HomeMy WebLinkAboutPost-Meeting Agenda Package - CoW_Apr15_2025COMMITTEE OF THE WHOLE POST-MEETING AGENDA
Tuesday, April 15, 2025, 8:30 a.m.
1600 2nd Street NE
Three Hills, AB T0M 2A0
https://www.youtube.com/@kneehillcounty48
Pages
1.Call to Order
1.1 Approval of Agenda
1.2 Approval of Minutes
1.2.1 Approval of the February 18, 2025, COW Meeting Minutes 2
2.New Business
2.1 Policy #13-18 Land Agreements 6
2.2 Policy #13-38 Brush and Tree Control Road Allowances 15
2.3 Joint Forces Operations 22
2.4 Business Continuity Plan Project 26
2.5 Procedural Bylaw Amendments 37
2.6 Governance Model Discussion 100
3.Closed Session
4.Adjournment
__________Initials
1
Committee of the Whole Minutes
February 18, 2025, 8:30 a.m.
1600 2nd Street NE
Three Hills, AB T0M 2A0
_____________________________________________________________________
1. Call to Order
Deputy Reeve McGhee called the meeting to order at 8:30 a.m.
1.1 Approval of Agenda
No additions were made.
Resolution: CW139
Moved by: Councillor Christie
That the Committee of the Whole approve the agenda as presented.
CARRIED UNANIMOUSLY
1.2 Approval of Minutes
1.2.1 Approval of the December 3, 2024, COW Meeting Minutes
Resolution: CW140
Moved by: Reeve King
Page 2 of 102
February 18, 2024
__________Initials
2
That the Committee of the Whole approves the adoption of the minutes
of the December 3, 2024, Committee of the Whole meeting, as
presented.
CARRIED UNANIMOUSLY
2. New Business
2.1 Water and Wastewater Review
Resolution: CW141
Moved by: Councillor Fobes
That the Committee of the Whole recommend that the Water and
Wastewater Review come back to a future Committee of the Whole
meeting for further discussion.
CARRIED UNANIMOUSLY
2.2 Bylaw 1905 Draft Municipal Development Plan Further Discussion
The Chair called for a recess at 9:31 a.m. and called the meeting back to
order at 9:46 a.m. with all previously mentioned members present.
Resolution: CW142
Moved by: Councillor Fobes
That this meeting goes into closed session at 10:16 a.m. for the following
reason(s).
Disclosure Harmful to Individual (Section 16)
CARRIED UNANIMOUSLY
Resolution: CW143
Moved by: Councillor Cunningham
That the Committee of the Whole return to open meeting at 10:25 a.m.
CARRIED UNANIMOUSLY
10:25 a.m. - meeting recessed to allow return of public.
10:25 a.m. - meeting resumed.
Page 3 of 102
February 18, 2024
__________Initials
3
Resolution: CW144
Moved by: Reeve King
That the Committee of the Whole recommend to Council that the first
sentence under Agriculture Section 12.3 of the draft Municipal
Development Plan, be amended to read "Within 1.6 km (one mile) of an
urban boundary."
Resolution: CW145
Moved by: Reeve King
That the Committee of the Whole table motion CW144 until later on
in the meeting in order to hear the delegation that was scheduled at
11:00 a.m.
CARRIED
2.3 Horseshoe Canyon Interpretive Centre and Feasibility Study
Resolution: CW146
Moved by: Councillor Penner
That the Committee of the Whole recommend to Council to accept the
Horseshoe Canyon Interpretive Centre and Feasibility Report for
information.
2.2 Bylaw 1905 Draft Municipal Development Plan Further Discussion Cont’d
The Chair called for a recess at 11:35 a.m. and called the meeting back to
order at 11:51 a.m. with all previously mentioned members present.
Resolution: CW147
Moved by: Councillor Christie
That the Committee of the Whole lift from the table motion CW144.
CARRIED UNANIMOUSLY
Resolution: CW144
Moved by: Reeve King
That the Committee of the Whole recommend to Council that the
first sentence under Agriculture Section 12.3 of the draft Municipal
Development Plan, be amended to read "Within 1.6 km (one mile)
of an urban boundary."
CARRIED
Page 4 of 102
February 18, 2024
__________Initials
4
Resolution: CW148
Moved by: Councillor Penner
That the Committee of the Whole recommend to Council that the draft
Municipal Development Plan be brought back to the March 11, 2025,
Council Meeting with any requested changes for third reading.
CARRIED UNANIMOUSLY
4. Adjournment
The meeting adjourned at 12:02 p.m.
Page 5 of 102
Committee of the Whole
Discussion Report
Page 1 of 2
Version: 2023-01
Subject: Policy 13-18 Land Agreements
Meeting Date: Tuesday, April 15, 2025
Prepared By: Mike Conkin, Project Construction Supervisor
Presented By: Mike Conkin, Project Construction Supervisor
STRATEGIC PLAN ALIGNMENT: (Check all that apply)
☒ ☐
☐
☒
☒
High Quality
Infrastructure Economic
Resilience Quality of Life Effective
Leadership Level of Service
RELEVANT LEGISLATION:
Provincial (cite)- N/A
Council Bylaw/Policy (cite)- Policy 13-18 Land Agreements
BACKGROUND/PROPOSAL
Kneehill County policies are presented for review every four years (at a minimum). This review by Council
ensures the policies will remain current and allows for any modifications to be made based on changing
legislative requirements.
Kneehill County utilizes land agreements for a variety of projects, including right-of-way extensions,
borrow pits, and back sloping, to support infrastructure development and maintenance. Thes e
agreements ensure that landowners are compensated when their land is required for, or otherwise
affected by, County projects.
DISCUSSION/OPTIONS/BENEFITS/DISADVANTAGES/OTHER CONSIDERATIONS:
The attached policy is presented with the recommended revisions. The revisions presented include key
points such as:
Revisions to land payment. Payments will now be based on the average market value per acre of
comparable parcels in the area, not including building values or improvements.
Revisions for fence replacement.
Crop damaged areas will be surveyed to ensure fair compensation.
FINANCIAL & STAFFING IMPLICATIONS:
Land purchases will be an increased cost. This cost will be built into the project budget.
ATTACHMENTS:
13-18 Land Agreements (proposed changes)
13-18 Land Agreements (Final)
RECOMMENDATION:
Page 6 of 102
Committee of the Whole
Discussion Report
Page 2 of 2
Version: 2023-01
That the Committee of the Whole recommend to Council to approve the recommended changes to policy
13-18 Land Agreements as presented
APPROVAL(S):
☒
Page 7 of 102
POLICY
Section Policy No. Page
Transportation 13-18 1 of 1
Policy Title Date: Motion No.
Land Agreements June 23, 2020 272/20
Purpose:
Describes procedures to be followed when the County acquires land for construction projects and land
disturbance payments.
Policy Guidelines:
Agreements are to be arranged by the CAO or designate involved in the project.
Land Purchase:
1. When the County is purchasing land, it is necessary to have a Commissioner of Oaths
available. Therefore, any land buying agreements are to be approved by the CAO or designate.
2. Payment for land will be based on the average market value per acre of comparable parcels in the
area, not including building values or improvements.
Fence Compensation
1. For any road construction project which requires removal of fences to properly construct
the road, the County will remove and replace the fences at no cost to the landowner.
2. A fence is defined as one that will keep livestock confined.
3. If in the opinion of the CAO or designate the fence will not adequately confine animals,
the County will not replace the fence, and no compensation will be payable to the landowner.
4. If a temporary fence is required by the landowner in order to confine their livestock during
construction, the County will construct a temporary fence. If required, the temporary
fence will remain for one year to establish grass at which time it will be removed by the
County. If the grass is not well established in the first year, the fence will remain for one
additional year.
5. If the fence is to be replaced by the County the general construction policy is:
a) At the completion of the road construction or reconstruction project, County staff or the
County contractor will replace any fencing removed with a fence of the same type, using
new materials at the County’s expense. The fence will be placed on the property line
unless other arrangements are made in writing and approved by the County. Replacement
fencing will be at minimum a 4-wire fence.
Page 8 of 102
POLICY
Section Policy No. Page
Transportation 13-18 2 of 3
Policy Title Date: Motion No.
Land Agreements June 23, 2020 272/20
b) If the landowner wishes the fence constructed to a higher standard than previously
removed or County standards as outlined they must supply at their own cost any extra
wire and posts which may be required.
c) If a landowner does not want fencing replaced at the end of construction, the landowner
shall not be entitled to any other compensation for the fencing nor have it installed at an
alternate location, or have materials supplied and not installed.
d) The County will only construct a fencing berm through a coulee or swampy area, and only
if same is required to accommodate fence re-construction on a County road project.
Crop Damage
1. Crop damage compensation will be one payment at the rate of $600/acre (minimum $600), based on
the surveyed acreage, and will be paid on any seeded crop land, such as wheat, barley, etc., seeded
hay land and native pasture. A letter to be sent to the landowner with compensation cheque advising
of compensation calculation and the procedures, under the Municipal Government Act, of Public
Notice for road project write offs and the landowner's recourse should he consider himself the
affected party.
Borrow Pits:
1. The normal rate of compensation for an area on private property (borrow pit or back
sloping areas) which is disturbed as a result of a County project will be a flat rate of
$600 per acre (minimum$600). This amount is in excess of the crop damage
compensation rate.
2. The CAO or designate will inspect the project prior to payment of the compensation to
ensure the project has been completed satisfactorily.
Mailbox:
If a mailbox must be removed in order to undertake a road construction project, the County will
remove the mailbox and will arrange to have it re-set when the project has been completed.
Kenneth King,
Reeve
Mike Haugen,
CAO
Page 9 of 102
POLICY
Section Policy No. Page
Transportation 13-18 3 of 3
Policy Title Date: Motion No.
Land Agreements June 23, 2020 272/20
Approved: June 23, 2020 272/20
Review Date: Date four years from last approval date
Page 10 of 102
POLICY
Section Policy No. Page
Transportation 13-18 1 of 1
Policy Title Date: Motion No.
Land Agreements June 23, 2020 272/20
Purpose:
To establish guidelines for land agreements within Kneehill County
Describes procedures to be followed when the County acquires land for construction projects and land
disturbance payments.
Policy Guidelines:
• Agreements are to be arranged by the CAO or designate involved in the project.
Policy Procedure:
• Agreements are to be arranged by the CAO or designate involved in the project.
• County employees are not to undertake private work for any landowner while doing road
projects.
1. Land Purchase:
1) When the County is purchasing land it is necessary to have a Commissioner of Oaths
available. Therefore, any land buying agreements are to be approved by the CAO or designate.
2) Consideration for the land will be paid to the Landowner at the rate of $3,000/acre
(minimum$600).
2) Payment for land will be based on the average market value per acre of comparable parcels in the
area, not including building values or improvements.
2. Fence Compensation
1) For any road construction project which requires removal of fences to properly construct
the road, the County will remove and replace the fences at no cost to the landowner.
2) A fence is defined as one that will keep livestock confined.
3) If in the opinion of the CAO or designate the fence will not adequately confine animals,
Page 11 of 102
POLICY
Section Policy No. Page
Transportation 13-18 2 of 4
Policy Title Date: Motion No.
Land Agreements June 23, 2020 272/20
the County will not replace the fence and no compensation will be payable to the
landowner.
4) If a temporary fence is required by the landowner in order to confine their his livestock during
construction, the County will construct a temporary fence. If required, the temporary
fence will remain for one year to establish grass at which time it will be removed by the
County. If the grass is not well established in the first year, the fence will remain for one
additional year.
5) If the fence is to be replaced by the County the general construction policy is:
(a) The fence will be constructed using new wire and new posts.
(b) If the landowner wishes the fence constructed to a higher standard than County
standards as outlined below, he must supply at his own cost any extra wire and
posts which may be required.
(a) At the completion of the road construction or reconstruction project, County staff or the
County contractor will replace any fencing removed with a fence of the same type, using new
materials at the County’s expense. The fence will be placed on the property line unless other
arrangements are made in writing and approved by the County. Replacement fencing will be at
minimum a 4-wire fence.
(b) If the landowner wishes the fence constructed to a higher standard than previously
removed or County standards as outlined they must supply at their own cost any extra wire
and posts which may be required.
(c) If a landowner does not want fencing replaced at the end of construction, the landowner
shall not be entitled to any other compensation for the fencing nor have it installed at an
alternate location, or have materials supplied and not installed.
(c) When rebuilding a barb wire fence the crew will use:
Page 12 of 102
POLICY
Section Policy No. Page
Transportation 13-18 3 of 4
Policy Title Date: Motion No.
Land Agreements June 23, 2020 272/20
(i) 4" treated posts set 13 feet apart
(ii) 6" diameter 7-foot-long treated corner posts
(iii) 4 strand barb wire
(d) When rebuilding a high tensile fence, the crew will use:
(i) 4" treated posts set 20 feet apart
(ii) 6" diameter 7-foot-long treated corner posts
(iii) 5 strands high tensile unless the fence which existed prior to undertaking
the road project was of a higher standard.
(de) The County will only construct a fencing berm through a coulee or swampy area,
and only if same is required to accommodate fence re-construction on a County
road project.
3. Crop Damage
1) Crop damage compensation will be one payment at the rate of $600/acre (minimum
$600), based on the surveyed estimated acreage, and will be paid on any seeded crop land, such as
wheat, barley, etc., seeded hay land and native pasture. A letter to be sent to the
landowner with compensation cheque advising of compensation calculation and the
procedures, under the Municipal Government Act, of Public Notice for road project write
offs and the landowner's recourse should he consider himself the affected party.
4. Borrow Pits:
1) The normal rate of compensation for an area on private property (borrow pit or back
sloping areas) which is disturbed as a result of a County project will be a flat rate of
$600 per acre (minimum$600). This amount is in excess of the crop damage
Page 13 of 102
POLICY
Section Policy No. Page
Transportation 13-18 4 of 4
Policy Title Date: Motion No.
Land Agreements June 23, 2020 272/20
compensation rate.
2) The CAO or designate will inspect the project prior to payment of the compensation to
ensure the project has been completed satisfactorily.
5. Mailbox:
3) If a mail boxmailbox has to be removed in order to undertake a road construction project, the
County will remove the mail boxmailbox and will arrange to have it re-set when the project has
been completed.
6.
Kenneth King,
Reeve
Mike Haugen,
CAO
Approved: June 23, 2020 272/20
Review Date: Date four years from last approval date
Page 14 of 102
Committee of the Whole
Discussion Report
Page 1 of 2
Version: 2023-01
Subject: Policy 13-38 Brush and Tree Control Road Allowances
Meeting Date: Tuesday, April 15, 2025
Prepared By: Mike Conkin, Project Construction Supervisor
Presented By: Mike Conkin, Project Construction Supervisor
STRATEGIC PLAN ALIGNMENT: (Check all that apply)
☒ ☐
☐
☐
☒
High Quality
Infrastructure Economic
Resilience Quality of Life Effective
Leadership Level of Service
RELEVANT LEGISLATION:
Provincial (cite)-
Council Bylaw/Policy (cite)- Policy 13-38 Brush and Tree Control Road Allowances
BACKGROUND/PROPOSAL
Kneehill County policies are presented for review every four years (at a minimum). This review by Council
ensures the policies will remain current and allows for any modifications to be made based on changing
legislative requirements.
Kneehill County's brushing program is carried out during the winter months, focusing on clearing
vegetation to improve visibility, maintain road safety, and ensure the efficient operation of County
infrastructure.
DISCUSSION/OPTIONS/BENEFITS/DISADVANTAGES/OTHER CONSIDERATIONS:
The attached policy is presented with the recommended revisions. The revisions presented include key
points such as:
Updated policy purpose to align with the County’s Strategic initiative of maintaining high-quality
infrastructure.
Attempts to contact landowners affected by brushing activities prior to work commencing.
Revisions added for burning of brush and ash removal.
Revisions added for private land brush removal.
Brushing requests from the public will be received and, if approved, will be scheduled based on
priority.
FINANCIAL & STAFFING IMPLICATIONS:
N/A
Page 15 of 102
Committee of the Whole
Discussion Report
Page 2 of 2
Version: 2023-01
ATTACHMENTS:
13-38 Brush and Tree Control Road Allowances (proposed changes)
13-38 Road Allowance Brush Control (Final)
RECOMMENDATION:
That Committee of the Whole recommends to Council that the recommended changes to Policy 13-38
Brush and Tree Control Road Allowance be approved as presented.
APPROVAL(S):
☒
Page 16 of 102
POLICY
Section Policy No. Page
TRANSPORTATON [Comments] 1 of 2
Policy Title Date: Motion No.
Road Allowance Brush Control April 15, 2025 _______
Purpose:
The removal of brush from county ditches is vital for the safety of the public. Brush and/or trees growing in the
road allowance can cause many problems including reduced visibility of traffic, signs, vehicles, and wildlife.
Additionally brush and trees can cause excess snow drifting and reduced drainage. Brush is controlled along
roadsides to minimize drifting of snow, provide optimum drying/melting of the road surface, unimpeded
drainage, and to protect the integrity of our road structures.
Policy Guidelines:
The County will remove trees and brush within developed road allowances to maintain road safety, enhance
visibility, and ensure proper functionality of road infrastructure as resources allow.
Under the Federal Migratory Bird Convention Act, no disturbance to nests or nesting birds is allowed during
breeding and nesting periods (April through August). If trees/brush are to be taken down during this period a
Wildlife Sweep will be conducted by a qualified biologist prior to commencing to identify any nesting birds
within the area.
Policy Procedure:
1) Inspections of County Road allowances for brush control will be completed by County staff to
determine control areas.
2) Mechanical brushing of County Road allowances will be prioritized in the following manner:
a. Arterial, collector and local roads where brush and/or tree species pose a risk to:
i. Traffic safety.
ii. Road maintenance operations/ upgrade roads.
iii. The integrity of the road surface.
b. Hamlet, country residential or single residential.
c. Dirt Trail Road Allowances and Undeveloped Road allowances.
3) Brushing requests from the public may be taken and, if approved, will be added to the schedule based
on priority
4) The County will mechanically brush from the edge of the road surface to the fence line where safe to do
so.
