[3:00] So I guess we'll call the meeting to order. Um starting with the

[3:06] acknowledgement of treaties of peace and friendship.

[3:09] We would like to begin by acknowledging that the land on which we gather is the

[3:12] traditional unseated territory of the Mcmack peoples. This territory is

[3:16] covered by the treaties of peace and friendship which Maliset Mcmack and

[3:20] Pasoquati peoples first signed with the British crown in 1726. The treaties did

[3:25] not deal with the surrender of lands and resources but in fact recognized Mcmack

[3:29] and Malice title and established the rules for what was to be an ongoing

[3:33] relationship between nations. Next one is our oath of office. We do

[3:39] hereby accept the office of counsel and will diligently, faithfully, and

[3:43] impartially discharge to the best of our ability the duties of the office as may

[3:47] be imposed upon us by law. And we'll move on to number two,

[3:53] adoption of the agenda. Is there any additions or deletions?

[3:59] If not, we'll move to motion. >> Motion 109 that the agenda be adopted as

[4:04] presented. Could I get a mover

[4:11] seconder?

[4:14] » I'll second. >> Any questions to the motion.

[4:20] All those in favor signify by raising your hand. Motion carried.

[4:29] Any statements of conflict of interest? None.

[4:35] So, no presentations, petitions, or delegations. We'll move into number five

[4:40] business starting with 5.1.

[4:46] » Thank you, Mr. Mayor. Okay. So, uh we're hopefully going to be able to uh

[4:51] finalize our uh procedural bylaw here. Um so, you've all been provided with a a

[4:57] copy of the latest clean version um of the uh of the bylaw. So, we'll work off

[5:03] of that. Um the uh only feedback that that administration really received we

[5:08] got some feedback from Brenda on it so we'll can kind of work through I I don't

[5:11] think we need to um there is a a lot as we progress through it but it's more

[5:17] kind of administrative type stuff just sort of clean up and and uh that type of

[5:21] thing. So there is some discussion that we need and some direction that we need

[5:23] but I think the best thing to do is kind of run through the the whole thing.

[5:26] We'll go through it relatively quickly and just take a look at some of the uh

[5:30] suggested changes that were made. Um, so no changes made on the first page. On

[5:36] page one, everything there seems to be in order. Page two, uh, we do have some

[5:40] cleanup on the table of contents. So, we've got that and we can make those,

[5:45] uh, those are just going to match the, um, uh, the items that we added down the

[5:50] page. So, we have um item P will be the repeal, Q will be enactment, and item R

[5:56] is going to be for review.

[6:02] Um outside of that, we're into um definitions on page two and there was no

[6:08] changes there. We can move on to item page three.

[6:15] Uh was suggested changes around emergency meetings. Um so it referenced

[6:20] a section which is uh correct that shouldn't really be. There's a lot of

[6:23] 4.1s in here. So we'll specify section E in emergency meeting. So emergency

[6:29] meeting means a meeting convened pursuant to section E meetings of

[6:34] council emergency meetings is how we'll do that rather than having 4.1

[6:39] [snorts]

[6:44] outside of that. No other changes on page three.

[6:52] No changes identified on page four. So everything on page four will remain the

[6:59] same.

[7:05] No changes made on page five. Everything there will remain the same along the way

[7:11] here. Council, if anyone has anything, if jumps out, we're we're looking at

[7:14] this. If there's something on page five that you want to address, just let us

[7:17] know. But um the the most uh recent version that we

[7:22] have on this has no changes, so it's page five.

[7:26] » [snorts] >> Page six, no changes suggested, so

[7:31] everything would stay the same. Okay. On page seven, there was a couple

[7:36] recommendations made.

[7:41] Um, so there was a suggestion um in item

[7:47] number one, meetings of council. Uh, the first one uh is a little preamble to in

[7:52] a first sentence. A newly elected council shall hold its first formal

[7:57] meeting on the day prescribed by the local governance act uh added in as a

[8:02] sentence prior to a newly elected council.

[8:07] [snorts] Outside of that, at the end of item

[8:11] number one, a suggestion made that the clerk is responsible for administering

[8:15] administering the oath of office to newly elected council members.

[8:20] » And actually, just to point that out, that's right in the legislation.

[8:22] » Yeah. And this Yeah, this is right from the legislation. Yeah. Uh

[8:27] following that, the first formal meeting of council [snorts]

[8:32] after a quadranial election shall be held not later than the 15th day of June

[8:36] following the council's election. again right from the uh legislation with that.

[8:47] Um what we might be able to do I could probably um share my screen so that

[8:54] council can see I know that Brenda sent this out already but should I do that?

[8:58] Should I share my screen just so you guys can see the wording that's

[9:01] suggested? >> Sure.

[9:02] » Sure. Okay. One second here. [snorts and clears throat]

[10:22] Can we see this kind of

[10:33] » So, here's the suggested changes. A newly elected council shall hold its

[10:36] first formal meeting on the day prescribed in the local governance act

[10:40] followed uh the sentence at the end. The clerk is responsible for administering

[10:43] the administering the oath of office oaths of office to newly elected council

[10:47] members and the first formal meeting of council after a quadrronial election

[10:51] shall be held not later than the 15th day of June following the council's

[10:54] election. all from the legislation.

[11:05] Okay. So then there was a suggestion on item five. Um

[11:12] so this is referencing the the electronically um televised uh

[11:17] component. So it doesn't uh Brenda made a note that it doesn't address the

[11:21] public recording meeting. So I don't know Brenda if you want to touch on

[11:24] that. Well, I think we talked about this initially and at that time there seemed

[11:28] to be the majority or most of council felt that they had no objection to

[11:33] somebody in the public recording it because ours is the official recording

[11:37] regardless. So this just more or less uh refers to television or

[11:42] telecommunications company. So that whole question I don't know if we need

[11:46] to clarify it in there that anybody and whatever but I know it was discussed and

[11:52] some felt it wasn't a problem.

