council or committee meeting if it allows members of council to hear and speak to each other and, in the case of a meeting that is open to the public, allows the public to hear the members. The member of council shall be deemed to be present at the electronic meeting. The process should be detailed in the procedural by-law.  

A member of council who intends to participate in an electronic meeting shall provide sufficient notice to the clerk to ensure that the relevant materials are sent to the member.  If a member participates in a closed meeting by electronic means, the member must confirm that they are alone. 

If a council or committee of council meeting is open to the public, use of electronic means is permissible only if a notice of the meeting is given to the public that includes the following information: 

• a statement that an electronic means of communication will be used at the meeting; 
• the location where the public may hear the meeting. (Local Governance Act: 69)

The Local Governance Act requires that all regular and special council meetings shall be open to the public.  However, such meetings may be closed to the public when issues falling under the following categories are discussed:

• Information that is protected by legislature
• Personal information as defined in the Right to Information and Protection of Privacy Act
• Information that could cause financial loss or gain to a person or the local government or could jeopardize negotiations leading to an agreement or contract
• The proposed or pending acquisition or disposition of land
• Information that could violate the confidentiality of information obtained from the Government of Canada or from the government of a province or territory
• Information concerning legal opinions or advice provided to the local government by its solicitor or privileged communications between solicitor and client in a matter of local government business
• Litigation or potential litigation affecting the local government or any corporation referred to in subsection 8(1) of the Local Governance Act, the local government’s agencies, boards or commissions including a matter before an administrative tribunal
• The access to or security of buildings and other structures occupied or used by the local government or access to or security of systems of the local government, including computer or communication systems
• Information gathered by the police, including the Royal Canadian Mounted Police, in the course of investigating any illegal activity or suspected illegal activity, or the source of that information
• Labour and employment matters for local government staff, including the negotiation of collective agreements

There should be no decisions made in a closed meeting of council except for: 

• decisions relating to procedural matters 
• directions to an officer or employee of the local government 
• directions to a solicitor for the local government 

If a council chooses to make decisions in a closed meeting other than those in the aforementioned, the risk is that the decisions may be overturned in a court of law, if so challenged. 

If a meeting is closed to the public, a record shall be made available for examination by the public and shall contain only the following: 

• the type of matter that was discussed during the meeting Local Governance Act: 68(3) 
• the date of the meeting 

Minutes of closed meetings can be taken but shall not be made available to the public. Local Governance Act: 75(2) 

The mayor or the designate shall preside at all meetings of council, except as otherwise provided for in a local government’s procedural by-law.  The clerk or their appointed designate must attend all meetings of council to record the attendance of council members, all resolutions, directions and proceedings of council and, if required, the name and vote of every member voting on a question. 

The minutes shall be recorded by the clerk without any written personal note or written comment.  It is a good practice not to have verbatim (word for word) minutes produced.  A summary of the meeting with clearly defined directions and expected outcomes is all that is necessary. 

The procedural by-law must include, at a minimum, the following information: 

• the day of the week on which regular meetings of council are to be held and the frequency at which they are to be held
• the time at which regular meetings of council are to be held
• the location at which regular meetings of council are to be held
• the manner of giving notice to members of the public of regular meetings of council
• the rules respecting the behaviour of members of council at meetings of council
• the manner of participating at meetings of council by members of the public
• the method of electing a deputy mayor and the duration of the term of a deputy mayor
• the agenda structure for regular meetings of council
• the manner of calling special meetings of council
• the procedural text (e.g., Robert’s Rules of Order) to use to govern matters of procedure that arise during a meeting of council that are not otherwise provided for in the Local Governance Act or the procedural by-law
• the use of electronic means of communication in a council meeting or a committee of council meeting. (Local Governance Act, Regulation 2018-84)

Following are other examples (but not limited to) which may be included in a local government’s procedural by-law: 

• the manner in which a mayor may vote (e.g., only in the case of a tie) 
• the manner in which new items are to be considered in a regular meeting of council 
• appointment, terms of reference, mandate of council committees, ad hoc committees 
• the manner in which delegations, petitions and presentations by the public are handled 
• organizational structure 
• staff reporting procedures 
• administrative guidelines (e.g., handling of correspondence) 

Council must meet at least four times per year as a minimum.  The local government’s procedural by-law must state when and where regular meetings are to be held and at what time they are scheduled to commence. It must also provide the means by which the public will be notified of a meeting of council. (e.g., posted electronically on local government website, ad in local newspaper, announced on a local radio or television station) (Local Governance Act: 70(1))

The agenda (Order of the Day) is the formal outline of the subjects to be considered by council in a regular council meeting and should be stated in the local government’s procedural by-law.  The process for adding agenda items should be detailed in the local government’s procedural by-law. 