5) Chemical brush control will be used in specified control areas to manage any brush regrowth, as well
as areas where mechanical brush control is not necessary.
6) Chemical control areas will be designated at the discretion of County staff
Page 17 of 102
POLICY
Section Policy No. Page
TRANSPORTATON [Comments] 2 of 2
Policy Title Date: Motion No.
Road Allowance Brush Control
April 15, 2025 _______
7) All brush control requests on County Road allowances, not determined in the priority list, will be
inspected by County staff and considered for brush control work. Upon completion of inspection, the
request will be prioritized and scheduled for completion accordingly.
The County may control brush on private land to maintain road allowances and ensure sightlines at
intersections, provided it serves County interests. Brush removal on private property will only proceed
after a Right of Entry Agreement is completed, with no compensation provided to landowners.
8) The County will make every reasonable attempt to remove tree stumps within road slopes when the
equipment is available, and the weather is conducive to the work.
9) The County will make every reasonable attempt to remove residue of burn piles when the equipment
is available, and the weather is conducive to that type of work with a goal of having the project
cleaned up within one year of the pile being burned.
10) No compensation will be given to landowners for trees or brush removed from the road allowance.
11) Reasonable attempts will be made to contact landowners affected by these brushing activities prior to
commencing work. This may include notification through verbal communications.
Approved: April 15, 2025 _______
Review Date: April 15, 2029
Page 18 of 102
POLICY
Section Policy No. Page
TRANSPORTATON [Comments] 1 of 3
Policy Title Date: Motion No.
Brush & Tree Control Road Allowance
Road Allowance brush control
October 13, 2020 389/20
Purpose:
To establish a policy for removal of trees and brush from County Road Allowances .
The removal of brush from county ditches is vital for the safety of the public. Brush and/or trees growing in the
road allowance can cause many problems including reduced visibility of traffic, signs, vehicles, and wildlife.
Additionally brush and trees can cause excess snow drifting and reduced drainage. Brush is controlled along
roadsides to minimize drifting of snow, provide optimum drying/melting of the road surface, unimpeded
drainage, and to protect the integrity of our road structures.
Policy Guidelines:
Council recognizes the removal of trees and brush from roadside ditches is vital for the safety of the traveling
public. Trees or brush growing in the road allowance can cause many problems including reduced sight
distance at intersections, reduced visibility of traffic signs and wildlife, serious snow drifting, reduced drainage,
and inhibits dust clouds from dissipation created by traffic.
The County will remove trees and brush within developed road allowances to maintain road safety, enhance
visibility, and ensure proper functionality of road infrastructure as resources allow.
Under the Federal Migratory Bird Convention Act, no disturbance to nests or nesting birds is allowed during
breeding and nesting periods (April through August). If trees/brush are to be taken down during this period a
Wildlife sweep will be conducted by a qualified biologist prior to commencing to identify any nesting birds
within the area.
Policy Procedure:
1) Inspections of County Road allowances for brush control will be completed by County staff annually
within to determined control areas. Under the Federal Migratory Bird Convention Act, no disturbance
to nests or nesting birds is allowed during breeding and nesting periods (April through August). If
trees/brush are to be taken down during this period a professional biologist within the realm of
wetland sciences needs to be contacted to identify any nesting birds within the area.
2) Mechanical brushing of County Road allowances will be prioritized in the following manner:
a)a. Arterial, collector and local roads where brush and/or tree species pose a risk to:
i)i. Traffic safety.
ii)ii. Road maintenance operations/ upgrade roads.
iii)iii. The integrity of the road surface.
b. b. Hamlet, country residential or single residential.
Page 19 of 102
POLICY
Section Policy No. Page
TRANSPORTATON [Comments] 2 of 3
Policy Title Date: Motion No.
Brush & Tree Control Road Allowance
Road Allowance brush control
October 13, 2020 389/20
c. c. Dirt Trail Road Allowances and Undeveloped Road allowances.
3) Brushing requests from the public may be taken and, if approved, will be added to the schedule based
on priority
3)4) The County will mechanically brush from the edge of the road surface to the fence line where safe to do
so.
4) The County will conduct chemical brush control applications annually within a designated control area.
5) Chemical brush control will be used in specified control areas to manage any brush regrowth, as well
as areas where mechanical brush control is not necessary.
6) Chemical control areas will be designated at the discretion of County staff and follow up any
mechanical brush control operations.
7) All brush control requests on County roadCounty Road allowances, not determined in the priority list,
will be inspected by County staff and considered for brush control work. Upon completion of
inspection, the request will be prioritized and scheduled for completion accordingly.
8) The County may control brush on private land for the purpose of maintaining sightlines and visibility at
road intersections. The County may control brush on private land to maintain road allowances and
ensure sightlines at intersections, provided it serves County interests. Brush removal on private
property will only proceed after a Right of Entry Agreement is completed, with no compensation
provided to landowners.
1) Kneehill County will not engage in any brush control activities on private land until a written
agreement is obtained between the County and the landowner.
8) The County will make every reasonable attempt to remove tree stumps within road slopes when the
equipment is available and the weather is conducive to the work.
9) The County will make every reasonable attempt to remove residue of burn piles when the equipment
is available and the weather is conducive to that type of work with a goal of having the project cleaned
up within one year of the pile being burned.
10) No compensation will be given to landowners for trees or brush removed from the road allowance.
2)11) Reasonable attempts will be made to contact landowners affected by these brushing
activities prior to commencing work. This may include notification through verbal communications.
Kenneth King,
Reeve
Mike Haugen,
CAO
Page 20 of 102
POLICY
Section Policy No. Page
TRANSPORTATON [Comments] 3 of 3
Policy Title Date: Motion No.
Brush & Tree Control Road Allowance
Road Allowance brush control
October 13, 2020 389/20
Approved: October 13, 2020 389/20
Review Date: Date four years from last approval date
Page 21 of 102
Committee of the Whole
Discussion Report
Page 1 of 4
Version: 2023-01
Subject: Joint Forces Operations
Meeting Date: Tuesday, April 15, 2025
Prepared By: Debra Neitz, CLGM PS Manager & Amber Hay, Community Peace Officer
Presented By: Debra Neitz, CLGM PS Manager & Amber Hay, Community Peace Officer
STRATEGIC PLAN ALIGNMENT: (Check all that apply)
☐ ☐
☐
☐
☒
High Quality
Infrastructure Economic
Resilience Quality of Life Effective
Leadership Level of Service
RELEVANT LEGISLATION:
Provincial (cite)- As an Authorized Employer under the Peace Officer Act and Regulations, as well as an
Memorandum of Understanding with K Division, we are able to participate in Joint Force Operations with
other Agencies, including RCMP and Sheriffs.
Council Bylaw/Policy (cite)- We have three Public Safety Council policies; 8-20 Public Safety General,
8-21 Use of Force and Enforcement Tools, 8-22 Traffic, Pursuit and Emergency Response.
BACKGROUND/PROPOSAL
As part of our Traffic Safety Plan, we have six goals identified including 1. Identify Community traffic
Needs and Roadways, 2. RCMP Areas of Concern, 3. Educational Programs, 4. Targeted Patrol Areas,
5. Preventative Enforcement Efforts, and 6. Statistical Information C ollection. All of these goals form part
of our community patrols we do as well as building relationships with other agencies.
Joint Force Operations (JFO) enhance this work by enabling collaboration with partner agencies while
also extending our Community Peace Officers' jurisdictional authority. Through JFOs, officers are
permitted to patrol single and double-digit provincial highways, roadways that fall outside our standard
enforcement authority.
DISCUSSION/OPTIONS/BENEFITS/DISADVANTAGES/OTHER CONSIDERATIONS:
JFOs provide a valuable framework for multi-agency collaboration aimed at enhancing public safety and
protecting critical infrastructure. These operations are organized under a formal JFO Plan, developed by
the coordinating agency and shared with all participating officers. The plan outlines the operational scope,
extends necessary legal authorities, and ensures a unified approach to enforcement and education.
When Kneehill County coordinates a JFO, the plan is designed to align with the County’s St rategic Plan,
particularly the pillars of high-quality infrastructure and high service levels.
These joint operations also serve as a platform for real-time collaboration and future planning.
Discussions held during recent events have already led to upcoming initiatives, including roadside check
stops, speed compliance operations, road ban compliance and coordinated enforcement during large
public events.
Page 22 of 102
Committee of the Whole
Discussion Report
Page 2 of 4
Version: 2023-01
Recent JFO Activity includes:
1. April 2, 2025 – Kneehill County led JFO at Highway 27 and 21 Mobile Inspection Station (MIS).
Because this was ran by Kneehill County and developed by our officers we can share a more
detailed breakdown from within the JFO Plan.
Desired Outcomes:
o Increase Compliance: Raise awareness among agricultural drivers regarding the
importance of complying with commercial vehicle weight, dimension, and cargo
securement regulations to enhance safety and protect critical infrastructure.
o Foster Collaboration: Strengthen relationships and communication between law
enforcement and stakeholders to improve enforcement efforts and understanding of
seasonal restrictions. This included the distribution of educational materials,
instructional support, and key County contacts to agricultural ratepayers.
o Identify and Address Common Violations: Leverage hands-on experience to
recognize frequent violations or misunderstandings related to commercial vehicle
regulations, and provide immediate, constructive feedback and solutions.
o Improve Road Safety: Support a measurable reduction in road-related incidents or
violations involving commercial vehicles during the spring thaw period.
o Build Officer Confidence: Equip officers with updated knowledge and tools to carry
out enforcement duties confidently and effectively, contributing to stronger road
safety outcomes.
Operational Outcomes:
o This JFO resulted in an increased level of collaboration between partner agencies,
including Alberta Sheriffs, the RCMP, and enforcement representatives from
Starland, Stettler, and Newell Counties.
o The operation directly contributed to the safety of residents, visitors, and through -
travelers by removing two vehicles from service due to extreme safety violations —
one for a non-functioning front steering axle brake system, and another for a broken
safety chain on a trailer.
o A total of over 300 vehicles were inspected during the most recent operation, of
which only 15 were registered within Kneehill County.
2. March 21, 2025 – RCMP-Led JFO: “Operation Street Sweep”
This operation was a coordinated initiative aimed at locating individuals with outstanding arrest
warrants, conducting compliance checks on previously charged offenders, suppressing criminal
activity, and enhancing traffic safety. Kneehill County Peace Officers supported the operation
through traffic enforcement and visible patrol presence in Drumheller and in the rural area.
As a result of the operation:
39 traffic tickets and 9 warnings were issued
6 compliance checks were completed on individuals bound by court-imposed conditions
(no arrests required)
“Operation Street Sweep” demonstrated the effectiveness of coordinated enforcement efforts and
laid the groundwork for continued collaboration on crime suppression and traffic safety in future
JFOs with the Drumheller detachment.
Page 23 of 102
Committee of the Whole
Discussion Report
Page 3 of 4
Version: 2023-01
3. February 27, 2025 – RCMP-Led JFO in Torrington
This localized operation was initiated in response to community complaints about increased traffic
volume and speeding within the hamlet, particularly along the section of Highway 27 that runs
through the area. By partnering with the Olds RCMP, Kneehill County was able to extend
enforcement authority and deliver a visible presence, providing residents with relief from the
ongoing concerns around driving behavior.
Feedback from the community was overwhelmingly positive, reinforcing the importance of
ensuring consistent enforcement across all areas of the County. The Olds RCMP have been
excellent partners in this initiative and pending their staffing we will continue working with them to
provide this service in the future.
4. Ongoing Collaboration with Three Hills RCMP
Kneehill County’s partnership with the Three Hills RCMP continues to strengthen, supported by
ongoing efforts to improve inter-agency communication. Sgt. Day set us up with an amazing
Liaison Officer, Cst. Cody Kyle. Building on this foundation, we are actively exploring
opportunities for Kneehill County to lead future Joint Force Operations.
FINANCIAL & STAFFING IMPLICATIONS:
Participation in Joint Force Operations is managed within existing staffing levels with Kneehill County
Community Peace Officers being scheduled in alignment with operational needs and partner agency
availability, ensuring minimal disruption to regular service delivery.
While JFO participation occasionally includes travel outside regul ar patrol areas, these are anticipated
and accounted for within the current Peace Officer operating budget. Equipment, vehicle usage, staff time
and hosting costs associated with JFOs also fall within operational costs.
Overall, the financial impact of organizing and participating in JFOs is minimal and continues to provide
high value through shared resources, enhanced inter -agency coordination, and direct contributions to
public safety and infrastructure protection.
ATTACHMENTS:
Kneehill JFO at 21/27 scales
Page 24 of 102
Committee of the Whole
Discussion Report
Page 4 of 4
Version: 2023-01
Kneehill JFO at 21/27 scales
Torrington JFO with Olds RCMP
RECOMMENDATION:
That the Committee of the Whole accepts the information report on the Joint Force Operations as
presented.
APPROVAL(S):
☒
Page 25 of 102
Committee of the Whole
Discussion Report
Page 1 of 1
Version: 2023-01
Subject: Business Continuity Plan Project
Meeting Date: Tuesday, April 15, 2025
Prepared By: Debra Neitz, CLGM PS Manager and DEM
Presented By: Debra Neitz, CLGM PS Manager and DEM
STRATEGIC PLAN ALIGNMENT: (Check all that apply)
☐ ☐
☐
☐
☒
High Quality
Infrastructure Economic
Resilience Quality of Life Effective
Leadership Level of Service
RELEVANT LEGISLATION:
Provincial (cite)- Alberta Emergency Management Act
Council Bylaw/Policy (cite)- Kneehill Emergency Management Bylaw, Risk Management
BACKGROUND/PROPOSAL
As part of Kneehill County’s Emergency Management Program, as well as our Risk Management
program, we have updated our Business Continuity Plan for our organization through a collaborative and
comprehensive approach. Most departments have been involved through the entire process which has
taken over 18 months to achieve. This was a project that was initiated during the pa ndemic and a review
was conducted to ensure the new processes have been captured going forward.
DISCUSSION/OPTIONS/BENEFITS/DISADVANTAGES/OTHER CONSIDERATIONS:
See presentation.
FINANCIAL & STAFFING IMPLICATIONS:
Staff time and dedication was needed to complete this project and have department ownership in their
piece. Protective Services lead the project; however, the department representatives completed hours of
work on assessing risk, discussing trigger events, and making actionable plans. Eight meetings were held
over 18 months, however the work also happened in between those meetings.
ATTACHMENTS:
See presentation
RECOMMENDATION:
That the Committee of the Whole accept the Business Continuity Plan information as presented.
APPROVAL(S):
☒
Page 26 of 102
Business Continuity Planning
April 15, 2025 Committee of the Whole
Page 27 of 102
2Page 28 of 102
What is a BCP?
•A BCP is a proactive way to ensure
critical services proceed during a
disruption or in the event of a disaster.
•Emergency Management Team –focuses on incident response, containment of
the disaster, and public impacts.
•BCP Team –focuses on how Kneehill County specifically will continue to provide
services during the response and immediately following
•BCP Recovery Team –focuses on how to recover Kneehill County services
following the impactful event.
3Page 29 of 102
BCP Creation
Synergize scalable
e-commerce
Sep 20XX
Disseminate standardized metrics
Nov 20XX
Coordinate e-business
applications
Jan 20XX
Deploy strategic networks
with compelling e-business
needs
4
2017 & 2018
Draft BCP
Feb 2020
BCP Training
for
Management
Team and
Region
March 2020
BCP Activation
– Critical Service
Reviews
(due to Pandemic)
Oct 2023 to Feb 2025
Committee Review
including Triggers and
Department Plans
over 8 meetings
March 2025
Senior
Leadership
Team final
review
Transportation – Mike C & Kylie
Water – John
Finance – Ashley, Shaine, Facilities
Planning – Barb
Ag & Parks – Fallon
IT & Customer Service – Will
Communications – Christine
Legislative Services – Carolyn
Protective Services – Deb, Matthew
2025 Training with
Kneehill County Staff
on roles within the
BCP & Review
Schedule
Page 30 of 102
How do we
determine our Risks?
5
•Risk Assessments are a means of
identifying possible gaps in advance of a
disaster. In turn, this will help us prepare
for the impacts that have potential to affect
the services Kneehill County provides to our residents and customers.
•The information is used to implement mitigation and recovery strategies, as well as
action plans, to lower the impact on our business interruptions.
•They are based on Probability/Likelihood and Impact/Severity.
•Each department has created their own Servicing Plan
based on probability and impact, using the Risk Analysis Worksheets.
Page 31 of 102
Mitigating the Risks
6
•Within the BCP, Kneehill Services are split into:
•Critical –need immediate/within 24 hours
ie:fire services, water
•Vital –need within a week ie:Enforcement Services
•Important –need within weeks ie: Planning
•These are all dependent on what the Disaster is! Pandemic vs Severe Weather impacts
•These department plans may include:
•Lists of personnel, contractors, critical infrastructure identification and facilities
•Supply management systems
•IT assets and hardware, data centres and software
•Process for communications internal and external
•Critical dependencies on other Agencies or if other Agencies depend on us Page 32 of 102
BCP Phases
There are Three Phases in this plan:
Phase I –Activation –this includes
references to Appendix A Deployment
Team Guide, Appendix B Delegation,
Appendix F Trigger Sheets
Phase II –Alternate Location –this includes references to Appendix A Deployment
Team Guide, and Appendix E Information Technology and WFH Guide
Phase III –De-Activation and Recovery –this includes references to the Appendix F
Trigger Sheets that describe recovery in more detail to specific impactful events.