[11:57] [snorts] I don't have an issue with people recording our our meetings. Um I

[12:02] would include something here about us posting to

[12:07] uh our YouTube channel. That's a if it's in the bylaw, it's required so that

[12:12] people have access to the meetings and I I don't I don't know what the live

[12:17] streaming issue is. I know we we are constantly [snorts] but [clears throat]

[12:23] » Yeah. So, and and that's a good point. So, like as of just as an example, right

[12:27] now we can't live stream. they've got an an IT ticket open through our service

[12:31] provider on the live stream um to uh little device that that connects to

[12:37] YouTube [snorts] completely out of our hands. And the only from from the staff

[12:42] side, the only reason I would be hesitant to do something like this is

[12:45] that it's it's not stipulated by legislation that we have to stream or

[12:51] that we if we put it in here, we do. Um, but if something like this happens where

[12:56] it's kind of out of the control um uh of uh of Bel Dune that we can't live

[13:02] stream, I I don't know what kind of if you're creating more issues down the

[13:06] road. >> No, but if that's what I'm saying is is

[13:09] if it's not included in here that it's live streamed, we're still recording and

[13:14] the the meetings are still posted to YouTube. And I think I think it's

[13:17] important that we continue to post the recordings to YouTube. So if something

[13:22] is included in the procedural bylaw that meetings will be posted to YouTube.

[13:26] » Yeah. >> Then

[13:27] » yeah, that's a good point. Yeah. The the live stream and actually just real quick

[13:31] in our last conversation you had mentioned something about there being an

[13:34] item in there about uh a residual thing from COVID which was accurate. Yeah, we

[13:38] went back and uh when we were when co just so council was aware there was a

[13:43] catch in in this where um when there the public was not allowed to be here um

[13:50] municipalities were allowed to have their council meetings um you know

[13:54] contained but they had to put in the agenda where people could go to to be

[13:59] able to to see it and hear it. So that was uh something that was raised during

[14:02] the last session. So yeah. So you want to add something in here just around the

[14:06] YouTube uploading to YouTube >> and basically we could say that that's

[14:09] the official municipal >> okay

[14:12] » record or some sort because even though somebody else records it and then they

[14:16] cut it and paste do whatever they can >> that's what I was going to say I I am

[14:22] opposed to it being recorded if we're not live stream

[14:26] » because as your point is that's exactly the point I was going to make is that

[14:31] we're not live stream or that it can up uplifted to YouTube,

[14:36] » right? >> Anything can be recorded and manipulated

[14:39] in how we said it. So, uh, if we're if we're not if we're not ha having it on

[14:45] YouTube, I would be opposed to recording.

[14:48] » Okay. >> So, that's why I say we can say that's

[14:50] the official recorded record. That's the municipal's official record, legal

[14:55] record, you know, whatever wording, but [snorts] and and we'll be up. It will be

[14:59] posted on YouTube. If it's not live streamed, it'll get there a day or two

[15:03] later, whatever, but it will be up. >> Okay. So, so yeah, we don't we don't

[15:08] need to set a date for when it would be on YouTube. We're just saying it will be

[15:11] on YouTube. We're going to be adding it. Um, okay. So, that this is going to be

[15:15] an item five. So, what we're going to do is we're going to include language uh

[15:18] along the lines of um council meetings will be uploaded to the uh official

[15:26] village of Beldune YouTube channel and will uh be considered the official

[15:34] um digital recording uh something along those lines.

[15:38] » Would you call it uploaded or would probably be Is there a difference

[15:40] between uploaded and streamed? >> Yeah, [snorts] stream means you're doing

[15:44] it live. Stre stream generally means that you're doing it live. Yeah. Whereas

[15:47] uploading Yeah. Uh I just uploaded all of our We've had previous meetings

[15:52] around this. So I've just uploaded all of those. We haven't we didn't stream

[15:55] them. So they're all on YouTube now. Uh and so that's just

[15:58] » that's because I don't want to be up that stream without a paddle.

[16:00] » That's right. That's exactly what it is. >> I I would probably add to that it would

[16:04] be the um official unedited recording. >> Yeah.

[16:10] » Okay. Yeah, that's a good point too. What we were what we did do before was

[16:14] um if there was like a a closed session um and council was in close session for

[16:19] like an hour, we would go to those uh and really I guess we we could

[16:23] technically still do that because if if it's going to reprimmen uh represent the

[16:27] the official version of it if we were in close session for, you know, an hour and

[16:31] 20 minutes, we would go back and edit and just take out that hour and 20

[16:34] minutes. So it just wasn't Otherwise, you get an hour and 20 minutes of the of

[16:37] the lights off, the lights off and nobody home. Uh but um but yeah, we can

[16:43] we can work out the details. The last few that we've done, we've just uploaded

[16:47] them. We haven't edited them, so we just put them right up there. Okay. So, we'll

[16:51] work on putting language around that.

[17:06] Okay. [snorts]

[17:08] Carrying on from there. There was nothing else on page seven.

[17:15] Page eight, there was no recommended changes.

[17:25] Page nine, there was no recommended changes.

[17:36] Page 10, there was no changes. >> [snorts]

[17:45] » Okay. Page 11, there was a recommended change in item G for agendas.

[17:50] [snorts]

[17:59] Um just clarity we have in there right now uh in item 2A it's specifying on the

[18:06] Wednesday prior to the Wednesday regular meetings uh suggested change on the

[18:10] Wednesday of the previous week. >> Yeah because if people can interpret

[18:14] that Wednesday morning I can send you an agenda item um I can send you an agenda

[18:20] item on the same Wednesday as the meeting. Right. Okay. because of two

[18:23] Wednesdays. [snorts] It kind of makes it >> sure. Yeah.