In some procedural by-laws, councils have required a 48-hour cutoff period (at least) for allowing new items to be placed on the agenda by council members or administrative staff.  The addition of items to a council agenda at the last minute, unless considered an emergency, is not a good practice.  Council members could be at a disadvantage if new items are permitted as staff would not have adequate time to do the necessary background information gathering a council requires to make an informed decision on the matter. 

In the case of a special meeting of council, the legislation specifies that agenda items not included in the notice for the special meeting may only be added by the unanimous consent of the council members who are present at the meeting. (Local Governance Act 64(3)).

The requirement for unanimous consent to add an item to any Council agenda, at the meeting, may be included in a procedural by-law. 

It is a good practice to have those who wish to appear before council for a presentation at a regular meeting, do so in writing, stating the reason for their request. It should also be requested that any pertinent information on the subject matter be forwarded for staff review and council distribution prior to their presentation. The amount of time allocated for the presentation should also be indicated (e.g., 5 minutes). This process should be outlined in the local government’s procedural by-law. 

“Parliamentary procedure” is the name given to the tradition of rules and customs that have evolved over the centuries from the past practices of government.  A local government’s procedural by-law must reference a generally accepted rules of order manual (e.g., Roberts Rules of Order, Le Code Morin, Bourinot’s) for detailed parliamentary procedures and/or for clarification on any specific procedural matter (e.g., tabling of motions; reconsideration of motions; points of order) which may arise during a council meeting. 

The mayor (or designated chair) chairs meetings of council and must ensure the efficient conduct of the business before the council and must remain objective and impartial, acting strictly as the chair of the proceedings. The mayor regulates the conduct of the meeting and ensures that that council members who wish to speak are heard. 

The rules respecting conduct at meetings, both by the public and elected officials, should be simple, straightforward and stated in the local government’s procedural by-law. As well, the Local Governance Act states that a separate by-law shall be required, establishing a detailed code of conduct for members of council. (Local Governance Act: 10(2)(b))

All regular, special, and committee meetings are open to the public, except when dealing with matters permitted to be closed under section 68(1) of the Local Governance Act. While the public is welcome to attend meetings, participation is not guaranteed unless required by legislation (e.g., those specified in the Community Planning Act) and may occur only as provided for in council’s procedural by-law. 

Upon assuming office and on an ongoing basis, each member of council shall file with the clerk in the form prescribed by the Local Governance Act (Regulation 2018-52 Form 3), a statement disclosing any conflict of interest to which they have knowledge or should reasonably have knowledge. The form must be completed at the beginning of each council member’s term of office and reviewed/updated on a periodic basis. A new form should be completed whenever a conflict arises and is declared at a council meeting. The clerk shall file a copy of the form with the Local Governance Commission. 

Conflict of Interest will be discussed in more detail in Chapter 7.

A council cannot make decisions at a regular or special meeting of council unless there is a quorum.  A quorum means a majority of the full number of members of a council as determined by reference in the local government’s by-law dealing with composition of council. (e.g., eight members of council, including the mayor, the quorum would be five). 

In the case of conflict of interest, if a number of council members are required to withdraw from a meeting such that the remaining members are not of sufficient number to constitute a quorum, the remaining members shall be considered a quorum, if the remaining members are not fewer than three. 

In cases where all the members of council have a conflict of interest (e.g., all members are employed with a local company that does business with the local government on an ongoing basis) the council shall authorize the clerk to make application to the Minister of Local Government for an order authorizing council to consider, discuss and vote on the matter. (Local Governance Act: 66.1(4))

When a quorum can no longer be constituted, the Minister of Local Government shall declare the vacancy/ies and within 10 days of such declaration, the clerk shall forward a certified copy to the Municipal Electoral Officer who shall hold a by-election to fill the vacancies.  (Local Governance Act: 51(2))

A simple majority vote at a council meeting means a majority of those present at the meeting as long as there is a quorum. This means half of the council present, plus one. 

When the Local Governance Act or Community Planning Act refers to the ‘majority of the whole council’ or the ‘majority of the members of council’, this means a majority of all members of council who are not disqualified from voting, including the mayor, whether they are present or not.   In other words, this means a majority of the entire council is required to pass a vote. For example, if the total number of members of council is seven, this would mean that four members of council would have to vote in the affirmative even if there are only five members present. Four is the majority of the ‘whole’ council.  