7Page 33 of 102
8Page 34 of 102
9Page 35 of 102
Thank you
Page 36 of 102
Committee of the Whole
Discussion Report
Page 1 of 2
Version: 2023-01
Subject: Procedural Bylaw Amendments
Meeting Date: Tuesday, April 15, 2025
Prepared By: Carolyn Van der Kuil, Legislative Services Manager
Presented By: Carolyn Van der Kuil, Legislative Services Manager
STRATEGIC PLAN ALIGNMENT: (Check all that apply)
☐ ☐
☐
☐
☒
High Quality
Infrastructure Economic
Resilience Quality of Life Effective
Leadership Level of Service
RELEVANT LEGISLATION:
Provincial (cite)- Municipal Affairs Statutes Amendment Act (Bill 20), Alberta Municipal Government Act
Council Bylaw/Policy (cite)- Bylaw 1846- Procedural Bylaw
BACKGROUND/PROPOSAL
Following the proclamation of the Municipal Affairs Statutes Amendment Act (Bill 20) in October 2024,
Administration conducted a review of Kneehill County’s Procedural Bylaw to ensure compliance with the
new requirements for virtual attendance at public hearings and the management of Council members’
conflicts of interest.
During this time, Administration also completed a more thorough review of the bylaw as a whole and
made proposed updates throughout for the purpose of enhancing the overall understanding and
effectiveness of the bylaw.
DISCUSSION/OPTIONS/BENEFITS/DISADVANTAGES/OTHER CONSIDERATIONS:
Changes to the Procedural Bylaw are required in response to the passing of Bill 20, which requires
municipalities to allow virtual attendance to all public hearings. These changes have been reflected
under section Section15 Electronic Meetings and Part 6 Public Hearings.
Bill 20 also specifically identified conflict of interest for members of a Council in the Alberta Municipal
Government act (MGA) and added criteria around what could be considered a conflict of interest. The se
changes have been reflected under Section 41, Voting- Pecuniary Interest and Conflict of Interest.
Some other key changes to the bylaw include:
Definitions for Electronic Means, Group in Public Hearing and Large Public Hearing
Role of Reeve- removing permission to invite persons forward from the audience to speak.
Acting Chair- No provisions were currently in place to select Acting Chair
Regular Meetings of Council- More clarity on how regular meeting dates will be set.
Special Meetings- Change title to Special Council Meetings to align with Municipal Government
Act Section 194
Clarity regarding Organizational Meeting Procedures and agenda.
Align delegation request deadlines with the corresponding deadlines for Administration's reports.
Meetings by Electronic Means
Page 37 of 102
Committee of the Whole
Discussion Report
Page 2 of 2
Version: 2023-01
o There are no changes to the current process for how we electronically conduct Council
Meetings and Committee of the Whole meetings. Council members may continue to
attend through electronic means if they are unable to attend in person. The Cou nty will
also continue to livestream these meetings as it currently does.
o It is now mandatory that we conduct Public Hearings through electronic means to allow
the public to participate remotely.
o Council members may attend closed sessions via electronic means during regular
Council meetings or Committee of the Whole meetings. However, they cannot participate
in closed sessions held during public hearings due to meeting security considerations.
o Recording, Broadcasting and/or Streaming Council/Special/Committee of the
Whole/Public Hearings/Organizational Meetings title changed to Recording and Live
Streaming Meetings.
o Emergent Business- Wording County Manager changed to Chief Administrative Officer
(CAO),
o Proceedings-
Pecuniary Interest removed from here and placed into section 41
Recording of Motions removed from here and placed into section 40
Recorded Vote removed from here and placed into section 40
o Voting on Motions title changed to Voting and Recorded Votes
No provision was in place for the process of how votes are taken regularly and
during a recorded vote.
o Voting-Pecuniary Interest and Conflict of Interest; Process identified if a Council has a
Pecuniary Interest or a Conflict of Interest.
o Public Hearings Part Six Amended for the allowance of virtual attendance at a public
hearing.
Process outlined on how participants can attend virtually
Process for Large Public Hearings
Updated the Public Hearing Process to allow for participants attending virtually.
The new proposed Bylaw #1919 would repeal and replace the current Procedural Bylaw # 1846.
FINANCIAL & STAFFING IMPLICATIONS:
N/A
ATTACHMENTS:
Proposed Bylaw# 1919
Current Procedural Bylaw 1846
RECOMMENDATION:
That the Committee of the Whole recommend to Council passing Bylaw 1919 Procedural Bylaw as
presented.
APPROVAL(S):
☒
Page 38 of 102
BYLAW NO 1919
PROCEDURAL BYLAW
A BYLAW OF KNEEHILL COUNTY, IN THE PROVINCE OF ALBERTA, FOR THE
PURPOSE OF REGULATING MEETING PROCEEDINGS FOR COUNCIL AND COUNCIL
COMMITTEE MEETINGS.
WHEREAS Section 145 of the Municipal Government Act, R.S.A. 2000 Chapter M-26
and amendments thereto authorizes Council to pass bylaws that regulates the
procedure and conduct of Council and Council Committee meetings in order to
promote orderly proceedings and to provide for open and effective government.
NOW THEREFORE, the Council of Kneehill County, duly assembled, enacts as
follows:
PART ONE – INTRODUCTION
1. TITLE
This bylaw shall be known as the “Procedural Bylaw”.
2. DEFINITIONS
In this bylaw the following words and phrases mean:
“Act” means the Municipal Government Act, R.S.A. 2000 Chapter M-26, any regulations
thereunder, and any amendments or successor legislation thereto.
“Adjourn” means to close and terminate the meeting or public hearing.
“Administration” means an employee, employed by the County.
“Agenda” is the list of items and orders of business for any meeting along with
associated reports, policies, bylaws or other documents.
“Bylaw” means a Bylaw of Kneehill County.
“Chairman/Chair” means the person who has been given authority to direct the
conduct of a meeting and when in attendance at a Council meeting, shall mean the
Reeve or Deputy Reeve.
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2 32
“Chief Administrative Officer (CAO)” is the administrative head of the municipality who
is appointed by Council pursuant to the Municipal Government Act.
“Closed Session” means a meeting of Council or Committee which is held in private
without the presence of the public pursuant to Section 197 of the Municipal
Government Act.
“Committee” means a Council Committee, Board or other body established by Council
pursuant to the Municipal Government Act.
“Council” means the Reeve and Councillors, duly elected in the County and who
continue to hold office.
“Councillors” means a duly elected Member of Council, including the Reeve.
“County” means Kneehill County.
“Committee of the Whole” A Council Committee where all members of Council sit as a
committee and operates under informal rules to discuss emerging matters and may
recommend matters discussed be brought back to a subsequent Council meeting for
action.
“Council Committee” means a committee, board, or other body established by Council
under Section 145-146 of the Municipal Government Act.
“Deputy Reeve” is the Councillor appointed by Council to act as Reeve when the Reeve
is unable to perform the duties of the Reeve or if the office of Reeve is vacant.
“Electronic or other Communication Facilities” shall mean that members of Council
may attend a Council or Committee meeting through electronic communications. This
can include using a telephone with the use of the speaker, via personal computer, or
other means of technology advances.
“Electronic Means” means an electronic or telephonic communication method that
enables all persons attending a meeting to hear and communicate with each other
during the course of the meeting.
“Emergent Business” is business that is an emergency situation that poses an
immediate risk to health, life, property, environment or financial well-being of the
County and calls for prompt action.
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3 32
“Friendly Amendment” is an amendment to a Motion under debate that is perceived by
all parties as an enhancement to the original Motion.
“Group in Public Hearing” A group in a public hearing refers to two or more individuals
representing a shared position, interest, or organization on a matter befo re Council.
Groups may include community organizations, associations, businesses, or individuals
who have coordinated their presentation to provide a collective viewpoint.
“Significant Public Hearing” refers to a hearing of heightened public interest, where
attendance is expected to reach or surpass the capacity of Council Chambers.
“Majority” means more than half of the Members present.
“Meeting” means an organizational, regular or special meeting of Council or
Committee.
“Member” is duly elected member of Council or a duly appointed member of a
committee who continues to hold office.
“Members at Large” is a member of the public appointed by Council to a Committee of
Council.
“Motion” is a proposal for action by Council or Committee.
“Organizational Meeting” means a Meeting of Council held in accordance with Section
192 of the Municipal Government Act and Part 3 of this Bylaw.
“Point of Order” is a statement from a Member to call attention to any departure from
the Procedural Bylaw.
“Point of Privilege” refers to all matters affecting the rights and privileges of Council
collectively or any of its members individually.
“Quorum” means the number of Members required for the legal conduct of the
business of Council or a Committee. In the case of Meeting of Council, quorum is four
(4) Members.
“Recording Secretary” means the person designated to record the minutes of a Council
or Committee meeting.
“Regular Meetings” is a meeting of Council held in accordance with Section 193 of the
Page 41 of 102
4 32
Municipal Government Act.
“Reeve” means the Chief Elected Official of the County within the meaning of the
Municipal Government Act.
“Special Meetings” is a meeting of Council held in accordance with Section 194 of the
Municipal Government Act.
“Statutory Public Hearing” means a public hearing required by the Municipal
Government Act or other legislation.
“Written Consent” means to give approval or consent either by email, text message,
facsimile or by signed letter.
APPLICATION
(1) This Bylaw shall govern Organizational Meetings, Regular Meetings, Special
Meetings, and Council Committees established by Council and shall be binding
upon all Committee members whether Members of Council or Members at
Large.
(2) When any matter relating to the meeting proceeding is not addressed in this
Bylaw or in the Municipal Government Act, the matter will be determined by
referring to the most recent version of “Robert’s Rules of Order Newly Revised”.
(3) In the event of a conflict between the provisions of this Bylaw and Robert’s Rules
of Order, the provisions of this Bylaw shall apply.
(4) Notwithstanding Paragraph 3(1), where the Committee Bylaw or Terms of
Reference establishes other procedures or gives the Committee the
authorization to establish its own Meeting procedure, if there is a conflict
between the Committee’s established Meeting procedures and this Bylaw, that
Committee’s established Meeting procedure will have precedence over this
Bylaw for the purposes of that Committee’s Meetings.
PART TWO – ROLES
3. REEVE
(1) The Reeve, when present, shall preside as Chair over all meeting of Council,
unless otherwise provided for in this Bylaw;
(2) shall preside over the conduct of the meeting, including the preservation of good
order and decorum, ruling on points of order, replying to points of procedure
and deciding all questions relating to the orderly procedure of the meeting,
subject to an appeal by any Member of Council from any ruling of the Chair;
Page 42 of 102
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(3) ensures that each Councillor who wishes to speak on a debatable Motion is
granted the opportunity to do so;
(4) with the permission of Council, may invite persons forward from the audience to
speak if it is deemed to be within the best interests of the issue being discussed;
(5) has all the same rights and is subject to the same restrictions, as to participation
in debate, as all other Councillors.
4. DEPUTY REEVE
(1) The Deputy Reeve chairs Council meetings when the Reeve is absent or unable
to act as Reeve and shall have all the powers and responsibilities of the Reeve
under this Bylaw.
(2) The Deputy Reeve will Chair Committee of the Whole Meetings. In the absence
of the Deputy Reeve, the Reeve will assume the role of Chair.
5. ACTING CHAIR
(1) An Acting Chair presides over Council meetings as the Chair when both the
Reeve and Deputy Reeve are unable to perform the duties of the position.
a. The Chief Administrative Officer will preside over the selection of the
Acting Chair. Once the Acting Chair is selected, they will preside over the
remainder of the meeting.
b. An Acting Chair is chosen by general consensus of the members in
attendance or, if required, by a resolution of the members in attendance.
PART THREE-COUNCIL & COMMITTEE MEETINGS
6. QUORUM
(1) As soon as there is a quorum of members after the time set for the meeting, the
Chair will call the meeting to order.
(2) If there is no quorum present within half an hour after the time set for the
meeting, the Chief Administrative Officer or designate shall, record the names
of the members present and the meeting shall be adjourned.
(3) If the Reeve or Deputy Reeve in the case of Council or Chair and Vice Chair in
the case of Committee are not in attendance within fifteen minutes after the
hour appointed for a meeting, and a quorum is present the CAO or designate
shall call the meeting to order and a chairman shall be chosen by the members
present to preside until the arrival of the Reeve or Deputy Reeve in the case of
Council or Chair or Vice Chair in the case of Committee.
Page 43 of 102
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7. REGULAR MEETINGS OF COUNCIL
(1) Shall be held on the second and fourth Tuesday of each month provided that
where a regular Council meeting falls on a holiday, the meeting shall be held on
the next following day, not being a holiday or on such other day as Council
decides by Motion. At its organizational meeting, Council will establish the dates
and time of regular Council and committee meetings for the ensuing year using
the following criteria
a. Meetings shall be held on the second and fourth Tuesday of each month.
If that date falls on a holiday, the meeting shall be held on the following
day.
(2) All Councillors must be present when establishing the dates and times of regular
Council meetings pursuant to section 193 (1) or the Municipal Government Act.
(3) Council may by Motion, change a regularly scheduled meeting day if necessary
due to conflicting dates of other meetings or conventions Council would be
attending.
(4) Meetings shall take place at the Kneehill County Municipal Office or at another
location within the Municipality when Notice is given.
(5) Regular meetings of Council shall commence at 8:30 a.m.
(6) If Council changes the date, time or place of a regularly scheduled meeting, the
municipality must give at least 24 hours’ notice of the change to any Member of
Council not present at the meeting at which the change was made, and to the
public.
(7) the CAO or designate will be responsible for posting public notice of changes to a
Regular Meeting at least twenty-four (24) hours in advance by:
a. Posting a notice in the foyer and on the main entrance window at
Kneehill County Administration Building;
b. Posting a notice on the County’s website if time permits, and
c. Posting a notice in the local newspaper if time permits.
8. CANCELLATION OF MEETINGS
(1) A cancellation of a regular scheduled meeting must be made by resolution of
Council. If Council changes the date, time or place of a regularly scheduled
meeting, the municipality must give at least 24 hours’ notice of the change
a. To any Member of Council not present at the meeting at which the
change was made; and
b. To the public.
Page 44 of 102
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9. SPECIAL COUNCIL MEETINGS
(1) A Special Council Meeting shall be scheduled when required by the Reeve or a
majority of Council.
(2) No less than 24-hours notice of a Special Council Meeting shall be provided to
each Councillor and to the public. The notice shall state the time, date, place
and in general terms the nature of the business to be transacted.
(3) A Special Council Meeting may be held with less than 24 hours’ notice to all
Councillors and without notice to the public if at least two-thirds of the whole
Council agrees to do this in writing before the beginning of the meeting.
(4) The Agenda for a Special Council Meeting shall be restricted to the business
stated in the notice unless all Councillors are present and a Motion is passed to
deal with the additional matter.
10. ORGANIZATIONAL MEETINGS
(1) An Organizational Meeting shall be held no later than two weeks fourteen days
after the third Monday in October each year.
(2) The CAO (or designate) shall fix the time, date, and place of the Organizational
Meeting.
(3) Council holds an annual organizational meeting pursuant to section 192 (1) of
the Municipal Government Act for the purpose of appointing the Reeve and
Deputy Reeve, establishing Council and committee meeting dates, appointing
members to committees, and any other business included on or added to the
organizational meeting agenda.
(4) At the organizational meetings, Council:
a. Appoints the Reeve and Deputy Reeve for the ensuring one-year period;
b. Establishes the dates and times of regular Council, committee meetings
and Organizational meetings as required;
c. Makes Council and Committee appointments as required, including
appointments for council representatives, member at large positions, and
Chair and Vice Chair Positions.
d. Determines the seating arrangements for the ensuing one year period
using the following guidelines:
i The seating arrangements of Council shall be determined at the
Organizational Meeting. The Reeve shall occupy the center seat
at the head of the Council table with the Deputy Reeve occupying
the position directly to the Reeve’s left. The seating positions of
the remainder of Councillors shall be determined by each
Councillor drawing a number between 1 and 5. Councillor seating
Page 45 of 102
8 32
will also be numbered from 1 through 5 as determined by the
CAO or designate prior to Councillors drawing their number. The
order of drawing is determined by the official Division number
with Division 1 drawing first and Division 7 drawing last. In the
event any Councillor is not present at the drawing, the Chief
Administrative Officer, or designate, will draw for the Councillor(s)
not present.
e. Considers any other matter on or added to the organizational meeting
agenda.
(5) During organizational meetings:
a. The Chief Administrative Officer calls the meeting to order, presides over
the appointment of the Reeve for the ensuing year and their oath of
office; and
b. Once elected, the Reeve presides over the appointment of the Deputy
Reeve for the ensuing year and all subsequent matters on the
organizational meeting agenda.
(6) During the appointment of vacant positions at the organizational meeting, or as
otherwise required from time to time, the following procedures apply:
a. Candidates nominated for Reeve or Deputy Reeve will be announced out
loud. Candidates will not be nominated by secret ballot.
b. If only one nomination is received for a vacant position, the nominee will
be appointed by acclamation; or
c. If more than one nomination is received for a vacant position, a vote by
secret ballot will be conducted using the following exhaustive ballot
procedure:
i If no nominee receives a majority of votes on the first ballot, the
nominee who received the least number of votes is dropped from
the ballot and a subsequent ballot is conducted with the
remaining nominees; and
ii On any subsequent ballots, the nominee who receives the least
number of votes is dropped from the ballot until a nominee
receives the majority of votes.
(7) All appointments, including appointments determined by secret ballot, must be
confirmed by resolution pursuant to section 185.1 (2) of the Municipal
Government Act.
(8) All ballots for secret ballot votes conducted at the organizational meeting are
destroyed after the meeting is adjourned.
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9 32
(9) All Councillors before being appointed to a Council Committee or Board, must
sign a Statement of Code of Ethics and Conduct Form that is attached to the
adopted Councillor Code of Conduct & Ethics Bylaw.
(10) Agenda- At the Organizational Meeting:
a. CAO or designate:
i call the meeting to order;
ii presides over the election of the Reeve for the ensuing one-year
period; and
iii administers the Oaths of Office.
b. Reeve:
i presides over the election of the Deputy Reeve for the ensuing
one-year period.
c. Council:
i All Councillors before being appointed to a Council Committee or
Board, must sign a Statement of Code of Ethics and Conduct Form
that is attached to the adopted Councillor Code of Conduct &
Ethics Bylaw. (Moved to #9)
ii appoints Council Committees and Board Members;
iii conducts other business identified within the Organizational
meeting Agenda.