[18:35] » Uh and then after that, uh Brenda specify kind of how and when.

[18:40] » Yeah. Uh only council. Yeah, that was about uh

[18:46] spending removing an agenda item, I guess. [snorts]

[18:51] » Okay. to collectively make determine whether

[18:54] Yeah. >> So,

[18:56] » yeah. And this was one um just as a carryover from the previous meeting

[19:00] where council just wanted language sort of put in there around um it not being

[19:06] removed. [snorts] Uh only council acting collectively may determine whether a

[19:11] dually submitted antig agenda item is to be withdrawn or deferred. Um so that's a

[19:17] good question. Is that done [snorts] uh when is is that done when you adopt

[19:22] the agenda? Is it done ahead of time? You would suspect that it's going to be

[19:25] done ahead of time. Um so if there's some discussion for

[19:30] around that,

[19:37] but I think those fall under General Roberts rules of order, [snorts] right?

[19:41] So the agenda item can can remain on the agenda when that item comes up. then the

[19:48] person who makes the who submits the agenda item can withdraw it,

[19:52] » right? >> And council as a collective can defer

[19:55] it. So I don't know that that needs to be in there necessarily,

[19:59] » right? Because that th those are procedural like Robert's rules of war

[20:02] standing and that's it's addressed in here anyway.

[20:04] » Okay. I think and I know this is our actual

[20:13] so I'm sorry rather than have to go to

[20:17] another document to clarify I find it's easier sometimes if it's spelled out

[20:21] right in this document >> but I think it's

[20:23] » in this one >> yeah

[20:27] sorry we do we do talk in here about uh deferring an item and withdrawing an

[20:34] item

[20:58] Just I do have a question on on page 11. The la the very last item item three

[21:05] says any additional matter not included on the agenda shall only be considered

[21:09] with the majority vote of all members of council present at the meeting. So

[21:16] is that saying that if a council member was missing

[21:20] can't consider that or are we saying that it's only the members present all

[21:25] the members present at the meeting? I believe that reads that um any

[21:32] additional matter not included on the agenda. So if you want to add an agenda

[21:36] item um I believe that I'm reading that to

[21:40] mean that you need a majority of council to add that item to the agenda

[21:43] » at the meeting. >> Right.

[21:44] » The majority at the meeting.

[21:49] » Yeah. Yeah. Well, I just want to be sure.

[22:20] I don't like how we've structured number two here.

[22:24] um on on the regular meetings um when I read that motion and reports

[22:31] for local government business by members of council and staff shall be submitted

[22:35] on the standardized agenda form. So that's fine. We've included that that

[22:38] was referenced previously and it's now in this document as appendix A down at

[22:41] the end. Uh with all relevant information and documentation to the

[22:45] clerk from council members in writing or by email for inclusion in the agenda

[22:49] packages for the meeting of the council not later than 400 p.m. on the Wednesday

[22:54] of the previous week prior to the Wednesday regular meetings. And once an

[22:57] agenda I think this B item is a standalone item. It's not it shouldn't

[23:01] be a B. It doesn't. Yeah, I think that I should uh reword that just to have um on

[23:08] the Wednesday of the previous week specified for the 4pm but then have a

[23:12] separate it wouldn't be a B. It would be a standalone sentence

[23:17] » probably, right? It would be a number three and then all the other numbers get

[23:20] adjusted down. So, I'll make that adjustment.

[23:25] Uh but but getting back to the suggestion here, uh the the when and how

[23:30] suggestion. So I think Brenda, just for clarity, we are

[23:34] trying to determine when and how it may be um

[23:42] removed, withdrawed or deferred. >> Defer would be definitely deferred would

[23:48] happen definitely at a meeting. >> At a meeting, right?

[23:51] » A withdrawal. Just wondering if that's would be something that you know and how

[23:56] Yeah. just how that would get withdrawn or if it's at a meeting like uh

[24:00] councelor Robinson said maybe it's only the person that put it on the agenda

[24:04] right >> that can withdraw it from

[24:19] You could also just add that to the sentence. Uh basically uh deferred

[24:26] according to the latest edition of the Robert's rules order.

[24:42] Okay. Do we want to do we want to move forward with that? Um, we could say

[24:47] it's to be withdrawn or deferred um according to the most recent version.

[24:52] Would that cover it?

[26:02] for a defer from what I can what I can see like who gets the deferred emotion

[26:08] or >> Yeah. And it's always been something

[26:11] that's come up um is that like how do you how do you negate an agenda item? I

[26:16] know this council sort of the the prerogative is you kind of don't, right?

[26:20] Like you leave it up to the person that put it on. Um so I'm not surprised that

[26:24] Robert's rules wouldn't have something specific to that.

[26:28] » Well, to defer is um addressed in section L, procedures for regular and

[26:34] special meetings under motions 3D to defer. the question to uh say when a

[26:40] motion is being moved and seconded and is being considered by council. No

[26:44] motion shall be received except a motion D to defer the question to a certain

[26:48] time or date >> may be debated. So anybody can defer uh

[26:53] anybody can defer >> as we used to like to table. Anybody can

[26:58] do that >> but there's no nothing in definition to

[27:01] withdraw a motion. Yeah, I'm still reading through that

[27:05] section to see if it >> I I know we discussed it because uh

[27:13] » okay, it says in two >> section two.

[27:15] » Yep. >> After motion has been written to the

[27:18] clerk and stated by the chair pen, it is possession of council for considering

[27:21] but with the consent of majority of council by motion and without debate it

[27:25] may be withdrawn at any time before it has been voted only at the request of

[27:30] the mover. Okay, so it's covered. later on.