An example of this situation would be if a council did not wish to follow the views and advice provided to council by the Planning Advisory Committee on a given planning matter. It would require an affirmative vote of the majority of the whole council to pass a by-law in this case. Community Planning Act: 110(2)(b) 

Unless disqualified to vote (conflict of interest or as otherwise stipulated in the local government’s procedural by-law), each member of council shall declare their vote openly and individually. (Local Governance Act: 66(1))

A mayor shall vote on matters before council, unless stipulated in a local government’s procedural by-law that the mayor only votes in the case of a tie. Motions generally come from councillors; however, if a mayor wishes to speak on an issue, the mayor may step down from the chair in favor of the deputy mayor or designated chair to propose a motion and/or enter into the debate.  The mayor should not resume chairing the council meeting until the motion on the floor has been resolved. 

According to parliamentary procedure, the mayor does not usually participate in debate as the mayor’s role should be one of objectivity and impartiality. As “chair” of council meetings, the mayor must ensure that all opinions of council members receive equal expression. 

The clerk shall record the vote of council in the minutes and no vote shall be taken by ballot or by any other means of secret voting. (Local Governance Act: 66(1))

Abstention from voting is not contemplated in the Local Governance Act.  A clerk cannot count abstentions as either a vote for or a vote against. It should be understood that a member of council was elected to represent the interests of the voting public and abstaining from a vote does not fulfill that duty. (Local Governance Act: 66(1))

The following shall be available for examination by members of the public in the office of the clerk during normal office hours: 

• the adopted minutes of council meetings
• a Book of Record of closed meetings
• the register of certified copies of the by-laws of the local government
• the audited financial statements of the local government
• the budget (estimates) adopted by a local government
• any document required under the Local Governance Act to be available for examination
• any other document prescribed by regulation

A new council has been elected. The first meeting is scheduled to begin. What happens next?  

Agendas and procedures vary from one council to another and would be defined specifically in a local government’s procedural by-law but there are some common agenda items, as illustrated in the following sample agenda: 

    Sample Agenda 

Regular Session of Elmsdale City Council 

    December 31, 2024 

1. Call to Order 
2. Approval of Agenda 
3. Approval of Minutes 
4. Conflict of Interest Declarations 
5. Petitions/Presentations/Delegations 
6. Reports from the Chief Administrative Officer 
7. Committee Reports 
8. Reading of By-laws 
9. Motions and Resolutions 
10. Adjournment 

The mayor or appointed presiding officer would call the meeting of council to order. A gavel may be used to draw the attention of the members present, and the mayor or appointed presiding officer would state that the meeting shall come to order. All those present in the council chambers, except the presiding officer, should cease conversation at this time. 

The agenda of the regular council meeting, along with the entire council package, should be circulated to the members of council and senior officers, ideally three or four days before the council meeting, in order to have council members review and become familiar with the agenda and its contents before the meeting occurs. At the beginning of the meeting, the mayor will call for the approval of the agenda. At this point, council has the opportunity to consider the addition or removal of agenda items or approve the agenda as circulated.   

It is not a good practice to add agenda items at the last minute unless considered an emergency, as the rest of council and staff would not have ample time to research review and consider the matter. In special meetings, if an item is added to the agenda, it requires the unanimous consent of council. 

The minutes of the previous council meeting can only be approved or approved as amended (if corrections to the minutes are noted), at a subsequent regular session of council. It is a best practice to have the minutes of the immediately preceding meeting ready for approval on the agenda.  The “Approval of Minutes” should be included on the agenda of the meeting and a copy of the minutes should be made available for council’s review. After adoption, the minutes must be signed by both the mayor and the clerk, sealed with the corporate seal and filed in an appropriate binder or book in the office of the clerk. The Local Governance Act requires that the adopted minutes must be made available for examination by members of the public in the office of the clerk during regular office hours.  (Local Governance Act: 75(1))

As a best practice, to enhance transparency and make information more readily available to the public, adopted minutes and other documents required to be available may be posted on the local government’s website.