(11) The seating arrangements of Council shall be determined at the Organizational
Meeting. The Reeve shall occupy the center seat at the head of the Council table
with the Deputy Reeve occupying the position directly to the Reeve’s left. The
seating positions of the remainder of Councillors shall be determined by each
Councillor drawing a number between 1 and 5. Councillor seating will also be
numbered from 1 through 5 as determined by the CAO or designate prior to
Councillors drawing their number. The order of drawing is determined by the
official Division number with Division 1 drawing first and Division 7 drawing last.
In the event any Councillor is not present at the drawing, the Chief
Administrative Officer, or designate, will draw for the Councillor(s) not present.
(moved to 4 (d) i)
(12) Nominations
a. Candidates nominated for Reeve or Deputy Reeve will be announced out
loud. Candidates will not be nominated by secret ballot.
b. If only one nomination is received for the position of Reeve or Deputy
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10 32
Reeve, that nominee shall be declared elected by acclamation.
c. Where there is more than one nomination for Reeve or Deputy Reeve,
voting shall be done by secret ballot.
d. If, on the first ballot, no one Councillor receives a clear majority of the
votes, the Councillor who received the least number of votes shall be
dropped from the ballot and a second ballot shall be taken.
e. On subsequent ballots, a Councillor who receives the lea st number of
votes shall be dropped from the ballot until a Councillor receives a clear
majority.
f. Councillors hold office from the beginning of the Organizational Meeting
following the General Election until immediately before the beginning of
the Organizational Meeting following the next General Election, in
accordance with the Local Authorities Election Act, R.S.A. 2000 Chapter L -
21. (local authorities election act terms of office 9 (1)
11. COMMITTEE OF THE WHOLE MEETINGS
(1) The purpose of the Committee of the Whole is to allow Council to meet in a less
formal and structured manner to:
a. Discuss issues of long term planning and policy development
b. Discuss complex administration, finance, zoning and land development
issues; and
c. Consider any other matters that from time to time may require Council’s
in depth consideration
(2) Committee of the Whole will meet for the purposes of discussion and possible
recommendation to Council. No formal decisions will be made at Committee of
the Whole meetings. Recommendations of the Committee of the Whole shall be
voted upon at a future Council meeting.
(3) Council Committee of the Whole may make motions for the following purposes:
a. for “procedural” purposes (adopting agenda and the previous Committee
of the Whole minutes, and adjourning the meeting);
b. to make recommendation to Council or other Council Committee’s
regarding a matter discussed at the Committee of the Whole meeting;
and
c. to provide direction to Administration in the preparation and continued
development of a matter being reviewed during the Committee of the
Whole meeting.
(4) Meetings of the Committee of the Whole shall be open to the public, unless the
Committee moves into a closed session which complies with the MGA Section
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197(2).
(5) The Committee of the Whole meeting schedule shall be established by motion at
the annual organization meeting or at a regular meeting following the
organizational meeting, as may be appropriate.
(6) Notice of Council Committee of the Whole meetings shall be posted on the
County’s website.
(7) The agenda will be posted on the County website the Friday prior to the
Committee of the Whole meeting.
(8) Regular Committee of the Whole meetings will be held at 8:30 a.m. in Council
Chambers.
(9) Minutes of a Committee of the Whole meeting shall be adopted by motion at the
following Committee of the Whole meeting.
12. DELEGATIONS AT COUNCIL MEETINGS
(1) A member wishing to appear before Council, individually and as a group, must
make a written submission to the CAO (or designate) to arrive no later than 4:00
p.m. on the Wednesday immediately prior to the Council meeting. Requests for
individuals or groups to present to Council as a delegation shall be made 19
(nineteen) days prior to the requested meeting date. Exceptions for emergent
issues may be made at the discretion of the CAO (or designate).
(2) Delegations are scheduled at the discretion of the CAO (or designate), subject to:
a. the volume of material on any given agenda;
b. the number of requests for a specific meeting date and urgency of
request; or
c. subject matter
(3) The written submission will indicate the following information:
a. complete name of the presenter(s) and contact information (i.e. Mailing
address, e-mail, telephone/fax number) and the organization they are
representing (if applicable);
b. nature and purpose of the delegation and the material to be
covered/presented;
c. any PowerPoint presentation or other material to be used or presented
at the meeting.
(4) Presentations will be directed to the Chair and will be limited to fifteen (15)
minutes with an additional ten (10) minutes for questions for clarification by
members and administration. The Chair may extend the time limits as
necessary.
(5) Information presented by the delegation will be restricted to the topic noted in
the written submission and recorded on the meeting agenda.
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(6) Subsequent deputations from the same individual/group concerning a topic on
which they have previously presented or spoken will not be permitted unless
there is significant new information to be brought forward.
(7) Delegations will not be heard regarding matters involving current or pending
litigation, insurance claims, matters beyond the jurisdiction of Council, or
Municipal Freedom of Information and Protection of Privacy Act issues .
(8) Delegations will not be permitted to speak regarding topics that will be the
subject of an upcoming public meeting pursuant to the Municipal Government
Act, unless exceptional circumstances apply which have been reviewed and
approved by Council. Persons wishing to speak about such matters are requested
to present their concerns and opinions at the scheduled public meeting where
their comments can be considered along with all other submissions.
13. CLOSED SESSION
(1) The Municipal Government Act permits Council or Committee to close all or part
of the meeting to the public if a matter to be discussed is within one of the
exceptions to disclosure contained in Division 2 Part 1 of the Freedom of
Information and Protection of Privacy Act.
(2) Before closing all or any part of the meeting to the public, a Council or Council
Committee shall pass a motion
a. that includes the basis for which that part of the meeting is to be closed
and;
b. The related section of FOIP that applies, under the Exception to Disclosure
in Division 2 of Part 1 (Section 16 to 29) or under the regulations under
subsection (7)
(3) When a meeting is held in closed session, no Motion or Bylaw may be passed
except a Motion to revert to a meeting held in public.
(4) Where a Council or Council Committee closes all or part of a meeting to the
public, the Council or Council Committee may allow one or more other persons
to attend, as it considers appropriate.
(5) A Subdivision Authority, Development Authority or Subdivision and Development
Appeal Board established under Part 17 of the Municipal Government Act may
deliberate and make its decision in a meeting closed to the public.
(6) After the closed meeting discussions are completed, any members of the public
who are present outside the meeting room must be notified that the rest of the
meeting is now open to the public, and a reasonable amount of time must be
given for those members of the public to return to the meeting before it
continues.
(7) In accordance with the MGA, Section 153 and the FOIP act, all members are
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required to keep in confidence matters discussed in closed session until the item
is discussed at a meeting held in public.
14. MEETING THROUGH ELECTRONIC COMMUNICATIONS MEETINGS BY ELECTRONIC MEANS
(1) Council may conduct any Council Meeting or Committee of the Whole Meeting
through electronic means in accordance with the requirements of applicable
provincial and municipal legislation.
(2) Council shall conduct all Public Hearings through electronic means in accordance
with the requirements of applicable provincial and municipal legislation.
(3) Anyone may participate in a Public Hearing through electronic means in
accordance with the Act and the Public Hearing procedures outlined under Part
Six of this Bylaw.
(4) Public notifications of a meeting conducted through electronic means, including
Public Hearings, shall include:
a. The type(s) of electronic means by which the meeting is to be held; and
b. The method by which members of the public may access the meeting and
make submissions.
(5) Council and committee members may attend Closed Sessions by electronic
means for Council and Committee of the Whole meetings if they are
participating in the meeting electronically in accordance with this bylaw.
a. Where a Council or Committee closes all or part of a meeting to the
public, the Council or Council Committee may allow one or more other
persons to attend by electronic means, as it considers appropriate.
(6) Closed Sessions cannot be conducted through electronic means during a public
hearing and Councillors participating in a meeting through electronic means
cannot participate in closed sessions held at that meeting.
(7) Pursuant to the Municipal Government Act a meeting of Council or Committee
may be conducted by means of electronic or other communication facilities if:
a. notice is given to the public of the meeting, including the way in which it
is to be conducted;
b. the facilities enable the public to watch and/or listen to the meeting at
the place specified in the notice and a designated officer is in attendance
at that place; and
c. the facilities enable all the meeting’s participants to watch and/or hear
each other.
(8) Councillors participating in a meeting held by an electronic or other
communication facility electronic means are deemed to be present at the
meeting.
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(9) It is encouraged that physical attendance at meetings occurs regularly.
However, there is no limit to the number of times a member of Council may
participate electronically in a meeting.
(10) A Member of Council, except for the Chair of the meeting, may participate in a
meeting through electronic means or other communication facility if:
a. The Member is in a location outside of Kneehill County for any reason;
b. The Member is in a location within Kneehill County but is unable to
attend the meeting for personal or family reasons but desires to
participate in the meeting electronically.a meeting for medical reasons;
c. If that location is able to support its use, ensuring that all Council
members participating in the meeting are able to communicate
effectively.
d. The location is secure, appropriate for Council interaction and public
viewing, and free from outside distractions.
(11) The number of people participating by using the electronic means or
communication facility will be limited by the system’s capacity.
(12) The meeting Chairman must be physically present at the meeting and cannot
Chair the meeting through electronic means or other communication facility. To
participate in a meeting electronically, the Chair must vacate the chair for that
meeting.
(13) The Chair shall announce to those in attendance at the Council meeting that a
Council member or Administration member is attending the meeting by means
of electronic means or other communication facility.
(14) The Chair has the authority to end a member’s use of electronic participation in
an in-person meeting if, in their opinion, the use of electronic participation is
disruptive to the meeting or the location of the member is not secure or is not
appropriate. Council through resolution has the authority to deny the use of the
electronic meeting participation if in their opinion the location is disruptive to
the meeting, not secure, and it is located in any place deemed inappropriate.
(15) To participate in a meeting through electronic means electronically or other
communication facility, a member must notify the Chair and Chief Administrative
Officer as soon as they are aware of their need to participate electronically.
(16) Notice of Proposed Use
a. Advise the CAO (or designate) of the phone number at which he or she
will be available throughout the meeting.
b. Contact the Administration Office a half (1/2) hour before the start of the
meeting to receive the electronic or other communication facility
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meeting codes.
(17) In the case of an emergency public health or disaster event:
a. Council can conduct their meeting electronically with all Council
members and CAO participating electronically ensuring all requirements
of Section 13 (1) are met. Section 13 (1) 199 of the Municipal
Government Act are met.
15. RECORDING, BROADCASTING AND/OR STREAMING COUNCIL /SPECIAL/COMMITTEE OF
THE WHOLE/PUBLIC HEARING/ORGANIZATIONAL MEETINGS RECORDING AND LIVE
STREAMING MEETINGS
(1) Council, Special, Committee of the Whole, Public Hearing and Organizational
meetings and all other meetings may be audio and/or visually recorded, and /or
live streamed to the public broadcast and/or streamed publicly, if the meeting
location supports its use, with the exception of proceedings closed to the public
provided for under Closed Sessions section of this Procedural Bylaw. with the
exception of Closed Sessions.
(2) The use of audio and video recording devices and cameras by the press or the
public is prohibited.
(3) If a Council, Special, Committee of the Whole, Public Hearing, Organizational
meeting or any other meeting is recorded, and /or live streamed to the public
recorded, broadcasted and/or streamed:
a. signage shall be posted to ensure presenters and members of the public
are aware that public meetings may be recorded, and /or live streamed
to the public audio and/or visually recorded, broadcast and/or streamed
publicly and made available over the website.
b. at the commencement of each meeting, the Reeve or Chair shall notify
those present, including members of the public, that the meeting is being
recorded, and /or live streamed to the public recorded, broadcasted or
streamed publicly through Kneehill County’s website and/or online.
c. the Reeve or Chair has the discretion and authority at any time to direct
the termination or interruption of the recording and /or live stream to
the public recording, broadcasting and/or streaming of the meeting if
they he or she consider it prudent or advisable to do so.
d. there may be situations where due to technical difficulties the recording,
and /or live stream broadcasting and/or streaming will not be available.
If such circumstances occur the Reeve or Chairperson will advise those
present that the recording and/or live stream recording, broadcasting
and/or streaming is not available. In the event the technical difficulties
are not identified during the meeting, this information will be displayed
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on the website.
e. the recording will be posted to the website within three (3) days of the
meeting.
(4) If there are technical difficulties while live streaming or recording:
a. Notice of technical difficulties will be provided on the County website;
and
b. There will be no posted video of that meeting on the County public
YouTube Channel website or website.
(5) The official record of meetings shall be written, approved minutes as required by
the Municipal Government Act, regardless if the meeting is recorded or
livestreamed.
(6) Copyright to recordings of Council meetings made available on the County’s
website is owned by Kneehill County. No part of the recorded materials posted
on the County’s website may be reproduced.
PART FOUR- AGENDA
16. AGENDA PREPARATION & DISBURSEMENT
(1) The preparation and distribution of a Regular Council Meeting, Special Council
Meeting, Organizational Meeting and Committee of the Whole Meeting agendas
will be the responsibility of the Chief Administrative Officer (or designate). The
Chief Administrative Officer (or designate) will ensure that:
a. Copies of the agenda's for meetings listed under Section 15 (1) are
supplied electronically to all members of Council on the Thursday prior to
the meeting, and
b. Agenda's for Meetings listed under Section 15 (1) are made available to
members of the media and the public on the Friday prior to the meeting.
17. ORDER OF BUSINESS
(1) The agenda prepared for each meeting shall be approved as the first order of
business.
(2) If an alteration to the order of business is desired for the convenience of the
meeting, the Chair may make such alteration but shall not delete any portion of
the business set out in the agenda.
18. ADDITIONS OR DELETIONS
(1) Once the Council agenda has been published, requests to add an item to the
agenda must be approved by Council.
(2) The addition or deletion of agenda items after the agenda has been adopted
requires a unanimous vote of Council.
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19. EMERGENT BUSINESS
(1) Emergent Business is an Agenda item that is not on the Agenda and because of
time constraints must be brought before Council. The Emergent Business item:
a. shall be considered as an addendum to the Agenda; and
b. the County Manager Chief Administrative Officer (CAO) shall provide an
explanation indicating the reasons and degree of urgency.
20. MINUTES
(1) The minutes of the preceding meeting shall be the second order of business, so
that any errors or omissions may be corrected by the Council.
(2) The Recording Secretary will prepare the minutes of each Council Meeting and
will distribute a copy of the minutes with a subsequent Council Meeting Agenda.
(3) Any Councillor may make a Motion requesting that the Minutes be amended to
correct any inaccuracy or omission.
21. ADJOURNMENT
(1) A Motion to adjourn the meeting shall be in order except:
a. When a Member of Council is in possession of the floor; or
b. When it has been decided that the vote be now taken; or
c. During the taking of a vote
22. ADJOURNMENT TIME
(1) Adjournment time is at the conclusion of the agenda a s adopted by Council or
when a Motion to adjourn has been passed.
23. PROCEEDINGS
(1) All discussions during a meeting must be directed through the Chair.
(2) Moved to #41 Pecuniary Interest (Conflict)
a. Members of Council who have a reasonable belief that they have a
pecuniary interest (as defined in the Municipal Government Act) in a
matter before Council, any committee of Council or any board,
commission, committee or agency to which they are appointed as a
representative of Council, shall, if present, declare and disclose the
general nature of the pecuniary interest prior to any discussion of the
matter, abstain from discussions or voting on any questions relating to
the matter and shall remove themselves from Council Chambers until the
matter is concluded. The minutes shall indicate the declaration of
disclosure, the time at which the Member of Council left the rooms and
the time the Member of Council returned.
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(3) Temporary Absence
a. If a member arrives late, leaves before the Meeting is adjourned, or is
temporarily absent from the Meeting, the Meeting Minutes shall reflect
such absence and the time of the absence.
(4) Speaking to Motions
a. All questions or debate must be directed through the Chair.
b. Members of Council wishing to speak on a matter before the meeting
should indicate their intention by raising their hand and being recognized
by the Chair and should not speak more than once until every Member of
Council has had the opportunity to speak except:
i to provide an explanation of the Member’s previous remarks if
misunderstood;
ii in the case of the mover, to answer questions from the floor
directed to the Chair; and
iii to allow the mover to close debate after the Chair has called for
further discussion and all other Members have had an
opportunity to be heard.
c. Any member may require the question or Motion under discussion, or
any portion thereof, to be read at any time during debate, but not so as
to interrupt a member while speaking.
(5) Interruption of Speaker
a. A Member who is speaking may only be interrupted by another Member
on:
i A Point of Privilege; or
ii A Point of Order
b. A Member who is speaking when a Point of Order or Privilege is raised
shall immediately cease speaking.
(6) Ruling on Proceedings
a. The Chair shall rule on a Point of Order or Privilege and no vote shall be
taken unless there is a challenge by a Member to the ruling.
(7) Recording of Motions (moved to 39)
a. The minutes shall state who made the motion and whether the motion
was “carried unanimously”, “carried” or “defeated”.
(8) Recorded Vote (moved to 39)
a. A Member may request a recorded vote, before any vote is taken, on any
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Motion. The names of each member present, and whether they vote for
or against, must be included in the minutes regardless of whether or not
the resolution was passed unanimously.
PART FIVE – MOTIONS
24. GENERAL PROVISION OF MOTIONS
(1) A Motion that has been moved shall not be required to be seconded.
(2) A Member may move a Motion whether or not the Member intends to support
it.
(3) The Chair shall not call the question on any Motion until Council or Committee is
completely satisfied that it is clear on how the Motion reads.
(4) A recommendation in a report does not constitute a Motion until it is moved by
a Member.
(5) When a Motion has been made and is being considered, no Member may make
another Motion except to:
a. Amend the Motion;
b. Amend the amendment to the Motion;
c. Withdraw the Motion;
d. Refer the main Motion;
e. Table the main Motion;
f. Move a Motion that has privilege that is:
i a Motion to recess;
ii a Motion to adjourn;
iii a Motion to set the time for adjournment;
iv a Motion to extend the time of the Meeting; or
v a Point of Privilege
(6) When a Motion is before the meeting and the mover wishes to withdraw or
modify it or substitute a different one in its place, and if no one objects, the
Chairman shall grant permission. However, if any objection is made, it is
necessary to obtain leave by Motion to withdraw and this Motion cannot be
debated or amended. Once a Motion is withdrawn, the effect is the same as if it
had never been made.