[27:33] » Yep. >> Okay. So then the only change there is

[27:37] that we're going to take that B out and move it to an item three.

[27:40] » Yep. >> Okay. Awesome.

[27:46] » Okay. We'll carry on to page 12.

[27:57] Uh in item six, copies of the agenda shall be made available to the general

[28:01] public. at the [snorts] office of the clerk.

[28:03] » Sorry. >> Can I go Sorry, [laughter]

[28:05] » that's okay. >> Can I go back to B just because if we're

[28:09] leaving it as that, it contradicts what we've said in section L because it says

[28:15] um only [snorts] council acting collectively may determine whether a

[28:19] duly submitted agenda item is to be withdrawn and that's not the case. Only

[28:23] the person who has moved it can withdraw it.

[28:25] » Okay, >> according to our definitions later um or

[28:28] deferred that's that's collectively as council. So I think that whole section B

[28:32] is covered in >> section L. So it can be it can be

[28:37] eliminated from there.

[28:41] » Okay, we can take that out if it's covered in other areas.

[28:57] Okay, are we good with that, council? Then item B is going to just be removed.

[29:03] Okay. Kind of a chasing tail thing, but it's good. You got to go through the

[29:07] process, right? So work work yourself through it and then that was one that we

[29:11] added in. But if we got we recognize that it's somewhere else, then that's

[29:14] great. Okay. Um page 12.

[29:19] » Great. And I think number three, I'm going to go back to that one again, too.

[29:22] Sorry. Um we did discuss having that

[29:28] that you could not add items to an agenda where there wasn't a full council

[29:32] present because the majority present if there's three people present.

[29:37] It's a it's an easy way to sneak something on there that [laughter]

[29:40] that you know even with people absent then it's been done. So, it's that was

[29:46] one I we did have some discussion about not allowing

[29:49] » I would agree with that. All of council should be present. All members of

[29:54] » Yeah. Not just a majority where if if you've got a special meeting and

[29:58] only three members of council and the mayor president, then it it just sets up

[30:03] for >> getting stuff passed, right? That it's

[30:07] like, oh, I'm going to seize this opportunity to get my item on there

[30:10] because I know. So should we change the language to say any additional matter

[30:14] not included on the agenda shall only be considered with all members of council

[30:19] present >> by majority

[30:25] which all

[30:29] » so is it unanimous vote on all the council members agree or majority of

[30:35] council >> okay but the concern the concern here is

[30:39] that all members of council are present Right.

[30:45] » So is that what you're looking to change is unanimous.

[30:50] » Right now it's majority. >> Yeah.

[30:52] » So how do you

[30:56] per >> personally I you know I I understand the

[30:59] point and it is a very strong point that uh we can say all of council but there

[31:05] are issues that all of council won't agree on. So I I'm I'm in favor at this

[31:11] stage of saying the majority of council, >> which is what that's how it's written.

[31:17] » Yeah. >> Okay.

[31:26] » But that's the way it reads now, right?

[31:32] » All of members of council present at the

[31:37] meeting. Okay. >> Oh, okay. I see what you're saying. It's

[31:41] saying all the majority of the counselors who are at the meeting and

[31:44] you want it to say all of the counselors,

[31:47] » period. >> Yeah.

[31:50] » Okay. I see what you're saying. Okay. Um Okay. We'll we'll we'll words smmith

[31:57] that.

[32:02] » Yeah. Okay. I I get I get Yeah, I get I get where you're going. It's a It's a

[32:06] nuance. Yeah. I know it's uh >> Okay. [snorts]

[32:08] » Any additional matter not included on the agenda shall only be considered with

[32:13] full um I had the word it's gone with full com with full composite of council

[32:19] with full counsel by majority vote >> something that like means you have to

[32:25] have all six members at the table. Okay.

[32:32] » Yeah. Full full composition. Okay,

[32:43] I'm not moving from this item until you guys tell me to. Is there anything else

[32:46] on it? [laughter]

[32:49] Okay. I don't want you to be quiet. I need I

[32:53] need you to speak up. Okay. Page 12.

[32:59] Um, item six. Copies of the agenda shall be

[33:03] made available to the general public uh at the office of the clerk during office

[33:07] hours or on the website of the village of Beloon [snorts] by 9:00 a.m. of the

[33:11] day of the meeting. >> I think that's what we have in there

[33:15] already. Oh, should be okay. Sorry, you're making

[33:19] a point. Should be earlier than this. >> Yeah, because if the if there if it's

[33:23] just not early enough for the public to get the information that we're getting,

[33:27] right, they should get it very close to the same time. We get ours first. Theirs

[33:31] should come up very shortly after. >> Yeah, you're right. So, we we try to

[33:35] make uh post notices uh as best we can 24 hours ahead of time. Um and at the

[33:42] same time, we've got a process in place now. So, when the agenda goes out, uh it

[33:46] goes to um uh administration and it gets posted right away. So, do we want to try

[33:51] to include language that replicates sort of to the best of the ability 24 hours

[33:55] ahead of the notice? See, the point about the 24 hours is we're we're

[34:00] allowing that that question period for public, right? Question, comment. So, if

[34:05] they're only getting the information just shortly before the meeting, plus it

[34:10] says somewhere down the line here that they have to notify the clerk with their

[34:13] questions and comments. So, there's just no time to do that. I just me

[34:17] personally, I feel that it should be as close as possible after the council get

[34:21] their we get ours on Friday. I would really like to see the public get theirs

[34:25] on Friday as well.