At the commencement of every meeting, senior appointed officers and members of council should examine the agenda to ensure they do not take part in discussions or vote on matters in which they may be in a conflict of interest. Section 89(1) of the Local Governance Act details what constitutes a conflict of interest. It is left up to an individual member of council to decide whether they have a conflict of interest. If they are unsure, it is advisable they remove themselves physically from the meeting room as a precautionary measure. When in doubt, walk out! Council members may also wish to consult with their own personal lawyer to obtain an opinion. It is a good idea to include ‘Declarations of Conflict of Interest’ as a heading on every agenda. The clerk may ask if there are any conflicts of interest to declare, at that stage of the agenda, as a reminder to those present.   

If a conflict of interest arises while a member of council is in a meeting, once they have withdrawn from the meeting while the matter is under consideration or put to a vote, if the member has not already done so, as soon afterwards as the circumstances permit, the member shall file a statement disclosing the conflict of interest with the clerk. 

Conflict of interest is addressed in more detail in Chapter 7 “Local Government and Legal Matters”. 

It is recommended that a time be set aside on a regular meeting agenda to receive or hear petitions, for presentations to be made and for delegations to be heard by council. As stated previously, the right to be placed on the agenda of a regular or special meeting of council is available only to the extent allowed in a local government’s procedural by-law. If there is a request to appear before council, it is incumbent on the clerk to ensure that any pertinent information relating to the request is included in the council package and distributed before the presentation is made or petition is presented.  

If a large delegation is expected, it is best to ensure there is sufficient seating capacity available in the council chambers and to inquire if any technical equipment is needed for the presentation. It is important to include time limits for these items in the local government’s procedural by-law (five minutes is adequate in most cases). A limit on the number of public presentations per meeting should also be considered.

How correspondence, both electronic and by standard post, is prioritized and distributed to council may vary from local government to local government. The mishandling of correspondence can cause administrative burdens, whether an important letter gets misplaced, or council is not informed of a matter addressed to them by mail.  It is a good practice to have administrative guidelines to specify who shall open correspondence addressed specifically to the mayor or all members of council. In some instances, it is best to have one designated person, (e.g., the clerk), review all incoming correspondence for further action either by administrative staff or for direction from council. 

Depending on the size of the local government, there could be a fair volume of correspondence that is addressed to the mayor or all members of council and received by the local government on a daily/weekly basis.  It therefore may be unrealistic to include all correspondence received on a public council agenda. 

All formal correspondence addressed to the mayor or all members of council received in the local government office should be formally acknowledged in writing, based on the form in which it is received, by the clerk, on behalf of the -mayor or all members of council. Some matters may be addressed immediately by administrative staff and council may be included in the response to the citizen/group.  If a matter requires a decision of council, it may be placed on a committee or meeting agenda accompanied by a report from the CAO/clerk, including a recommended course of action.   

In larger local governments, various departments may receive correspondence which will eventually be destined for a council meeting.  This can be coordinated through the clerk’s office for inclusion on an appropriate council agenda and should be accompanied with a report from the CAO/clerk with a recommended course of action. 

If correspondence is marked “personal and confidential” and addressed to a specific member of council, that member of council should open the correspondence.

Placing staff or committee reports on a regular council agenda allows council the opportunity to review and make comment on matters that occurred at a standing committee meeting (Public Works, Fire, Police, Recreation or Planning Advisory Committee, etc.), as well as providing a forum to bring forward committee recommendations for council consideration.

In some instances, the chair of the committee could be called upon to deliver the respective committee report and be required to answer any questions the council may have concerning contents of the report.  A copy of all committee reports should be included in the council package for review before the regular meeting.

No decisions can be made at a committee meeting and must be brought forward to council for approval.  By keeping council up to date on committee matters, this ensures they have all pertinent information when a recommendation comes to the council meeting for decision.

No by-law of a local government is valid unless it follows a legislated process defined in Section 15 of the Local Governance Act.  A regular or special meeting of council is the only forum in which by-laws of the local government can be introduced and read. A proposed by-law must be read three times by title and once in its entirety.

The legislation (section 15 of the Local Governance Act) also allows for an exemption to the full reading of a by-law in a council meeting by prescribing specific criteria, steps and public notice requirements that must be followed should a by-law not be read in its entirety.

If a proposed by-law is read for the first time by title only and the second time in its entirety or in summary form (refer to section 15 of the Local Governance Act) and then changes are made prior to the third reading, the process does not have to start over, as long as the proposed change does not alter the intent or substance of the original by-law. It is incumbent on the local government, however, to advise the public of any minor changes to a by-law prior to the third reading and enactment. This can be done before by advising and reading the minor change before reading by title only or by giving notice/reading the by-law in its entirety. 