(7) The mover of a Motion must be present when the vote on the Motion is taken.
25. DEBATE OF MOTIONS
(1) Every main Motion is debatable with the exception of:
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a. A Motion on a point of order
b. A Motion to adjourn
c. A Motion to table- time must be given
d. A Motion to withdraw a Motion , “Lay on the Table”
e. A notice of Motion
26. CLOSING DEBATE
(1) A Member who moved the main Motion, may close debate after other Members
have been given an opportunity to speak.
(2) Before the debate is closed and the vote called, a Member may, request that the
Motion be read aloud or ask a question that:
a. relates directly to the debate;
b. contains no argument: and
c. introduces no new material on the Motion
(3) When a Member has closed debate the Chair shall immediately call for a vote on
the Motion.
(4) When the vote has been called for on the Motion, no Member shall debate
further on the Motion or speak, except to request that the Motion be read aloud
or viewed on the screen.
27. MOTION TO AMEND
(1) A Member may not amend a Motion or make an amendment which:
a. does not relate to the subject matter of the main Motion; or
b. is contrary to the main Motion.
(2) Only one amendment to the main Motion and only one amendment to that
amendment shall be allowed.
(3) The amendment to the amendment must be voted on before the amendment.
(4) An amendment to an amendment must be relevant to the amendment.
(5) The main Motion shall not be debated until all amendments to it have been
voted on.
(6) Amendments shall be put in reverse order to which they have been moved.
(7) With the exception of a Friendly Amendment, a Member, who moved a Motion,
may not move an amendment to it.
(8) Amendments deemed to be Friendly Amendments by the mover of a Motion
shall not be subject to a vote and will not count towards the cap established in
clause (2) of this section.
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28. SPLITTING MOTIONS
(1) A Member may request that a Motion be divided if it contains parts that stand as
complete propositions. Council and Council Committee(s) must then vote
separately on each proposition.
29. WITHDRAWAL OF A MOTION
(1) After a Motion has been moved and stated by the Chair, it is the property of the
Council or Committee and may only be withdrawn by the mover with the
unanimous consent of the Members present at the Meeting.
(2) A Motion withdrawn shall not be recorded in the minutes.
30. MOTION TO RECESS
(1) The Chair, without a Motion, may recess the meeting for a specific period.
(2) Any Member may move that Council recess for a specific period.
31. MOTION TO ADJOURN
(3) A Motion to Adjourn is a Motion to bring a Meeting to an end.
32. MOTION TO REFER
(1) A Member may move to refer any Motion to the appropriate Committee or
Administration for investigation and report.
33. MOTION TO RECEIVE FOR INFORMATION
(1) A Motion to Receive for Information is made to acknowledge an item, report or
recommendation. No additional action is taken.
34. MOTION ARISING
(1) A Motion Arising must
a. be directly related to and arise from an item which has just been
considered; and
b. be made before another item is in front of the meeting.
35. MOTION TO TABLE
(1) A Motion to Table is made to place a main Motion and all pending amendments
to the main Motion aside temporarily, with the intention of bringing them back
either later in the same Meeting or at a later date for action.
(2) A Motion to Table takes precedence over all other Motions connected with the
Motion being tabled.
(3) A Motion to Table must be made with reference to a set time, set date.
(4) If the tabling Motion does not include the date of the meeting to which the
tabled matter is to be brought forward, it will be brought forward to the
subsequent meeting.
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(5) A matter tabled to a set date shall not be considered before that date, except by
Special Motion.
36. MOTION TO LIFT FROM THE TABLE
(1) A Tabled item shall be brought back with all of the Motions related to it, exactly
as it was when laid on the table.
(2) An item tabled to a set date shall be added to the agenda at the date without the
requirement to lift from the table.
37. MOTION TO RECONSIDER
(1) Once a motion is voted on by either Council, Council Committee, Commission,
Board or other body established by Council, that same Motion, regardless of
whether it was “carried” or “defeated”, cannot be reconsidered by Council
unless:
a. Six months has passed since the date that the Motion was “carried
unanimously”, “carried” or “defeated”; or
b. A Motion to Reconsider is carried.
(2) After a Motion has been voted upon, at any time during the remainder of the
current meeting or during the next regular meeting, any Member of Council who
voted with the prevailing side may make a Motion to Reconsider and shall state
the reason for making a Motion to Reconsider.
(3) Debate on the Motion to Reconsider must be confined to reasons for or against
reconsideration.
(4) If a Motion to Reconsider is carried, the question on which the vote is to be
reconsidered becomes the next order of business.
(5) Reconsideration of the question shall be open to debate, voted upon and shall
require the votes of a majority of the Members of Council present to carry it.
(6) A Motion that has been approved for reconsideration and passes automatically
suspends the previous Motion.
38. NOTICE OF MOTION
(1) A Member wishing to introduce a new matter for consideration, shall submit the
Motion in writing to the CAO the Wednesday at 4:00 p.m. prior to the Council
meeting at which the member wishes to introduce his/her Notice of Motion.
(2) All Notices of Motion received at a Meeting shall;
a. Be added to the Agenda of the next Meeting; and
b. Include an administration report in response to the proposed Motion.
(3) A Notice of Motion must give sufficient detail so that the subject of the Motion
and any proposed Motion can be determined and it must state the date of the
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Meeting at which the Motion shall be made.
(4) A Notice of Motion cannot be made at a Special Council Meeting.
39. MOTION TO MOVE INTO CLOSED SESSION
(1) A Member may make a Motion to move into closed session which must:
a. be in accordance with the Freedom of Information and Protection of
Privacy Act;
b. Include the subject of the matters to be discussed.
40. VOTING ON MOTIONS VOTING AND RECORDED VOTES
(1) Votes are taken as follows:
a. The Chair calls the question on the motion;
b. The Chair calls for those in favour of the motion and asks for a show of
hands;
c. The Chair calls for those opposed to the motion and asks for a show of hands
(2) After a Motion has been put to a vote by the Chair, no Member shall speak to the
question, nor shall any other Motion be made until after the results of the vote have
been declared. After the Chair calls for a vote on a motion, no member may speak
to the motion or move another motion until the results of the vote are declared.
(3) Each Member present at a Meeting shall vote on every Motion unless the Member is
required or permitted to abstain from voting on the matter in accordance with
section 183 (1) of the by the Municipal Government Act or other legislation.
(4) A motion is carried when a Unless otherwise specified in this Bylaw, a Motion shall
be carried when a simple majority of the Members present at a Meeting vote in
favour of a the motion. A motion is defeated when it does not receive the required
number of votes in favour or if the vote results in a tie.
a. Alternatively, a motion is carried when the specified number of members
vote in favour of the motion as otherwise required by this bylaw, the
Municipal Government Act, or other governing legislation.
(5) Unless a vote is a recorded vote, the meeting minutes show the name of the
member who moved the motion, who abstained or were absent from the vote, and
whether the motion was carried, carried unanimously or defeated.
(6) Recorded Vote:
a. Before the vote on a motion is taken, a member may request that the results
of the vote be recorded pursuant to section 185 of the Municipal
Government Act.
b. Votes are taken as follows:
i. The Chair calls the question on the motion;
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ii. The Chair calls for those in favour of the motion and asks for a show
of hands;
iii. The Chair calls for those opposed to the motion and asks for a show
of hands
c. When a vote is recorded the vote, the meeting minutes show the names of
the member who moved the motion, who voted in favour and in opposition
to the motion, who abstained or were absent from the vote, and whether
the motion was carried or defeated.
(1) If there is an equal number of votes for or against a Motion or Bylaw, the Motion
or Bylaw is defeated.
(2) Each Member shall vote by the raising of the hand.
41. VOTING- PECUNIARY INTEREST AND CONFLICT OF INTEREST
(1) Members of Council who have a reasonable belief that they have a pecuniary
interest (as defined in the Municipal Government Act) in a matter before Council,
any committee of Council or any board, commission, committee or agency to
which they are appointed as a representative of Council, shall, if present, declare
and disclose the general nature of the pecuniary interest prior to any discussion
of the matter, abstain from discussions or voting on any questions relating to the
matter and shall remove themselves from Council Chambers until the matter is
concluded. The minutes shall indicate the declaration of disclosure, the time at
which the Member of Council left the rooms and the time the Member of
Council returned.
(2) A Councillor who has reasonable belief that they have a pecuniary interest in any
matter before Council, or any committee of Council, shall, if present, declare and
disclose the general nature of the pecuniary interest prior to any discussion on
the matter, abstain from discussions or voting on any question relating to the
matter, and shall remove themselves as a member of Council from the Council
Chambers until the matter is concluded.
(3) A Councillor who has a reasonable belief that they have a conflict of interest in
any matter before Council, or any committee of Council may, if present, declare
and disclose the general nature of the private interest prior to any discussion of
the matter, abstain from discussions or voting on any question relating to the
matter, and may remove themselves as a member of Council from Council
Chambers until the matter is concluded.
(4) The minutes shall indicate the declaration of disclosure under the appl icable
section of the Act and this section of the Bylaw, and if applicable, the time at
which the Councillor left the room, and returned.
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PART SIX- PUBLIC HEARINGS
42. ADVERTISING OF PUBLIC HEARINGS
(1) The advertised Notice of the Public Hearing must be published at least once a
week for 2 consecutive weeks in the local newspaper to which the proposed
Bylaw, Motion relates, or in which the meeting or hearing is to be held. Public
Hearings will be advertised in accordance with the Municipal Government Act
and Kneehill County’s bylaws, policies and procedures.
(2) Public Hearing advertisements must include:
a. A deadline for submitting written submissions to be included in the
Agenda and provided to Council as part of the Public Hearing; and
b. A deadline for registering to participate in the Public Hearing through
electronic means; and
c. A link to our website outlining the process for providing written
submissions and for registering to participate in the Public Hearing
through electronic means;
(3) The deadline for Written Submissions to be included in the Public Hearing
Agenda Package shall be included in the advertised notice.
43. WRITTEN SUBMISSIONS
(1) Written Submissions received in response to the Notice of Public Hearing shall
become a public record and shall be made available to the public and will be
included in the Public Hearing Agenda Package.
(2) Written Submissions submitted after the advertised deadline will not be
accepted.
(3) Written Submissions that contain personal attacks or have a derogatory tone
shall not be included in the Public Hearing Agenda Package.
(4) Individuals who have submitted a letter may only address Council at the Public
Hearing on new information not contained in the letter.
44. ATTENDING PUBLIC HEARING THROUGH ELECTRONIC MEANS
(1) In order to participate in Public Hearings through electronic means, registration
must be completed by calling the Planning Department to get on the presenter
list by 4:30 p.m. two business day prior to the scheduled Public Hearing date.
(2) The Planning Department will then provide instructions on how to access the
Public Hearing using the email address provided to the Planning Department
within 24 hours of the meeting date.
(3) Kneehill County will not accept electronic registrations received after the
advertised registration deadline to participate in the public Hearing.
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(4) Individuals or groups who have registered to participate in the Public Hearing
through electronic means will only be accepted into the meeting if:
a. The participant name matches the name indicated on the presenter list;
and
b. The participant email address matches the email address indicated on the
presenter list.
(5) No unregistered participants will be permitted into the electronic meeting for a
Public Hearing.
(6) The camera and microphone of participants through electronic means are to
remain off and muted except when it is their turn to address Council.
a. The Chair may order the immediate removal of any electronic
participants that re continuously disruptive to the Public Hearing, present
in an inappropriate manner on camera (i.e. inappropriate attire or
background/setting), and/or uses inappropriate language.
45. ATTENDING PUBLIC HEARING IN PERSON
(1) Persons Individuals and groups interested in speaking at a Public Hearing in
person shall should register their name on the Speakers List prior to the Public
Hearing and must indicate if they are either in support or in opposition of the
proposed bylaw, resolution, or other matter subject to the Public Hearing.
46. COMMENCEMENT OF PUBLIC HEARINGS
(1) Public Hearings shall be held during regular or special Council Meetings.
(2) Council shall hold a public hearing when the Municipal Government Act or other
enactment requires Council to hold a public hearing on a proposed Bylaw or, a
Motion or, any other matter at the direction of Council.
(3) Public Hearings shall be held prior to second reading of the proposed bylaw or
before Council votes on a Motion.
(4) Council shall by Motion set a time, date and location of a public hearing.
(5) Public Hearings shall accommodate participation through electronic means in
accordance with the Act and this Bylaw.
47. SIGNIFICANT PUBLIC HEARING
1. A large public hearing is defined as one where Administration anticipates that
attendance will reach or exceed the seating capacity of Council Cha mbers.
2. The seating capacity of Council Chambers is 46.
3. In accordance with Section 199 of the Municipal Government Act, all public
hearings must now be conducted by electronic means. To comply with this
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requirement, all large public hearings must be held in Council Chambers or in a
facility that can provide reliable and consistent internet connectivity.
4. Public Hearing advertisements will include a note encouraging individuals who
wish only to view the hearing (and not speak) to watch the livestream. This is to
ensure that space in Council Chambers is available for those who wish to
participate and speak.
5. During the registration process, speakers will be assigned a number. If Council
Chambers is at capacity, registrants will be asked to wait in the customer se rvice
area (until it also reaches capacity) or outside. They will be brought in when it is
their turn to speak.
48. PUBLIC HEARING AGENDA PACKAGE
(1) A Public Hearing package, will be prepared, containing more comprehensive
information than the Council Agenda Package. The Public Hearing Package will:
a. The Public Hearing Agenda Package will be forwarded to Council before
the public hearing in order for Council to have enough time to review all
submissions before the hearing.
b. The public will be provided the public hearing package at the public
hearing. will be made available on the County website for the public to
download prior to the hearing.
49. PRESENTING TO COUNCIL PRESENTING IN PERSON AND THROUGH ELECTRONIC MEANS AT
THE PUBLIC HEARING
(1) Persons interested in speaking at a Public Hearing should register their name on
the Speakers List prior to the Public Hearing.
(2) Persons addressing Council regarding the proposed Bylaw or Motion shall state:
a. their name and legal or municipal address, a person who does not
identify him/herself will not be given the opportunity to speak;
b. an indication as to whether they are speaking on their own behalf or for
another person or for a group;
c. an indication as to whether they are speaking in support of or in
opposition to the proposed Bylaw or Motion;
d. how they are affected by the proposed Bylaw or Motion; and must
e. address the Chair when responding to questions or providing
information.
(3) A person may authorize another individual to speak on their behalf if :
a. such authorization is in writing and proof of such can be provided to
Kneehill County prior to the start of the Public Hearing.
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(4) An individual or group may speak only once at the public hearing.
(5) Presentations by the applicant and the public may be made verbally, in writing or
visually.
(6) Any person who would like to present using an electronic presentation will bring
their USB flash drive to the presenter desk, where a staff member will open the
file at the presenter laptop.
(7) The use of maps, videos, Power Point presentations and written presentations
shall be collected by the Recording Secretary to be included in the Corporate
Records for the meeting and may be made available to the public upon request.
Presentations may include electronic components such as photos, videos, maps,
PowerPoint presentation, written presentations, and furthermore, all
presentation materials form part of the public record and will be collected by
Administration and provided to the public in the post meeting agenda package
and upon request.
50. PUBLIC HEARING PROCESS
(1) The Chair shall call for a Motion to go into the Public Hearing and note the time
the Public Hearing is opened.
(2) The Chair will announce the following:
a. That the public hearing procedure is included in the Public Hearing
Package and a paper copy is available at the Recording Secretary’s Desk.
b. That whoever wants to speak as a group or an individual to register their
name on the speakers list.
c. That the use of audio and video recording devices and cameras by the
press or public are prohibited.
d. That the Public Hearing is being recorded and live streamed and will be
available to view by the public.
(3) The Chair shall remind everyone who is wanting wants to speak as a group or an
individual and to register their name on the speakers list.
(4) The use of audio and video recording devices and cameras by the press or the
public is prohibited.
(5) The Public Hearing Procedure will be included in the Public Hearing Package and
a paper copy will be made available at the Recording Secretary’s Desk.
(6) The Chair will then follow the Public Hearing process in the following order:
a. Administration will present information about the proposed bylaw(s).
Council members are permitted to ask questions for clarification at this
time.
b. The applicant will be provided the opportunity to speak following
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administration’s report within a time period of 20 minutes. Questions of
clarification from Councillors to the applicant are permitted after the
report is provided.
c. Following that, any person or group individuals or groups wishing to
speak to the bylaw will be asked to come called forward in the order as
they appear on the Speakers List. The Speakers List includes the names
from both in-person registrations and those who registered to attend by
electronic means before the deadline. provided by the Pations and
Registration List Speakers List. They Speakers will provide their name
and address and whether they have previously submitted a written
response (i.e., letter/email). If a written submission has been provided
and is included with the report to Council, the Chairperson will request
presenters to please keep the oral presentation to new information.
d. Each public presenter may speak only once at the public hearing and each
presentation will be limited to a maximum of 5 minutes. There is an
indicator that shows a green light that changes to Yellow when 30
seconds are left, then the light changes to Red when time i s up. If the
Red light comes on, the presenter will be requested to wrap up the
presentation. Group presentations are allowed a maximum of 10
minutes.
e. When it appears that there are no more presenters, the Chairman will
confirm that there are no other persons wishing to speak to the bylaw.
f. Following the public presentations, the Chair will ask the applicant if they
wish to offer a rebuttal. They have a maximum of 10 minutes for their
rebuttal.
g. Members of Council may request members of administration and/or the
applicant to address any matters raised during the public hearing.
h. Once the process is complete, the Chairperson will declare the public
hearing closed and will call for a motion to close the Public Hearing and
note the time the Public Hearing is closed.
i. Once the Public Hearing is adjourned, the Chair shall advise that no
further information on the matter shall be received by Council.