[34:30] » Um, just to that point, Landon, it won't be the same agenda that we're sending

[34:35] out. So, you know how we're saying like we CC Britney now and then she posts it,

[34:38] but it's not the same agenda that's going to be going out to [snorts] public

[34:41] because remember we said we have to go through and anything that's to do with a

[34:44] closed session, any of the financials, that all has to be removed beforehand.

[34:48] So, Britney won't be posting the same thing that we send to council. Mhm.

[34:52] » But it won't take long to go through and remove those.

[34:54] » But we're getting our we're getting our agenda on the Friday with all the

[34:58] pertinent information. Um you know that if there are some questions to the

[35:05] agenda, it gives council time before it goes out to the public to over the

[35:10] weekend type thing. you know, you can read your package and then, you know, I

[35:16] I'm I'm looking I I I understand your point, 9:00 on the Wednesday, but even

[35:21] if I said 9:00 on the Tuesday, you know, prior to that type of thing, because if

[35:27] if council has some questions on the agenda, then that would allow time to

[35:33] modify the agenda on the Monday before it's posted, right?

[35:44] I >> I would look probably at at Monday at 4

[35:47] releasing it. >> Yeah,

[35:49] » that's that's >> Yeah.

[35:54] Sorry, what was that? >> But if Monday's a holiday, Tuesday

[35:57] morning at 9:00. >> Yeah.

[36:00] » Yeah.

[36:03] » Monday seems to be the always the holidays.

[36:05] » That's why we change our meetings to Wednesdays. So

[36:11] Well, and I like I said

[36:15] » I don't I like I said the fact that councelor

[36:19] Burke had said about you know gives council time to make the adjustments.

[36:23] Um, but normally if everything has went in the way it should have went in, there

[36:27] should be very little adjustments that would be required by council, right, to

[36:32] change the agenda at that time if everybody submitted their document the

[36:35] way they're supposed to because we said you can't really take it off the agenda

[36:39] if everything has been submitted properly. So, I don't know what the

[36:42] changes that council would make to the agenda, be honest with you, um, after

[36:46] they receive it. So [snorts] >> yeah, to the clerk's point, we would

[36:51] have to we are going to there's going to be a bit of a learning curve um just for

[36:57] when the agenda goes out and then we're going to modify it. Um, so do we want to

[37:02] try to include language here that says essentially when

[37:08] um, you know, on the same day that council receives their agenda,

[37:14] then there's an attempt to release it to the public.

[37:19] I I don't know if this is an appropriate statement, but I'm going to say it

[37:22] anyway. You know, [clears throat] council members should be showing

[37:28] respect for council members. So, when you're talking about changes,

[37:35] I mean, it should only be something administration received over the weekend

[37:40] and wants council to be aware. I mean, you know, when when we're trying to

[37:46] reinvent the wheel here, you know, I I understand a word or two can make a

[37:51] tremendous difference, but by the same token, in my opinion, if you're trying

[37:56] to manipulate the system, you're trying to show lack of respect for your fellow

[38:01] council members. And, you know, let let's let's use a little common sense

[38:07] here. and and you know I mean I I do agree with the CEO's comment that there

[38:12] is going to be a learning curve but you know

[38:17] respect it'll go a long ways in trying to deal with issues

[38:24] » in terms of what they were saying like with what I know with the for the staff

[38:27] to be able to get the public one out initially what you may have to do like I

[38:32] said is once you take out the document you don't have to it might have to be

[38:35] like a scan PDF document and upload it as one big document for the public,

[38:39] right? Versus where they would click in and see it would just maybe have to be a

[38:43] scan of everything and one document uploaded until we have the ability to be

[38:48] able to do it otherwise. Um, so >> sorry. No, I think that we we do have

[38:56] because it's all the nice thing about uh ICOMs is it puts it out in a PDF format.

[39:00] So, we do have the ability to manage PDF. So, so, um, I I think we should be

[39:05] able to kind of do it relatively clean. So, there there would be a learning

[39:08] curve. I'm just trying to sort of work my way through the timeline. Like, uh,

[39:11] Angela would finalize the the, um, the agenda and then per this procedural

[39:17] bylaw, she would have until, sorry, what did we have the Thursday? Sorry, when

[39:23] are you going to get it out? Friday. >> Friday. Friday at 4 p.m.

[39:29] » Now, we have to get our items in place, >> right? So, you got to get your items in

[39:33] on Wednesday. She's got to have the agenda item, the agenda packages out to

[39:37] council for Friday at 400 PM. [snorts] Obviously, that's not conducive to us

[39:44] also getting it posted to the public for 4 p.m., right?

[39:49] there's an adjustments even just the uh administrative type um adjustments then

[39:56] then >> but would leaving it till Monday really

[40:01] be I mean like council B said if [snorts] we're getting it Friday

[40:06] afternoon and they're only getting it >> Monday

[40:08] » Monday afternoon or early Tuesday morning they still have a whole two days

[40:13] » to look it over >> y so maybe um

[40:16] » yeah you could go with like you said the fact that it could be Monday by 4 and in

[40:20] the event of a holiday it will be Tuesday by 9.

[40:23] » Would that make sense? >> I think so.

[40:25] » And that just simplifies it to covers holidays. Everybody has time for

[40:43] uh we'll do Monday at um 400 pm and then we'll just put wording in

[40:50] around the holiday. Um yeah, in event of a holiday Tuesday.

[41:01] I did also add resolution reports. >> Just added the word reports in there.

[41:10] » Yeah.

[41:18] » Sir, you're looking at number seven, right?

[41:20] » Yeah. >> Yeah. Yeah. Okay.

[41:26] All right.

[41:32] Uh, moving down on page 12. Um, continuing on page 12, clarity around,

[41:38] um, again Wednesday of the previous week prior.

[41:43] » Yeah, just on number seven, I changed I just scratched because we're talking

[41:48] about reports by members of council. I just changed the word statements to

[41:51] reports and added regarding municipal business.