The Act states that a proposed by-law may be amended at any time before third reading by title.  Like all legislation, if changes to a by-law are considered before third reading, section 15 of the Act should be reviewed to ensure the circumstances to amend the by-law are permitted under the Act. If other items such as notification are also involved, the clerk must ensure all requirements are met. (Local Governance Act: 15)

There would be a point on a regular meeting agenda where any proposed motions would be brought forward for council consideration. The proposed motions being considered can either be tabled, passed or defeated by council. In some instances, where a matter was reviewed and recommended by a standing committee of council, the relative resolution could have already been drafted by the clerk for reading at the council meeting. Any new business or motion should be accompanied by a report from administration providing background information, pros and cons, risks and recommendations for council’s consideration. 

The date of the next regularly scheduled meeting is noted on the agenda in order to advise the public and the local media. (Note: The timing of regular meetings (day of the week, the frequency of meetings, the time at which the meeting are to be held and the location is also to be identified in the procedural by-law.) 

When a regular meeting of council has concluded its business identified in the agenda, the mayor (or presiding officer) may call for the adjournment of the meeting. If a local government’s procedural by-law states that a regular meeting of council will not proceed after a certain time frame, and the meeting still has business that has not been completed, a majority may vote to adjourn. It is sometimes best to postpone an agenda item until the next meeting, particularly if the hour is late, rather than making a quick decision without thorough consideration (particularly if the matter can wait until the next council meeting). Fatigue is the enemy of good decision making! According to parliamentary procedure, an adjournment requires a mover and a seconder. 

If a councillor wishes to bring forward a motion during a council meeting, the general guidelines are that the councillor would simply address the chair and state “I move that…” It is very important to state precisely the wording of the motion. Council members and notably the clerk, who is the recorder of the minutes, should fully understand the meaning and intent of the motion, before it is debated, recorded and subsequently decided upon. If the motion is unclear, it is up to the chair to ensure all members understand the intent of the motion. The clerk must be permitted to seek clarification for purposes of the record if the motion is not clear.  The main motion must be seconded in order to be considered by council. Once a motion has been moved and seconded, the chair states “It is moved and seconded” and repeats the exact motion. 

Once the motion has been restated by the chair the question is called. The chair must state the question on a motion after it has been moved and seconded for two reasons: 

1. for all to hear exactly what the motion states and that it is ready to be considered
2. if the motion is unclear, to help the mover find the right wording before debate and action

The member of council who introduced the motion would normally speak to explain why they think the motion is a good idea, and others wishing to express their views would also speak to the motion. During the debate, council members should address the chair and not individual members of council. In most rules of order, council members are limited to speak twice on a debatable motion and the debate is limited to 10 minutes each time, unless otherwise specifically addressed in a procedural by-law. 

During debate, there are also other motions that could be entertained, called secondary motions. Most common is a motion to amend the pending motion. The mayor would read the original motion first, and then the proposed motion. The following scenarios illustrate the process of tabling and passing of motions as well as amending motions: 

Councillor Brown: I move that the Ashbury Municipal Tennis Court hours of operation be extended for one hour later in the evening. 

Councillor Green: I second the motion 

Mayor Black: It is moved by Councillor Brown and seconded by Councillor Green that the Ashbury Municipal Tennis Court hours of operation be extended for one hour later in the evening. Question on the motion? 

Response: None 

Mayor Black: All those in favour of the motion signify by saying “aye”.  

Response: Ayes 

Mayor Black: All those who oppose the motion signify by saying “nay” 

Response: None 

Mayor Black: The motion is adopted. 

Councillor Brown: I move that the Ashbury Municipal Tennis Court hours of operation be extended for one hour later in the evening.

Councillor Green: I second the motion.

Mayor Black: It is moved by Councillor Brown and seconded by Councillor Green that the Ashbury Municipal Tennis Court hours of Operation be extended for one hour later in the evening. Question on the motion?

Response: (Debate) 

Councillor Blue: I agree with my fellow councillor as our youth could certainly benefit with extra activity time.

Councillor Mauve: I agree with the concept but am concerned that by extending the hours of operation, it might incur additional costs for street lighting.

Councillor Green: I concur with Councillor Mauve and suggest that a feasibility study be undertaken by the Recreation Director on the requirement for outdoor lighting.

Councillor Mauve: I move to amend the original motion by adding the following: “pending further study by the Recreation Director on the requirement for outdoor lighting”.

Councillor Green: I second the motion.