(7) If a Public Hearing is postponed or recessed, Council shall not receive any
additional submissions in relation to the subject matter until it reconvenes the
Public Hearing.
(8) Statutory Public Hearings must be closed before Council votes on the Bylaw.
(9) After the Public Hearing is closed, Council may debate the proposed Bylaw or
Motion and may do one of the following:
a. amend the Bylaw or Motion;
b. pass the Bylaw or Motion; or
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c. defeat the Bylaw or Motion.
(10) Members who are absent for the whole Public Hearing must abstain from voting
on the matter.
(11) Members who are absent for a part of the Public Hearing may abstain from
voting on the matter.
51. RECORD OF NAMES AT A PUBLIC HEARING
(1) The Meeting Minutes shall record the names of all persons who:
a. Made a verbal submission to Council, and
b. Provided written submissions in response to the Notice of Public Hearing
PART SEVEN- BYLAWS
52. BASIC REQUIREMENTS
(1) All proposed bylaws shall:
a. have a Bylaw number assigned by the CAO or designate;
b. have a concise title indicating the purpose of the Bylaw;
c. be presented in its entirety to all Councillors present at the Meeting prior
to any Motion for first reading;
d. have three (3) separate distinct readings;
e. be presented in its entirety including any amendments, passed after first
reading to all Councillors present at the Meeting prior to any Motion for
third reading; and
f. not be given more than two (2) readings at one (1) meeting, unless the
Councillors present at the Meeting unanimously agree to a Motion
authorizing third reading.
53. INTRODUCING A BYLAW
(1) Council shall hear an introduction to the proposed bylaw or Motion from
Administration prior to first reading.
(2) After first reading has been given, any Member may move the bylaw be read a
second time.
(3) When a bylaw is subject to a Statutory Public Hearing, the Public Hearing shall be
held prior to second reading.
54. AMENDMENTS TO BYLAWS
(1) Any amendments to the bylaw that are carried prior to the vote on third reading
shall be considered to have been given first and second reading and shall be
incorporated in the proposed bylaw.
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(2) Once a bylaw has been passed, it may only be amended or repealed by another
bylaw made in the same way as the original bylaw, unless another method is
specifically authorized by this Bylaw or another enactment.
55. DEFEATED BYLAWS
(1) If a bylaw is defeated on third reading the previous reading s shall be rescinded.
(2) A bylaw shall be rescinded if the bylaw does not receive third reading within two
years from the date of the first reading.
56. EFFECTIVE DATE
(1) A bylaw is effective from the date of third reading unless the bylaw, or any
applicable statute provides for another effective date.
57. BYLAWS SIGNED AND SEALED
(1) The Chief Elected Official and the CAO or designate shall sign and seal the bylaw
as soon as reasonably possible after third reading.
PART EIGHT- CONDUCT IN MEETINGS
58. PUBLIC CONDUCT
(1) The members of the public during a Meeting shall:
a. not approach or speak to Council or Committee without permission of
the Chair;
b. maintain order and quiet; and
c. not interrupt a speech or action of Council, Committee or another person
addressing the Members.
(2) The Chair may order a member of the public who creates a disturbance or acts
improperly to be expelled from the Meeting.
59. MEMBER CONDUCT
(1) During a Meeting, Members shall not:
a. speak disrespectfully, use offensive words, or un-parliamentary language;
b. address Members without permission;
c. break the rules of Council or Committee or disturb the proceedings;
d. leave their seat or make any noise or disturbance while a vote is being
taken or the result declared; or
e. disobey the decision of the Chair on any question or order, practice or
interruption.
60. BREACH OF CONDUCT
(1) A Member who persist in a breach of subsection 54 (1), shall follow the
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disciplinary procedure described in the Councillor Code of Conduct Bylaw.
61. CHALLENGE TO THE RULING OF THE CHAIR
(1) Any member may challenge the decision of the Chair on a Point of Order or
Privilege and if the decision of the Chair is challenged, the Chair shall briefly state
the reason for the Chair’s decision and then put the question to Council or
Committee “Is the ruling of the Chair upheld?”
(2) Council or Committee shall decide the challenge without debate by voting and
the decision of Council or Committee is final.
PART NINE- TRANSITION
62. SEVERABILITY
(1) If a portion of the Bylaw is found by a court of competent jurisdiction to be
invalid, the invalid portion will be voided, and the rest of the Bylaw remains valid
and effective.
63. EFFECTIVE DATE
(1) This Bylaw comes into effect upon third reading of this Bylaw.
64. BYLAW REPEAL
(1) Bylaw No. 1846 is hereby repealed.
READ a first time on this day of 2025.
READ a second time on this day of 2025.
READ a third and final time on this day of 2025.
Reeve Chief Administrative Officer
Kenneth King Mike Haugen
Date Signed
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BYLAW #1846
PROCEDURAL BYLAW
Bylaw 1846
Procedural Bylaw
For the purpose of regulating meeting
proceedings for Council and Council
Committee Meetings!
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BYLAW NO 1846
PROCEDURAL BYLAW
A BYLAW OF KNEEHILL COUNTY, IN THE PROVINCE OF ALBERTA, FOR THE
PURPOSE OF REGULATING MEETING PROCEEDINGS FOR COUNCIL AND COUNCIL
COMMITTEE MEETINGS.
WHEREAS Section 145 of the Municipal Government Act, R.S.A. 2000 Chapter M-26
and amendments thereto authorizes Council to pass bylaws that regulates the
procedure and conduct of Council and Council Committee meetings in order to
promote orderly proceedings and to provide for open and effective government.
NOW THEREFORE, the Council of Kneehill County, duly assembled, enacts as
follows:
PART ONE – INTRODUCTION
1. TITLE
This bylaw shall be known as the “Procedural Bylaw”.
2. DEFINITIONS
In this bylaw the following words and phrases mean:
“Act” means the Municipal Government Act, R.S.A. 2000 Chapter M-26, any regulations
thereunder, and any amendments or successor legislation thereto.
“Adjourn” means to close and terminate the meeting or public hearing.
“Administration” means an employee, employed by the County.
“Agenda” is the list of items and orders of business for any meeting along with
associated reports, policies, bylaws or other documents.
“Bylaw” means a Bylaw of Kneehill County.
“Chairman/Chair” means the person who has been given authority to direct the
conduct of a meeting and when in attendance at a Council meeting, shall mean the
Reeve or Deputy Reeve.
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“Chief Administrative Officer (CAO)” is the administrative head of the municipality who
is appointed by Council pursuant to the Municipal Government Act.
“Closed Session” means a meeting of Council or Committee which is held in private
without the presence of the public pursuant to Section 197 of the Municipal
Government Act.
“Committee” means a Council Committee, Board or other body established by Council
pursuant to the Municipal Government Act.
“Council” means the Reeve and Councillors, duly elected in the County and who
continue to hold office.
“Councillors” means a duly elected Member of Council, including the Reeve.
“County” means Kneehill County.
“Committee of the Whole” A Council Committee where all members of Council sit as a
committee and operates under informal rules to discuss emerging matters and may
recommend matters discussed be brought back to a subsequent Council meeting for
action.
“Council Committee” means a committee, board, or other body established by Council
under Section 145-146 of the Municipal Government Act.
“Deputy Reeve” is the Councillor appointed by Council to act as Reeve when the Reeve
is unable to perform the duties of the Reeve or if the office of Reeve is vacant.
“Electronic or other Communication Facilities” shall mean that members of Council
may attend a Council or Committee meeting through electronic communications. This
can include using a telephone with the use of the speaker, via personal computer, or
other means of technology advances.
“Emergent Business” is business that is an emergency situation that poses an
immediate risk to health, life, property, environment or financial well-being of the
County and calls for prompt action.
“Friendly Amendment” is an amendment to a Motion under debate that is perceived by
all parties as an enhancement to the original Motion.
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“Majority” means more than half of the Members present.
“Meeting” means an organizational, regular or special meeting of Council or
Committee.
“Member” is duly elected member of Council or a duly appointed member of a
committee who continues to hold office.
“Members at Large” is a member of the public appointed by Council to a Committee of
Council.
“Motion” is a proposal for action by Council or Committee.
“Organizational Meeting” means a Meeting of Council held in accordance with Section
192 of the Municipal Government Act and Part 3 of this Bylaw.
“Point of Order” is a statement from a Member to call attention to any departure from
the Procedural Bylaw.
“Point of Privilege” refers to all matters affecting the rights and privileges of Council
collectively or any of its members individually.
“Quorum” means the number of Members required for the legal conduct of the
business of Council or a Committee. In the case of Meeting of Council, quorum is four
(4) Members.
“Recording Secretary” means the person designated to record the minutes of a Council
or Committee meeting.
“Regular Meetings” is a meeting of Council held in accordance with Section 193 of the
Municipal Government Act.
“Reeve” means the Chief Elected Official of the County within the meaning of the
Municipal Government Act.
“Special Meetings” is a meeting of Council held in accordance with Section 194 of the
Municipal Government Act.
“Statutory Public Hearing” means a public hearing required by the Municipal
Government Act or other legislation.
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“Written Consent” means to give approval or consent either by email, text message,
facsimile or by signed letter.
APPLICATION
(1) This Bylaw shall govern Organizational Meetings, Regular Meetings, Special
Meetings, and Council Committees established by Council and shall be binding
upon all Committee members whether Members of Council or Members at
Large.
(2) When any matter relating to the meeting proceeding is not addressed in this
Bylaw or in the Municipal Government Act, the matter will be determined by
referring to the most recent version of “Robert’s Rules of Order Newly Revised”.
(3) In the event of a conflict between the provisions of this Bylaw and Robert’s Rules
of Order, the provisions of this Bylaw shall apply.
(4) Notwithstanding Paragraph 3(1), where the Committee Bylaw or Terms of
Reference establishes other procedures or gives the Committee the
authorization to establish its own Meeting procedure, if there is a conflict
between the Committee’s established Meeting procedures and this Bylaw, that
Committee’s established Meeting procedure will have precedence over this
Bylaw for the purposes of that Committee’s Meetings.
PART TWO – ROLES
3. REEVE
(1) The Reeve, when present, shall preside as Chair over all meeting of Council,
unless otherwise provided for in this Bylaw;
(2) shall preside over the conduct of the meeting, including the preservation of good
order and decorum, ruling on points of order, replying to points of procedure
and deciding all questions relating to the orderly procedure of the meeting,
subject to an appeal by any Member of Council from any ruling of the Chair;
(3) ensures that each Councillor who wishes to speak on a debatable Motion is
granted the opportunity to do so;
(4) with the permission of Council, may invite persons forward from the audience to
speak if it is deemed to be within the best interests of the issue being discussed;
(5) has all the same rights and is subject to the same restrictions, as to participation
in debate, as all other Councillors.
4. DEPUTY REEVE
(1) The Deputy Reeve chairs Council meetings when the Reeve is absent or unable
to act as Reeve and shall have all the powers and responsibilities of the Reeve
under this Bylaw.
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(2) The Deputy Reeve will Chair Committee of the Whole Meetings. In the absence
of the Deputy Reeve, the Reeve will assume the role of Chair.
PART THREE-COUNCIL & COMMITTEE MEETINGS
5. QUORUM
(1) As soon as there is a quorum of members after the time set for the meeting, the
Chair will call the meeting to order.
(2) If there is no quorum present within half an hour after the time set for the
meeting, the Chief Administrative Officer or designate shall, record the names
of the members present and the meeting shall be adjourned.
(3) If the Reeve or Deputy Reeve in the case of Council or Chair and Vice Chair in
the case of Committee are not in attendance within fifteen minutes after the
hour appointed for a meeting, and a quorum is present the CAO or designate
shall call the meeting to order and a chairman shall be chosen by the members
present to preside until the arrival of the Reeve or Deputy Reeve in the case of
Council or Chair or Vice Chair in the case of Committee.
6. REGULAR MEETINGS OF COUNCIL
(1) Shall be held on the second and fourth Tuesday of each month provided that
where a regular Council meeting falls on a holiday, the meeting shall be held on
the next following day, not being a holiday or on such other day as Council
decides by Motion.
(2) Council may by Motion, change a regularly scheduled meeting day if necessary
due to conflicting dates of other meetings or conventions Council would be
attending.
(3) Meetings shall take place at the Kneehill County Municipal Office or at another
location within the Municipality when Notice is given.
(4) Regular meetings of Council shall commence at 8:30 a.m.
(5) If Council changes the date, time or place of a regularly scheduled meeting, the
municipality must give at least 24 hours’ notice of the change to any Member of
Council not present at the meeting at which the change was made, and to the
public.
(6) the CAO or designate will be responsible for posting public notice of changes to a
Regular Meeting at least twenty-four (24) hours in advance by:
a. Posting a notice in the foyer and on the main entrance window at
Kneehill County Administration Building;
b. Posting a notice on the County’s website if time permits, and
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c. Posting a notice in the local newspaper if time permits.
7. CANCELLATION OF MEETINGS
(1) A cancellation of a regular scheduled meeting must be made by resolution of
Council. If Council changes the date, time or place of regularly scheduled
meeting, the municipality must give at least 24 hours’ notice of the change
a. To any Member of Council not present at the meeting at which the
change was made; and
b. To the public.
8. SPECIAL MEETINGS
(1) A Special Meeting shall be scheduled when required by the Reeve or a majority
of Council.
(2) No less than 24-hours notice of a Special Meeting shall be provided to each
Councillor and to the public. The notice shall state the time, date, place and in
general terms the nature of the business to be transacted.
(3) A Special Meeting may be held with less than 24 hours’ notice to all Councillors
and without notice to the public if at least two-thirds of the whole Council agrees
to do this in writing before the beginning of the meeting.
(4) The Agenda for a Special Meeting shall be restricted to the business stated in the
notice unless all Councillors are present and a Motion is passed to deal with the
additional matter.
9. ORGANIZATIONAL MEETINGS
(1) An Organizational Meeting shall be held no later than two weeks after the third
Monday in October each year.
(2) The CAO (or designate) shall fix the time, date, and place of the Organizational
Meeting.
(3) Agenda- At the Organizational Meeting:
a. CAO or designate:
i call the meeting to order;
ii presides over the election of the Reeve for the ensuing one-year
period; and
iii administers the Oaths of Office.
b. Reeve:
i presides over the election of the Deputy Reeve for the ensuing
one-year period.
c. Council:
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i All Councillors before being appointed to a Council Committee or
Board, must sign a Statement of Code of Ethics and Conduct Form
that is attached to the adopted Councillor Code of Conduct &
Ethics Bylaw.
ii appoints Council Committees and Board Members;
iii conducts other business identified within the Organizational
meeting Agenda.
(4) The seating arrangements of Council shall be determined at the Organizational
Meeting. The Reeve shall occupy the center seat at the head of the Council table
with the Deputy Reeve occupying the position directly to the Reeve’s left. The
seating positions of the remainder of Councillors shall be determined by each
Councillor drawing a number between 1 and 5. Councillor seating will also be
numbered from 1 through 5 as determined by the CAO or designate prior to
Councillors drawing their number. The order of drawing is determined by the
official Division number with Division 1 drawing first and Division 7 drawing last.
In the event any Councillor is not present at the drawing, the Chief
Administrative Officer, or designate, will draw for the Councillor(s) not present.
(5) Nominations
a. Candidates nominated for Reeve or Deputy Reeve will be announced out
loud. Candidates will not be nominated by secret ballot.
b. If only one nomination is received for the position of Reeve or Deputy
Reeve, that nominee shall be declared elected by acclamation.
c. Where there is more than one nomination for Reeve or Deputy Reeve,
voting shall be done by secret ballot.
d. If, on the first ballot, no one Councillor receives a clear majority of the
votes, the Councillor who received the least number of votes shall be
dropped from the ballot and a second ballot shall be taken.
e. On subsequent ballots, a Councillor who receives the least number of
votes shall be dropped from the ballot until a Councillor receives a clear
majority.
f. Councillors hold office from the beginning of the Organizational Meeting
following the General Election until immediately before the beginning of
the Organizational Meeting following the next General Election, in
accordance with the Local Authorities Election Act, R.S.A. 2000 Chapter L-
21.
10. COMMITTEE OF THE WHOLE MEETINGS
(1) The purpose of the Committee of the Whole is to allow Council to meet in a less
formal and structured manner to:
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a. Discuss issues of long term planning and policy development
b. Discuss complex administration, finance, zoning and land development
issues; and
c. Consider any other matters that from time to time may require Council’s
in depth consideration
(2) Committee of the Whole will meet for the purposes of discussion and possible
recommendation to Council. No formal decisions will be made at Committee of
the Whole meetings. Recommendations of the Committee of the Whole shall be
voted upon at a future Council meeting.
(3) Council Committee of the Whole may make motions for the following purposes:
a. for “procedural” purposes (adopting agenda and the previous Committee
of the Whole minutes, and adjourning the meeting);
b. to make recommendation to Council or other Council Committee’s
regarding a matter discussed at the Committee of the Whole meeting;
and
c. to provide direction to Administration in the preparation and continued
development of a matter being reviewed during the Committee of the
Whole meeting.
(4) Meetings of the Committee of the Whole shall be open to the public, unless the
Committee moves into a closed session which complies with the MGA Section
197(2).
(5) The Committee of the Whole meeting schedule shall be established by motion at
the annual organization meeting or at a regular meeting following the
organizational meeting, as may be appropriate.
(6) Notice of Council Committee of the Whole meetings shall be posted on the
County’s website.
(7) The agenda will be posted on the County website the Friday prior to the
Committee of the Whole meeting.
(8) Regular Committee of the Whole meetings will be held at 8:30 a.m. in Council
Chambers.
(9) Minutes of a Committee of the Whole meeting shall be adopted by motion at the
following Committee of the Whole meeting.
11. DELEGATIONS AT COUNCIL MEETINGS
(1) A member wishing to appear before Council, individually and as a group, must
make a written submission to the CAO (or designate) to arrive no later than 4:00
p.m. on the Wednesday immediately prior to the Council meeting.