[41:57] if that's acceptable everyone. >> Yep. Yep.

[42:07] » Okay, cool. Moving down to the committee of whole meetings. So again, replicating

[42:12] uh I I would say that this would just be the same language with the uh when and

[42:15] how. Um

[42:20] we did

[42:26] Okay. >> Oh, yes. Yes. Yes. That's item A. Yep.

[42:31] » Yep. No, that's good. C. Uh, we struck out item B previously

[42:37] uh on the So, we'll do the same thing. >> Three. Yep.

[42:40] » Yep. >> Perfect.

[42:46] » Excellent. >> Same for six.

[42:52] » Okay. Uh continuing on to page 13, uh item six,

[42:59] » just be a repeat date of the previous six.

[43:03] » Okay. Yep. And we can just replicate the uh Monday

[43:10] 400 p.m. in the event of holiday blah blah blah.

[43:17] Okay.

[43:25] Um, moving down on page 13 and H, public participation. Just clarity uh made here

[43:31] at the committee poll meetings that was not specified. So, we can add that in

[43:35] just to uh so the public's aware that these will now be during the CO.

[43:43] Uh, which is great by the way. Just so council's aware, we're uh we got a lot

[43:47] of uh incoming requests for presentations to council.

[43:51] [clears throat] >> I do I do have a question on that. The

[43:56] the chair is the direction in which any meeting is directed.

[44:04] So when the chair would allow a member of the public to speak,

[44:12] I I'm just wondering is council comfortable with that? And that's why

[44:16] I'm bringing it up because I am. I I believe that the chair should have that

[44:21] authority to be able to ask a question of the public freely. And I'm just

[44:26] wondering how the rest of council feel about that.

[44:30] » You're saying for the chair to ask the questions to the public?

[44:33] » No. No. I'm saying if if if if an issue is coming up on council and we're we're

[44:38] discussing that issue, that's already happened a couple of times already and

[44:42] the chair asked the public, do you wish to comment on that or do you have a

[44:47] question on that? And I I want to I mean personally I believe the chair should

[44:54] have the right to do that. I just want to be sure that it's not something

[44:58] that's going to rise in the future that there'd be some objections. Uh, so I

[45:03] have no objection with it. I believe the chair should have that authority and I'm

[45:06] just wondering if the rest of council feels the same way.

[45:11] » Yeah, I think he was refer you're referring to the example where we had

[45:15] the presentation on the flexo >> and open open it open the floor and

[45:20] things like that. Uh because I I'm not opposed to that. that I believe as chair

[45:25] he should have that authorization to go to the to to ask those or to direct it

[45:29] that way should you feel free to do so and I I don't want to be debating that

[45:35] in public if something controversial should arise I'm just trying to clear

[45:39] the air on that issue right now >> um if it comes to like you said

[45:43] somebody's making a presentation to council and it and it affects the

[45:46] community somehow I don't have any I just I just was kind of curious as to

[45:50] whether we're doing business uh council business and the chair would ask the

[45:54] public for comments. I don't believe think that should be. But if it's a

[45:58] presentation where information's been shared with us and and the public, then

[46:02] you want to, you know, I'm just kind of a little worried if if we're doing

[46:05] council business, I wouldn't want to see ask for public opinion at those times

[46:09] because it it, you know,

[46:25] Sorry, I'm just looking at what we have right now. Um,

[46:29] no, I don't think that it needs to be specified. Um,

[46:34] yeah. Yeah, I I think you're right though, Jimmy. It's pretty much uh Okay,

[46:44] » just on number two, I did this where the Wednesday of the previous week again,

[46:49] the same as before because you say 2 PM on Wednesday prior to the Wednesday

[46:53] meeting. >> Yeah.

[46:54] » So, we just have to make sure to put that the previous week.

[46:59] So,

[47:05] » uh, yeah. Sorry. Where was that, Brenda?

[47:11] » Number two, when they get their information in, says not later than 2

[47:14] p.m. on the Wednesday. >> Gotcha.

[47:16] » Yeah. Again, we have to [snorts] put up the previous week

[47:18] » because they may assume, well, 2 o'clock on Wednesday, I can put something in for

[47:22] Wednesday night meeting. >> Yeah.

[47:27] That would be right in this section here, right?

[47:29] » Yeah. >> Yeah. Yeah.

[47:32] » Perfect. Okay. Uh item number three. Upon receipt of information accordance

[47:35] with the proceeding uh one subsections G2, that's incorrect. We renamed that to

[47:40] H. So that should be changed to H2.

[47:47] And uh the change from regular to committee poll meeting.

[48:01] Okay.

[48:06] Uh no changes on page 14. >> And that that was uh I didn't make any

[48:14] changes, but I made a note. Um, it was about the questions request to add to

[48:19] the persons must be submitted by Miss No later. So, if they're only getting the

[48:23] package on if the public is only getting the package on Monday or Tuesday.

[48:30] » Um, and I think this was saying it was referring to the previous week. They

[48:34] couldn't really submit their questions the week before they get the agenda. So

[48:40] that you do so they do if they want to be on for the question comment period if

[48:44] I understand this correctly they have to submit the questions to the clerk prior

[48:49] to the meeting >> right

[48:50] » so if they're only getting the package on Monday or Tuesday

[48:55] when would they have to exactly have the questions into the clerk

[48:59] » okay so I went through the same process in in my mind um at about 3:00 in the

[49:04] morning on one of the nights and I was thinking

[49:07] » does council want are Are we structuring this so that they can only ask questions

[49:13] that's on the agenda of that month or do you want to say they can ask questions

[49:18] from pre a previous agenda? Because you're right, if they're they only have

[49:23] they get the agenda, they're going to get it on the Monday and they have until

[49:27] maybe Tuesday and then they only have a day to review it and submit the

[49:31] questions. There's not enough time to put their questions together and get it

[49:35] to to the clerk. So, does council want to consider saying that questions from

[49:42] the public are available for the current and previous regular meeting agenda or

[49:48] previous month's agenda, something along those lines?