Mayor Black: It is moved by Councillor Mauve and seconded by Councillor Green to insert the words “pending further study by the Recreation Director on the requirement for outdoor lighting” following the words “that the Ashbury Municipal Tennis Court hours of Operation be extended for one hour later in the evening”. If the amendment is adopted the main motion will read “That the Ashbury Municipal Tennis Court hours of operation be extended for one hour later in the evening pending further study by the Recreation Director on the requirement for outdoor lighting”.

Are you ready for the question? The question is on amending the main motion by inserting the words “pending further study by the Recreation Director on the requirement for outdoor lighting” after “that the Ashbury Municipal Tennis Court hours of operation be extended for one hour later.” Those in favour of inserting the words “pending further study by the Recreation Director on the requirement for outdoor lighting”, say aye. 

Some members response: Aye

Mayor Black: Those opposed say no.

Councillor Brown: Nay 

Mayor Black: The ayes have it, and the amendment is adopted. The question is now on the main motion as amended, which is “That the Ashbury Municipal Tennis Court hours of operation be extended for one hour later in the evening pending further study by the Recreation Director on the requirement for outdoor lighting”. 

Mayor Black: Is there any further debate?

Response: None

Mayor Black: Those is in favour of the main motion as amended, signify by saying aye.

All respond: Aye

Mayor Black: Those opposed say no.

Response: None

Mayor Black: The motion as amended is adopted. 

There could be more than one amendment to an original motion. It is important to note that although several amendments to an original motion can be considered, the intent of the original motion must not be altered. If the intent is altered, the original motion must be withdrawn and a new motion placed on the table.

The motion, once carried, would be recorded as a resolution of council in that it declares the decision of the council. An example of how it could be recorded in the minute book:

Moved by Councillor Brown 

Seconded by Councillor Mauve 

THAT the Ashbury Municipal Tennis Court hours of operation be extended for one hour later in the evening pending further study by the Recreation Director on the requirement for outdoor lighting. 

MOTION CARRIED

The chair of the council meeting would subsequently move on to the next order of business by asking “Is there further other new business?” or “next item on the agenda?” until all business has been concluded. If there is no further business, the chair calls for a motion to adjourn the meeting.

Mayor Black: Motion for adjournment of the meeting is called.

Councillor Brown: I move that the meeting of council be adjourned. 

Councillor Green: I second the motion.

Mayor Brown: Meeting is now adjourned.

There are several methods of recording minutes of council. Minutes are usually either taken by hand or recorded digitally and placed in a minute book or binder, once adopted, and stored in a fireproof safe. 

As the official record of the proceedings of a council meeting, minutes recorded by the clerk should be accurate and concise and include the following: 

• The name of the local government corporation.
• The time, date and place of meeting. 
• The names of the council members present or absent. 
• The adoption (with corrections noted, if any) of the previous meeting’s minutes. 
• Conflict of interest disclosures. 
• Any reference to correspondence that is either included and read on the agenda or noted during the council meeting.
• The name of the council member who moved and seconded any motion. 
• A statement of every motion and whether the motion was adopted or defeated. 
• The date of the next meeting. 
• The time of adjournment. 
• The signature of the mayor, or designated chairperson, and the clerk or their designate who was present at the council meeting.

Should a member of council request that their name or vote be recorded when voting on a question, the clerk shall record the vote in the minutes.  If such a request is not made, the individual council member vote is not recorded. However, it is common practice to record the votes of those opposing a motion. 

The Local Governance Act states that: The clerk shall record the minutes of the proceedings of the council meeting without any note, comment or descriptive language. 

The adopted minutes of council meetings shall be available for inspection or examination by members of the public in the office of the clerk during regular office hours. As minutes are not usually ratified and adopted until the next council meeting, the public might have to wait a few weeks to a month to view the adopted minutes.

If a member of the public wishes to have a copy of the adopted minutes, the administration of the request is at the discretion of the clerk. It is beneficial if the local government establishes a policy on how minutes and other permissible local government documents (e.g., by-laws, audited financial statements, adopted budgets) are to be made available to the public.

Many local governments post the adopted minutes of their local government council and committee meetings as well as many other public documents, and in consideration of the provisions of the Right to Information and Protection of Privacy Act, on their website. The minutes of a closed meeting of council shall not be open for inspection or examination by members of the public.

The minutes of a council meeting, after adoption, are to be signed by the mayor and clerk of the local government, or their designate who attended the meeting on their behalf and sealed with the corporate seal of the local government corporation.