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(2) Delegations are scheduled at the discretion of the CAO (or designate), subject to:
a. the volume of material on any given agenda;
b. the number of requests for a specific meeting date and urgency of
request; or
c. subject matter
(3) The written submission will indicate the following information:
a. complete name of the presenter(s) and contact information (i.e. Mailing
address, e-mail, telephone/fax number) and the organization they are
representing (if applicable);
b. nature and purpose of the delegation and the material to be
covered/presented;
c. any PowerPoint presentation or other material to be used or presented
at the meeting.
(4) Presentations will be directed to the Chair and will be limited to fifteen (15)
minutes with an additional ten (10) minutes for questions for clarification by
members and administration. The Chair may extend the time limits as
necessary.
(5) Information presented by the delegation will be restricted to the topic noted in
the written submission and recorded on the meeting agenda.
(6) Subsequent deputations from the same individual/group concerning a topic on
which they have previously presented or spoken will not be permitted unless
there is significant new information to be brought forward.
(7) Delegations will not be heard regarding matters involving current or pending
litigation, insurance claims, matters beyond the jurisdiction of Council, or
Municipal Freedom of Information and Protection of Privacy Act issues.
(8) Delegations will not be permitted to speak regarding topics that will be the
subject of an upcoming public meeting pursuant to the Municipal Government
Act, unless exceptional circumstances apply which have been reviewed and
approved by Council. Persons wishing to speak about such matters are requested
to present their concerns and opinions at the scheduled public meeting where
their comments can be considered along with all other submissions.
12. CLOSED SESSION
(1) The Municipal Government Act permits Council or Committee to close all or part
of the meeting to the public if a matter to be discussed is within one of the
exceptions to disclosure contained in Division 2 Part 1 of the Freedom of
Information and Protection of Privacy Act.
(2) Before closing all or any part of the meeting to the public, a Council or Council
Committee shall pass a motion
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a. that includes the basis for which that part of the meeting is to be closed
and;
b. The related section of FOIP that applies, under the Exception to Disclosure
in Division 2 of Part 1 (Section 16 to 29) or under the regulations under
subsection (7)
(3) When a meeting is held in closed session, no Motion or Bylaw may be passed
except a Motion to revert to a meeting held in public.
(4) Where a Council or Council Committee closes all or part of a meeting to the
public, the Council or Council Committee may allow one or more other persons
to attend, as it considers appropriate.
(5) A Subdivision Authority, Development Authority or Subdivision and Development
Appeal Board established under Part 17 of the Municipal Government Act may
deliberate and make its decision in a meeting closed to the public.
(6) After the closed meeting discussions are completed, any members of the public
who are present outside the meeting room must be notified that the rest of the
meeting is now open to the public, and a reasonable amount of time must be
given for those members of the public to return to the meeting before it
continues.
(7) In accordance with the MGA, Section 153 and the FOIP act, all members are
required to keep in confidence matters discussed in closed session until the item
is discussed at a meeting held in public.
13. MEETING THROUGH ELECTRONIC COMMUNICATIONS
(1) Pursuant to the Municipal Government Act a meeting of Council or Committee
may be conducted by means of electronic or other communication facilities if:
a. notice is given to the public of the meeting, including the way in which it
is to be conducted;
b. the facilities enable the public to watch and/or listen to the meeting at
the place specified in the notice and a designated officer is in attendance
at that place; and
c. the facilities enable all the meeting’s participants to watch and/or hear
each other.
(2) Councillors participating in a meeting held by an electronic or other
communication facility are deemed to be present at the meeting.
(3) It is encouraged that physical attendance at meetings occurs regularly.
However, there is no limit to the number of times a member of Council may
participate electronically in a meeting.
(4) A Member of Council may participate in a meeting through electronic or other
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communication facility if:
a. The Member is in a location outside of Kneehill County for any reason;
b. The Member is in a location within Kneehill County but is unable to
attend a meeting for medical reasons;
c. If that location is able to support its use, ensuring that all Council
members participating in the meeting are able to communicate
effectively.
d. The location is secure, appropriate for Council interaction and public
viewing, and free from outside distractions.
(5) The number of people participating by using the electronic or communication
facility will be limited by the system’s capacity.
(6) The meeting Chairman must be physically present at the meeting and cannot
Chair the meeting through electronic or other communication facility.
(7) The Chair shall announce to those in attendance at the Council meeting that a
Council member or Administration member is attending the meeting by means
of electronic or other communication facility.
(8) Council through resolution has the authority to deny the use of the electronic
meeting participation if in their opinion the location is disruptive to the meeting,
not secure, and it is located in any place deemed inappropriate.
(9) Notice of Proposed Use
a. Advise the CAO (or designate) of the phone number at which he or she
will be available throughout the meeting.
b. Contact the Administration Office a half (1/2) hour before the start of the
meeting to receive the electronic or other communication facility
meeting codes.
(10) In the case of an emergency:
a. Council can conduct their meeting electronically with all Council
members and CAO participating electronically ensuring all requirements
of Section 13 (1) are met.
14. RECORDING, BROADCASTING AND/OR STREAMING COUNCIL /SPECIAL/COMMITTEE OF
THE WHOLE/PUBLIC HEARING/ORGANIZATIONAL MEETINGS
(1) Council, Special, Committee of the Whole, Public Hearing and Organizational
meetings and all other meetings may be audio and/or visually recorded,
broadcast and/or streamed publicly, if the meeting location supports its use,
with the exception of proceedings closed to the public provided for under Closed
Sessions section of this Procedural Bylaw.
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(2) The use of audio and video recording devices and cameras by the press or the
public is prohibited.
(3) If a Council, Special, Committee of the Whole, Public Hearing, Organizational
meeting or any other meeting is recorded, broadcasted and/or streamed:
a. signage shall be posted to ensure presenters and members of the public
are aware that public meetings may be audio and/or visually recorded,
broadcast and/or streamed publicly and made available over the website.
b. at the commencement of each meeting, the Reeve or Chair shall notify
those present, including members of the public, that the meeting is being
recorded, broadcasted or streamed publicly through Kneehill County’s
website and/or online.
c. the Reeve or Chair has the discretion and authority at any time to direct
the termination or interruption of the recording, broadcasting and/or
streaming of the meeting if he or she considers it prudent or advisable to
do so.
d. there may be situations where due to technical difficulties the recording,
broadcasting and/or streaming will not be available. If such
circumstances occur the Reeve or Chairperson will advise those present
that the recording, broadcasting and/or streaming is not available. In the
event the technical difficulties are not identified during the meeting, this
information will be displayed on the website.
e. the recording will be posted to the website within three (3) days of the
meeting.
(4) Copyright to recordings of Council meetings made available on the County’s
website is owned by Kneehill County. No part of the recorded materials posted
on the County’s website may be reproduced.
PART FOUR- AGENDA
15. AGENDA PREPARATION & DISBURSEMENT
(1) The preparation and distribution of a Regular Council Meeting, Special Council
Meeting, Organizational Meeting and Committee of the Whole Meeting agendas
will be the responsibility of the Chief Administrative Officer (or designate). The
Chief Administrative Officer (or designate) will ensure that:
a. Copies of the agenda's for meetings listed under Section 15 (1) are
supplied electronically to all members of Council on the Thursday prior to
the meeting, and
b. Agenda's for Meetings listed under Section 15 (1) are made available to
members of the media and the public on the Friday prior to the meeting.
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16. ORDER OF BUSINESS
(1) The agenda prepared for each meeting shall be approved as the first order of
business.
(2) If an alteration to the order of business is desired for the convenience of the
meeting, the Chair may make such alteration but shall not delete any portion of
the business set out in the agenda.
17. ADDITIONS OR DELETIONS
(1) Once the Council agenda has been published, requests to add an item to the
agenda must be approved by Council.
(2) The addition or deletion of agenda items after the agenda has been adopted
requires a unanimous vote of Council.
18. EMERGENT BUSINESS
(1) Emergent Business is an Agenda item that is not on the Agenda and because of
time constraints must be brought before Council. The Emergent Business item:
a. shall be considered as an addendum to the Agenda; and
b. the County Manager shall provide an explanation indicating the reasons
and degree of urgency.
19. MINUTES
(1) The minutes of the preceding meeting shall be the second order of business, so
that any errors or omissions may be corrected by the Council.
(2) The Recording Secretary will prepare the minutes of each Council Meeting and
will distribute a copy of the minutes with a subsequent Council Meeting Agenda.
(3) Any Councillor may make a Motion requesting that the Minutes be amended to
correct any inaccuracy or omission.
20. ADJOURNMENT
(1) A Motion to adjourn the meeting shall be in order except:
a. When a Member of Council is in possession of the floor; or
b. When it has been decided that the vote be now taken; or
c. During the taking of a vote
21. ADJOURNMENT TIME
(1) Adjournment time is at the conclusion of the agenda as adopted by Council or
when a Motion to adjourn has been passed.
22. PROCEEDINGS
(1) All discussions during a meeting must be directed through the Chair.
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(2) Pecuniary Interest (Conflict)
a. Members of Council who have a reasonable belief that they have a
pecuniary interest (as defined in the Municipal Government Act) in a
matter before Council, any committee of Council or any board,
commission, committee or agency to which they are appointed as a
representative of Council, shall, if present, declare and disclose the
general nature of the pecuniary interest prior to any discussion of the
matter, abstain from discussions or voting on any questions relating to
the matter and shall remove themselves from Council Chambers until the
matter is concluded. The minutes shall indicate the declaration of
disclosure, the time at which the Member of Council left the rooms and
the time the Member of Council returned.
(3) Temporary Absence
a. If a member arrives late, leaves before the Meeting is adjourned, or is
temporarily absent from the Meeting, the Meeting Minutes shall reflect
such absence and the time of the absence.
(4) Speaking to Motions
a. All questions or debate must be directed through the Chair.
b. Members of Council wishing to speak on a matter before the meeting
should indicate their intention by raising their hand and being recognized
by the Chair and should not speak more than once until every Member of
Council has had the opportunity to speak except:
i to provide an explanation of the Member’s previous remarks if
misunderstood;
ii in the case of the mover, to answer questions from the floor
directed to the Chair; and
iii to allow the mover to close debate after the Chair has called for
further discussion and all other Members have had an
opportunity to be heard.
c. Any member may require the question or Motion under discussion, or
any portion thereof, to be read at any time during debate, but not so as
to interrupt a member while speaking.
(5) Interruption of Speaker
a. A Member who is speaking may only be interrupted by another Member
on:
i A Point of Privilege; or
ii A Point of Order
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b. A Member who is speaking when a Point of Order or Privilege is raised
shall immediately cease speaking.
(6) Ruling on Proceedings
a. The Chair shall rule on a Point of Order or Privilege and no vote shall be
taken unless there is a challenge by a Member to the ruling.
(7) Recording of Motions
a. The minutes shall state who made the motion and whether the motion
was “carried unanimously”, “carried” or “defeated”.
(8) Recorded Vote
a. A Member may request a recorded vote, before any vote is taken, on any
Motion. The names of each member present, and whether they vote for
or against, must be included in the minutes regardless of whether or not
the resolution was passed unanimously.
PART FIVE – MOTIONS
23. GENERAL PROVISION OF MOTIONS
(1) A Motion that has been moved shall not be required to be seconded.
(2) A Member may move a Motion whether or not the Member intends to support
it.
(3) The Chair shall not call the question on any Motion until Council or Committee is
completely satisfied that it is clear on how the Motion reads.
(4) A recommendation in a report does not constitute a Motion until it is moved by
a Member.
(5) When a Motion has been made and is being considered, no Member may make
another Motion except to:
a. Amend the Motion;
b. Amend the amendment to the Motion;
c. Withdraw the Motion;
d. Refer the main Motion;
e. Table the main Motion;
f. Move a Motion that has privilege that is:
i a Motion to recess;
ii a Motion to adjourn;
iii a Motion to set the time for adjournment;
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iv a Motion to extend the time of the Meeting; or
v a Point of Privilege
(6) When a Motion is before the meeting and the mover wishes to withdraw or
modify it or substitute a different one in its place, and if no one objects, the
Chairman shall grant permission. However, if any objection is made, it is
necessary to obtain leave by Motion to withdraw and this Motion cannot be
debated or amended. Once a Motion is withdrawn, the effect is the same as if it
had never been made.
(7) The mover of a Motion must be present when the vote on the Motion is taken.
24. DEBATE OF MOTIONS
(1) Every main Motion is debatable with the exception of:
a. A Motion on a point of order
b. A Motion to adjourn
c. A Motion to table- time must be given
d. A Motion to withdraw a Motion , “Lay on the Table”
e. A notice of Motion
25. CLOSING DEBATE
(1) A Member who moved the main Motion, may close debate after other Members
have been given an opportunity to speak.
(2) Before the debate is closed and the vote called, a Member may, request that the
Motion be read aloud or ask a question that:
a. relates directly to the debate;
b. contains no argument: and
c. introduces no new material on the Motion
(3) When a Member has closed debate the Chair shall immediately call for a vote on
the Motion.
(4) When the vote has been called for on the Motion, no Member shall debate
further on the Motion or speak, except to request that the Motion be read aloud
or viewed on the screen.
26. MOTION TO AMEND
(1) A Member may not amend a Motion or make an amendment which:
a. does not relate to the subject matter of the main Motion; or
b. is contrary to the main Motion.
(2) Only one amendment to the main Motion and only one amendment to that
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amendment shall be allowed.
(3) The amendment to the amendment must be voted on before the amendment.
(4) An amendment to an amendment must be relevant to the amendment.
(5) The main Motion shall not be debated until all amendments to it have been
voted on.
(6) Amendments shall be put in reverse order to which they have been moved.
(7) With the exception of a Friendly Amendment, a Member, who moved a Motion,
may not move an amendment to it.
(8) Amendments deemed to be Friendly Amendments by the mover of a Motion
shall not be subject to a vote and will not count towards the cap established in
clause (2) of this section.
27. SPLITTING MOTIONS
(1) A Member may request that a Motion be divided if it contains parts that stand as
complete propositions. Council and Council Committee(s) must then vote
separately on each proposition.
28. WITHDRAWAL OF A MOTION
(1) After a Motion has been moved and stated by the Chair, it is the property of the
Council or Committee and may only be withdrawn by the mover with the
unanimous consent of the Members present at the Meeting.
(2) A Motion withdrawn shall not be recorded in the minutes.
29. MOTION TO RECESS
(1) The Chair, without a Motion, may recess the meeting for a specific period.
(2) Any Member may move that Council recess for a specific period.
30. MOTION TO ADJOURN
(3) A Motion to Adjourn is a Motion to bring a Meeting to an end.
31. MOTION TO REFER
(1) A Member may move to refer any Motion to the appropriate Committee or
Administration for investigation and report.
32. MOTION TO RECEIVE FOR INFORMATION
(1) A Motion to Receive for Information is made to acknowledge an item, report or
recommendation. No additional action is taken.
33. MOTION ARISING
(1) A Motion Arising must
a. be directly related to and arise from an item which has just been
considered; and
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b. be made before another item is in front of the meeting.
34. MOTION TO TABLE
(1) A Motion to Table is made to place a main Motion and all pending amendments
to the main Motion aside temporarily, with the intention of bringing them back
either later in the same Meeting or at a later date for action.
(2) A Motion to Table takes precedence over all other Motions connected with the
Motion being tabled.
(3) A Motion to Table must be made with reference to a set time, set date.
(4) If the tabling Motion does not include the date of the meeting to which the
tabled matter is to be brought forward, it will be brought forward to the
subsequent meeting.
(5) A matter tabled to a set date shall not be considered before that date, except by
Special Motion.
35. MOTION TO LIFT FROM THE TABLE
(1) A Tabled item shall be brought back with all of the Motions related to it, exactly
as it was when laid on the table.
(2) An item tabled to a set date shall be added to the agenda at the date without the
requirement to lift from the table.
36. MOTION TO RECONSIDER
(1) Once a motion is voted on by either Council, Council Committee, Commission,
Board or other body established by Council, that same Motion, regardless of
whether it was “carried” or “defeated”, cannot be reconsidered by Council
unless:
a. Six months has passed since the date that the Motion was “carried
unanimously”, “carried” or “defeated”; or
b. A Motion to Reconsider is carried.
(2) After a Motion has been voted upon, at any time during the remainder of the
current meeting or during the next regular meeting, any Member of Council who
voted with the prevailing side may make a Motion to Reconsider and shall state
the reason for making a Motion to Reconsider.
(3) Debate on the Motion to Reconsider must be confined to reasons for or against
reconsideration.
(4) If a Motion to Reconsider is carried, the question on which the vote is to be
reconsidered become the next order of business.
(5) Reconsideration of the question shall be open to debate, voted upon and shall
require the votes of a majority of the Members of Council present to carry it.
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(6) A Motion that has been approved for reconsideration and passes automatically
suspends the previous Motion.
37. NOTICE OF MOTION
(1) A Member wishing to introduce a new matter for consideration, shall submit the
Motion in writing to the CAO the Wednesday at 4:00 p.m. prior to the Council
meeting at which the member wishes to introduce his/her Notice of Motion.
(2) All Notices of Motion received at a Meeting shall;
a. Be added to the Agenda of the next Meeting; and
b. Include an administration report in response to the proposed Motion.
(3) A Notice of Motion must give sufficient detail so that the subject of the Motion
and any proposed Motion can be determined and it must state the date of the
Meeting at which the Motion shall be made.
(4) A Notice of Motion cannot be made at a Special Council Meeting.
38. MOTION TO MOVE INTO CLOSED SESSION
(1) A Member may make a Motion to move into closed session which must:
a. be in accordance with the Freedom of Information and Protection of
Privacy Act;
b. Include the subject of the matters to be discussed.
39. VOTING ON MOTIONS
(1) Unless otherwise specified in this Bylaw, a Motion shall be carried when a simple
majority of the Members present at a Meeting vote in favour of a Motion.
(2) If there is an equal number of votes for or against a Motion or Bylaw, the Motion
or Bylaw is defeated.
(3) Each Member present at a Meeting shall vote on every Motion unless the
Member is required or permitted to abstain from voting by the Municipal
Government Act or other legislation.
(4) Each Member shall vote by the raising of the hand.