[49:52] [snorts] >> Yeah, I think people should be able to

[49:54] people should be able to talk to >> what was on the agenda the month before,

[50:00] right? At least not people aren't necessarily going to read the package,

[50:04] but they might watch the meeting and say, "What is that about?" Exactly.

[50:07] » Right. So So they I mean I >> I don't know. I I I don't see the

[50:12] problem people asking questions. >> If it's an item that has been dealt with

[50:16] by council or is being dealt with by council, whether it's this month,

[50:20] » three months ago, >> if they've got questions, they should be

[50:23] able to ask. from my perspective when I'm just looking at you know that how we

[50:27] have this process laid out to me inherently the questions are going to be

[50:30] about the previous month >> right

[50:35] » or or they may have a comment what on the agenda of this month that council

[50:41] I'm just wondering why they have to submit it ahead of time in writing

[50:45] » yeah I I think that limits people and it it's it's very offputting and

[50:49] intimidating for a lot of people to have to submit it in writing

[50:53] rather than show up, sit through whatever section they have to and just

[50:58] say, "I have a question." [laughter] Right? Like, and if it pertains to

[51:02] municipal business, then it we we I don't like putting up roadblocks for

[51:07] people to have an opportunity to to speak and ask a question or make a

[51:12] comment because when I read this on with with other agendas, it didn't have any

[51:16] specification that like when you make a presentation, petition, delegation,

[51:20] that's a whole different story. But just this small question period they had like

[51:24] where we allocated 10 minutes two two minutes per person uh the chairman if it

[51:29] if it's not related to anything that should be discussed they could make that

[51:33] call but I just I just they just seem to open the floor that for that 10 minutes

[51:38] to give the public an opportunity to speak to agenda items or previous agenda

[51:43] items and uh just to let them have that 10 minutes two minutes per person

[51:48] without having to be so formal and by submitting Okay.

[51:52] » Yeah, I don't have a problem with that. >> That for me.

[51:56] » Yeah. >> If there's something we can answer, then

[52:00] uh council should have the opportunity to uh to respond to their questions. If

[52:05] we can't, we'll say >> as long as it pertains to

[52:09] » Yeah. >> village.

[52:10] » The other side of the coin is all all questions should be directed to the

[52:16] chair. So, no council member should have to answer a question other than coming

[52:21] through the chair and the chair can determine whether it's a viable question

[52:25] or not. >> That it's just standard.

[52:29] » Yeah. >> And and then if the if the mayor want or

[52:32] the chair wants to direct it to a council member to respond, it would keep

[52:36] that that control and that order. For sure.

[52:40] » Agreed. >> So,

[52:45] » okay. But how does that impact your item I which is your public

[52:52] comments and questions on 14? >> It should basically it should be just

[52:58] that that there will be on there's that 10 minutes slot time slot allocated uh

[53:05] allowing two minutes per person whatever >> uh must address council true to chair.

[53:11] » Yep. uh at the microphone port. I'm sure and

[53:16] it has to be on on either their current agenda items or previous meeting agenda

[53:23] items, but I don't like I said I don't think

[53:27] the formal of writing is kind of not what like like you said it kind of

[53:33] » so so are we going to allow for example someone to say okay I have a question

[53:37] then they come to the to the podium and then it's more of a statement than it is

[53:42] a question. So, um, you know, I don't like this and I don't like that and this

[53:48] type of thing. I'm opposed to that that it should be you have a question, you

[53:55] ask the question, you sit down, then the question is answered.

[53:59] » That contradicts your you've got it as public comments and questions. If you're

[54:03] going to do that, >> you might have to remove that comments.

[54:06] But I believe the comments are important because like I said, somebody from the

[54:10] public may say something to us that we have no idea about and it may help us in

[54:15] our deliberations and our debate. So, uh, yes, I know we're going to have the

[54:19] odd ones and again, the chair is going to be the guy that's said that's going

[54:23] to have to, you know, call it the order and stuff, but I believe, like I said,

[54:26] we're six people in this room, eight people in this room with the staff.

[54:30] We're not all the smartest people in the room and probably not all the smartest

[54:34] people in the community. So somebody might be able to just assist us

[54:38] sometimes with some information that we didn't know. So I think comments are

[54:42] important as long as they're kept within the realms of the municipal business

[54:46] that we're supposed to be talking about. Not slanders, not insulting. And even if

[54:51] they say they don't agree with us, that's fine. That then we know they

[54:54] don't agree with us. But that's okay. You know,

[54:56] » people have a right to tell you you made a bad decision like it. That's

[54:59] » I'm not disagree with you. >> That's right. No.

[55:04] » Done in a proper respectful manner. >> I'm okay with that.

[55:08] » Okay. So, how does that impact I members of the public may request to speak under

[55:14] the agenda heading uh public comments and questions on matters that relate

[55:17] directly to an item appearing on the agenda of the upcoming meeting. So, that

[55:22] we're going to adjust, but but the whole whole idea of the sentence really

[55:26] doesn't apply. I don't think they have to request members of the public may

[55:30] speak under the agenda headings. >> Yeah.

[55:33] » On matters that that part that could still stay. Yeah.

[55:36] » And then the bottom the two other sections could probably be taken out and

[55:39] then the bottom one. >> So, sorry. Sorry. Just to continue your

[55:42] thought. Members of the public um may speak under the agenda heading uh public

[55:48] comments and questions on matters that relate directly to an agenda item

[55:54] » because we're we're not going to specify an upcoming agenda item.