(5) After a Motion has been put to a vote by the Chair, no Member shall speak to
the question, nor shall any other Motion be made until after the results of the
vote have been declared.
PART SIX- PUBLIC HEARINGS
40. ADVERTISING OF PUBLIC HEARINGS
(1) The advertised Notice of the Public Hearing must be published at least once a
week for 2 consecutive weeks in the local newspaper to which the proposed
Bylaw, Motion relates, or in which the meeting or hearing is to be held.
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(2) The deadline for Written Submissions to be included in the Public Hearing
Agenda Package shall be included in the advertised notice.
41. WRITTEN SUBMISSIONS
(1) Written Submissions received in response to the Notice of Public Hearing shall
become a public record and shall be made available to the public and will be
included in the Public Hearing Agenda Package.
(2) Written Submissions submitted after the advertised deadline will not be
accepted.
(3) Written Submissions that contain personal attacks or have a derogatory tone
shall not be included in the Public Hearing Agenda Package.
(4) Individuals who have submitted a letter may only address Council at the Public
Hearing on new information not contained in the letter.
42. COMMENCEMENT OF PUBLIC HEARINGS
(1) Public Hearings shall be held during regular or special Council Meetings.
(2) Council shall hold a public hearing when the MGA or other enactment requires
Council to hold a public hearing on a proposed Bylaw or, a Motion or, any other
matter at the direction of Council.
(3) Public Hearings shall be held prior to second reading of the proposed bylaw or
before Council votes on a Motion.
(4) Council shall by Motion set a time, date and location of a public hearing.
43. PUBLIC HEARING AGENDA PACKAGE
(1) The Public Hearing Agenda Package will be forwarded to Council before the
public hearing in order for Council to have enough time to review all submissions
before the hearing.
(2) The public will be provided the public hearing package at the public hearing.
44. PRESENTING TO COUNCIL
(1) Persons interested in speaking at a Public Hearing should register their name on
the Speakers List prior to the Public Hearing.
(2) Persons addressing Council regarding the proposed Bylaw or Motion shall state:
a. their name and legal or municipal address, a person who does not
identify him/herself will not be given the opportunity to speak;
b. an indication as to whether they are speaking on their own behalf or for
another person or for a group;
c. an indication as to whether they are speaking in support of or in
opposition to the proposed Bylaw or Motion;
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d. how they are affected by the proposed Bylaw or Motion; and
e. address the Chair when responding to questions or providing
information.
(3) A person may authorize another individual to speak on their behalf if:
a. such authorization is in writing.
(4) An individual may speak only once at the public hearing.
(5) Presentations by the applicant and the public may be made verbally, in writing or
visually.
(6) Any person who would like to present using an electronic presentation will bring
their USB flash drive to the presenter desk, where a staff member will open the
file at the presenter laptop.
(7) The use of maps, videos, Power Point presentations and written presentations
shall be collected by the Recording Secretary to be included in the Corporate
Records for the meeting and may be made available to the public upon request.
45. PUBLIC HEARING PROCESS
(1) The Chair shall call for a Motion to go into Public Hearing.
(2) The Chair shall remind everyone who is wanting to speak as a group or an
individual and to register their name on the speakers list.
(3) The use of audio and video recording devices and cameras by the press or the
public is prohibited.
(4) The Public Hearing Procedure will be included in the Public Hearing Package and
a paper copy will be made available at the Recording Secretary’s Desk.
(5) The Chair will then follow the Public Hearing process in the following order:
a. Administration will present information about the proposed bylaw(s).
b. The applicant will be provided the opportunity to speak following
administration’s report within a time period of 20 minutes.
c. Following that, any person or group wishing to speak to the bylaw will be
asked to come forward as they appear on the Speakers List. They will
provide their name and address and whether they have previously
submitted a written response (i.e., letter/email). If a written submission
has been provided and is included with the report to Council, the
Chairperson will request presenters to please keep the oral presentation
to new information.
d. Each public presenter may speak only once at the public hearing and each
presentation will be limited to a maximum of 5 minutes. There is an
indicator that shows a green light that changes to Yellow when 30
seconds are left, then the light changes to Red when time is up. If the
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Red light comes on, the presenter will be requested to wrap up the
presentation. Group presentations are allowed a maximum of 10
minutes.
e. When it appears that there are no more presenters, the Chairman will
confirm that there are no other persons wishing to speak to the bylaw.
f. Following the public presentations, the Chair will ask the applicant if they
wish to offer a rebuttal. They have a maximum of 10 minutes for their
rebuttal.
g. Members of Council may request members of administration and /or the
applicant to address any maters raised during the public hearing.
h. Once the process is complete, the Chairperson will declare the public
hearing closed.
i. Once the Public Hearing is adjourned, the Chair shall advise that no
further information on the matter shall be received by Council.
(6) If a Public Hearing is postponed or recessed, Council shall not receive any
additional submissions in relation to the subject matter until it reconvenes the
Public Hearing.
(7) Statutory Public Hearings must be closed before Council votes on the Bylaw.
(8) After the Public Hearing is closed, Council may debate the proposed Bylaw or
Motion and may do one of the following:
a. amend the Bylaw or Motion;
b. pass the Bylaw or Motion; or
c. defeat the Bylaw or Motion.
(9) Members who are absent for the whole Public Hearing must abstain from voting
on the matter.
(10) Members who are absent for a part of the Public Hearing may abstain from
voting on the matter.
46. RECORD OF NAMES AT A PUBLIC HEARING
(1) The Meeting Minutes shall record the names of all persons who:
a. Made a verbal submission to Council, and
b. Provided written submission in response to the Notice of Public Hearing
PART SEVEN- BYLAWS
47. BASIC REQUIREMENTS
(1) All proposed bylaws shall:
a. have a Bylaw number assigned by the CAO or designate;
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b. have a concise title indicating the purpose of the Bylaw;
c. be presented in its entirety to all Councillors present at the Meeting prior
to any Motion for first reading;
d. have three (3) separate distinct readings;
e. be presented in its entirety including any amendments, passed after first
reading to all Councillors present at the Meeting prior to any Motion for
third reading; and
f. not be given more than two (2) readings at one (1) meeting, unless the
Councillors present at the Meeting unanimously agree to a Motion
authorizing third reading.
48. INTRODUCING A BYLAW
(1) Council shall hear an introduction to the proposed bylaw or Motion from
Administration prior to first reading.
(2) After first reading has been given, any Member may move the bylaw be read a
second time.
(3) When a bylaw is subject to a Statutory Public Hearing, the Public Hearing shall be
held prior to second reading.
49. AMENDMENTS TO BYLAWS
(1) Any amendments to the bylaw that are carried prior to the vote on third reading
shall be considered to have been given first and second reading and shall be
incorporated in the proposed bylaw.
(2) Once a bylaw has been passed, it may only be amended or repealed by another
bylaw made in the same way as the original bylaw, unless another method is
specifically authorized by this Bylaw or another enactment.
50. DEFEATED BYLAWS
(1) If a bylaw is defeated on third reading the previous readings shall be rescinded.
(2) A bylaw shall be rescinded if the bylaw does not receive third reading within two
years from the date of the first reading.
51. EFFECTIVE DATE
(1) A bylaw is effective from the date of third reading unless the bylaw, or any
applicable statue provides for another effective date.
52. BYLAWS SIGNED AND SEALED
(1) The Chief Elected Official and the CAO or designate shall sign and seal the bylaw
as soon as reasonably possible after third reading.
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PART EIGHT- CONDUCT IN MEETINGS
53. PUBLIC CONDUCT
(1) The members of the public during a Meeting shall:
a. not approach or speak to Council or Committee without permission of
the Chair;
b. maintain order and quiet; and
c. not interrupt a speech or action of Council, Committee or another person
addressing the Members.
(2) The Chair may order a member of the public who creates a disturbance or acts
improperly to be expelled from the Meeting.
54. MEMBER CONDUCT
(1) During a Meeting, Members shall not:
a. speak disrespectfully, use offensive words, or un-parliamentary language;
b. address Members without permission;
c. break the rules of Council or Committee or disturb the proceedings;
d. leave their seat or make any noise or disturbance while a vote is being
taken or the result declared; or
e. disobey the decision of the Chair on any question or order, practice or
interruption.
55. BREACH OF CONDUCT
(1) A Member who persist in a breach of subsection 54 (1), shall follow the
disciplinary procedure described in the Councillor Code of Conduct Bylaw.
56. CHALLENGE TO THE RULING OF THE CHAIR
(1) Any member may challenge the decision of the Chair on a Point of Order or
Privilege and if the decision of the Chair is challenged, the Chair shall briefly state
the reason for the Chair’s decision and then put the question to Council or
Committee “Is the ruling of the Chair upheld?”
(2) Council or Committee shall decide the challenge without debate by voting and
the decision of Council or Committee is final.
PART NINE- TRANSITION
57. SEVERABILITY
(1) If a portion of the Bylaw is found by a court of competent jurisdiction to be
invalid, the invalid portion will be voided, and the rest of the Bylaw remains valid
and effective.
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Bylaw No. 1846 Meeting Procedures Bylaw Page 26 of 28
Contents
PART ONE – INTRODUCTION......................................................................................................................... 1
1. TITLE .................................................................................................................................................. 1
2. DEFINITIONS ...................................................................................................................................... 1
PART TWO – ROLES ....................................................................................................................................... 4
3. REEVE ................................................................................................................................................ 4
4. DEPUTY REEVE .................................................................................................................................. 4
PART THREE-COUNCIL & COMMITTEE MEETINGS ........................................................................................ 5
5. QUORUM .......................................................................................................................................... 5
6. REGULAR MEETINGS OF COUNCIL .................................................................................................... 5
7. CANCELLATION OF MEETINGS .......................................................................................................... 6
8. SPECIAL MEETINGS ........................................................................................................................... 6
9. ORGANIZATIONAL MEETINGS ........................................................................................................... 6
10. COMMITTEE OF THE WHOLE MEETINGS ...................................................................................... 7
11. DELEGATIONS AT COUNCIL MEETINGS ......................................................................................... 8
12. CLOSED SESSION ........................................................................................................................... 9
13. MEETING THROUGH ELECTRONIC COMMUNICATIONS ............................................................. 10
14. RECORDING, BROADCASTING AND/OR STREAMING COUNCIL /SPECIAL/COMMITTEE OF THE
WHOLE/PUBLIC HEARING/ORGANIZATIONAL MEETINGS ...................................................................... 11
PART FOUR- AGENDA .................................................................................................................................. 12
15. AGENDA PREPARATION & DISBURSEMENT ................................................................................ 12
16. ORDER OF BUSINESS ................................................................................................................... 13
17. ADDITIONS OR DELETIONS .......................................................................................................... 13
19. MINUTES ..................................................................................................................................... 13
20. ADJOURNMENT ........................................................................................................................... 13
21. ADJOURNMENT TIME ................................................................................................................. 13
22. PROCEEDINGS ............................................................................................................................. 13
PART FIVE – MOTIONS ................................................................................................................................ 15
23. GENERAL PROVISION OF MOTIONS ............................................................................................ 15
24. DEBATE OF MOTIONS ................................................................................................................. 16
25. CLOSING DEBATE ........................................................................................................................ 16
26. MOTION TO AMEND ................................................................................................................... 16
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Bylaw No. 1846 Meeting Procedures Bylaw Page 27 of 28
27. SPLITTING MOTIONS ................................................................................................................... 17
28. WITHDRAWAL OF A MOTION ..................................................................................................... 17
29. MOTION TO RECESS .................................................................................................................... 17
30. MOTION TO ADJOURN ................................................................................................................ 17
31. MOTION TO REFER ...................................................................................................................... 17
32. MOTION TO RECEIVE FOR INFORMATION .................................................................................. 17
33. MOTION ARISING ........................................................................................................................ 17
34. MOTION TO TABLE ...................................................................................................................... 18
35. MOTION TO LIFT FROM THE TABLE ............................................................................................ 18
36. MOTION TO RECONSIDER ........................................................................................................... 18
37. NOTICE OF MOTION .................................................................................................................... 19
38. MOTION TO MOVE INTO CLOSED SESSION ................................................................................ 19
39. VOTING ON MOTIONS ................................................................................................................ 19
PART SIX- PUBLIC HEARINGS ....................................................................................................................... 19
40. ADVERTISING OF PUBLIC HEARINGS ........................................................................................... 19
41. WRITTEN SUBMISSIONS .............................................................................................................. 20
42. COMMENCEMENT OF PUBLIC HEARINGS ................................................................................... 20
43. PUBLIC HEARING AGENDA PACKAGE .......................................................................................... 20
44. PRESENTING TO COUNCIL ........................................................................................................... 20
45. PUBLIC HEARING PROCESS ......................................................................................................... 21
46. RECORD OF NAMES AT A PUBLIC HEARING ................................................................................ 22
PART SEVEN- BYLAWS ................................................................................................................................. 22
47. BASIC REQUIREMENTS ................................................................................................................ 22
48. INTRODUCING A BYLAW ............................................................................................................. 23
49. AMENDMENTS TO BYLAWS ........................................................................................................ 23
50. DEFEATED BYLAWS ..................................................................................................................... 23
51. EFFECTIVE DATE .......................................................................................................................... 23
52. BYLAWS SIGNED AND SEALED..................................................................................................... 23
PART EIGHT- CONDUCT IN MEETINGS ........................................................................................................ 24
53. PUBLIC CONDUCT ........................................................................................................................ 24
54. MEMBER CONDUCT .................................................................................................................... 24
55. BREACH OF CONDUCT ................................................................................................................. 24
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56. CHALLENGE TO THE RULING OF THE CHAIR ............................................................................... 24
PART NINE- TRANSITION ............................................................................................................................. 24
57. SEVERABILITY .............................................................................................................................. 24
58. EFFECTIVE DATE .......................................................................................................................... 25
59. BYLAW REPEAL ............................................................................................................................ 25
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Committee of the Whole
Discussion Report
Page 1 of 3
Version: 2023-01
Subject: Governance Model Discussion
Meeting Date: Tuesday, April 15, 2025
Prepared By: Mike Haugen, CAO
Presented By: Mike Ziehr, Theresa Cochran, Kevin Gannon
STRATEGIC PLAN ALIGNMENT: (Check all that apply)
☐ ☐
☐
☐
☐
High Quality
Infrastructure Economic
Resilience Quality of Life Effective
Leadership Level of Service
RELEVANT LEGISLATION:
Provincial (cite)- Start typing here
Council Bylaw/Policy (cite)- Start typing here
BACKGROUND/PROPOSAL
Council has directed Administration to move forward with the development of a Governance Model Policy
which will help clarify roles, processes, and governance for current and future elected officials and
administrations.
In preparation for the development of this policy, Administration has a number of discussions/questions to
pose at Committee of the Whole. The answers to these questions will assist Administration with
development of a draft document for Council’s continued review.
DISCUSSION/OPTIONS/BENEFITS/DISADVANTAGES/OTHER CONSIDERATIONS:
The following discussions are not intended to be comprehensive for the final document, but will allow
Administration to clarify the desires of Council regarding governance and prepare a draft document for
further review and refinement.
1. Orientation – County Specific
Regarding the County specific orientation (delivered by the CAO, and by Directors/Managers over
the first 2-3 months), are their items that you believe would be beneficial to be included?
Administration will be suggesting including an Orientation structure in the governance model for
Council’s consideration.
2. Council Training
There have been a number of training opportunities provided council (communications, meeting
procedures, etc.) in addition to those offered by the KRP. Are there items that Council would like
to see continued/discontinued?
Administration will be suggesting including a training program in the governance model for
Council’s consideration.
3. Council Meetings
Are there processes associated with Council Meetings that could be considered?
i) Supplying Councillor reports in for distribution with the Agenda (covering committees,
conference, etc.)
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Committee of the Whole
Discussion Report
Page 2 of 3
Version: 2023-01
ii) Should the County adopt a form al Agenda Review (usually done with CAO, Reeve and
Deputy Reeve, some municipalities have this open to all Councillors and chaired by the
CAO). Note – this can become onerous for all parties. Would Council see value to this?
iii) Currently, Council holds discussion and then makes a motion based on that discussion.
The alternative would be to make a motion prior to discussion occurring. Is this
something that Council wishes to consider? Administration would determine if this would
be better located in the Governance Model or the Procedural Bylaw.
iv) Administration will be suggesting a formal process for information requests. Does Council
have concerns with formalizing this process? What concerns would need to be
addressed?
4. Committee of the Whole
What does Council feel the purpose of Committee of the Whole should be? How do we ensure
the COW Meetings have value?
Would Council be supportive of directing most delegations to COW Meetings where possible,
rather than Council Meetings? This may reinforce Council Meetings as decision-making forums
and COW for information/discussion related items.
5. Council Check-Ins
Does Council support regularly occurring established check -ins? If so, with what level of
frequency? How structured (or informal) beyond timing should these be?
6. Council – Administration Check-Ins
Does Council support regularly occurring established check -ins with the CAO and Directors. If so,
with what level of frequency? How structured (or informal) beyond timing should these be?
7. A biweekly briefing is currently distributed to Council. Council has previously indicated that they
find value in these reports and wish for this to continue. Does Council feel that any changes to
this process should be considered? Are there ways in which these reports could be improved?
8. Strategic Planning
How often does Council feel that the Strategic Plan should be reviewed/updated? Administration
suggests that the overall established Strategic Plan should not be significantly altered year to
years given its future focus. That does not mean that priorities and alterations cannot occur, be
reviewed, etc.
9. Other Matters
The above discussions do not cover all elements of the proposed Governance Model, but are
there items not included above that Council feels could be included? Administrati on will review
these items and make suggestions regarding their appropriate placements (Governance Model,
Procedural Bylaw, etc.)
FINANCIAL & STAFFING IMPLICATIONS:
NA
ATTACHMENTS:
NA
RECOMMENDATION:
NA
Page 101 of 102
Committee of the Whole
Discussion Report
Page 3 of 3
Version: 2023-01
APPROVAL(S):
Mike Haugen, Chief Administrative Officer Approved- ☒
Page 102 of 102