[55:58] » Okay. >> Or an item oh sorry or sorry it's

[56:01] already captured there an item that appeared on the agenda the previous

[56:04] meeting. >> So if we keep it

[56:06] » like that. >> Okay. And then if we take out paragraph

[56:09] 2, paragraph 3, and then paragraph three, uh, four states that it will be a

[56:14] 10-minute time slot only, would each individual only be given two minutes,

[56:19] and if only two come up, then it's four minutes. You know what I mean? You don't

[56:22] get to stretch it because only and uh members of the public may address

[56:27] council through the chair at the microphone or at the podium

[56:31] microphone to ensure audio is properly recorded. So long as it's directed to

[56:35] the chair

[56:40] » and just a word thing. >> Yeah.

[56:43] » Issue >> uh in the first um paragraph uh or an

[56:48] item that appeared on the agenda of a previous meeting instead of the previous

[56:53] meeting. It let it allows them several months, right? So just substitute.

[56:57] Perfect. Thank you.

[57:07] Okay. Members of the public may speak under

[57:11] the agenda heading public comments and questions on matters that relate to

[57:17] relate uh directly to an item on the agenda of the upcoming meeting or an

[57:24] item that appeared on the agenda of a previous meeting. Okay. Uh next one gets

[57:30] done gets uh omitted. Uh next one gets omitted. Public

[57:37] questions and public comments and questions will have a 10-minute time

[57:40] slot allocation each uh with each approved member of the public limited to

[57:46] two with each approved member of the public.

[57:49] » I would say instead of approved recognize so the mayor would recognize

[57:52] that person right as being able to

[58:00] With each recognized member of the public limited to two minute time slots,

[58:05] members of the public must address council through the chair at the

[58:09] microphone at the podium to ensure audio is properly recorded.

[58:12] » And I don't know if we want to put something in there to the fact that they

[58:15] should state their name like you know when they come they should state their

[58:18] name when they come to the podium.

[58:30] Sorry, no one lets me hear my phone buzzing.

[58:36] » Yeah. One second. Just put members of the public must public must state their

[58:42] name, address the council to the chair uh at the podium.

[58:47] » Yeah. >> Microphone whatever to ensure audio is

[58:49] properly recorded. So, >> perfect. [snorts]

[58:53] All right, >> almost there.

[59:00] » Okay, I think that's it for page 14. Moving on to page 15. Uh so yeah, this

[59:06] was one that um so interesting. Just so council is aware, we got this really

[59:10] great tool that uh is done through Microsoft uh Microsoft Copilot.

[59:14] Excellent for when we're drafting this type of stuff. Um and you can put a

[59:18] document into it and it it will actually refer to it. So you can ask questions on

[59:22] it and we were uh I was using this tool and uh it put in you know the the

[59:28] process for the uh submitts and uh the tool actually even though it had the

[59:33] document completely um went over the conflict of interest. So we've actually

[59:38] filed with Microsoft on feedback for it um because it was in direct uh conflict

[59:45] with what was actually supposed to happen. Uh so we will include in here

[59:50] submitted to the local uh governance commission.

[59:52] » And just for record uh we don't submit the official document. The official

[59:57] document stays with the municipality. [snorts] I think they said you can just

[1:00:01] send a a scanned email copy to them. >> Yep. So they've actually I reached out

[1:00:05] to them and they've sent the process. Um so it's just an email that needs to go

[1:00:08] in. Uh they do um we've sent in all of the forms that council did at the

[1:00:15] beginning. Um, and we have not we haven't had any uh since then, but when

[1:00:20] we get one now. So, they've they've given us the process. It's just a real

[1:00:24] quick email that we shoot over to them. >> And the thing with your system, it might

[1:00:27] have come up like that because I know the commission office was asking for the

[1:00:31] government to take that out that they didn't have to get copies, but that

[1:00:35] didn't get changed. So, they'll still have to get copies.

[1:00:38] » But what I think was that when I was using the tool, I was specifying

[1:00:43] commissioner. I think that's where it was it was

[1:00:47] bunging up was that I was like where what commissioner does it need to go to

[1:00:50] and it says it doesn't have to go to a commissioner and then I said yes it does

[1:00:54] and then I and then I went back and I used 91 and I put it in and I said this

[1:00:58] specifies that it needs to be submitted which commissioner and it came back and

[1:01:01] said no you don't have to send it to a commissioner so it was this uh fight

[1:01:05] [snorts] this fight with AI

[1:01:12] » okay outside of that no changes on >> [clears throat]

[1:01:21] » Uh, page 16, no changes.

[1:01:28] Page 17, no changes.

[1:01:36] 18. No recommended changes. I think that we are

[1:01:43] through. and 1920.

[1:01:47] » [snorts] >> was only like I said

[1:01:52] » we had never talked about the previous one we had two years right

[1:02:04] » our review [clears throat] >> with that

[1:02:21] Sorry, what was what would you use? Two years.

[1:02:24] » That's what we did for the enumeration bylaw. So that would bring us this

[1:02:28] council will review it once and then the next election whoever that council is

[1:02:32] they could review it early in their mandate as well if they want to make

[1:02:37] changes. >> We'll just cut and paste the same that

[1:02:39] we used for the uh remuneration bylaw. Just a note that your first reading it

[1:02:45] should say by title on the bottom just for

[1:02:50] » Gotcha. >> The other thing I I noticed too like

[1:02:53] sometime I don't I didn't look at your last version but sometimes when we're

[1:02:56] writing in like we have uh say for instance clerk and a small C and clerk

[1:03:00] and a capital C. >> I'm [snorts] going to go through

[1:03:03] » that's just a clean up. You know you take

[1:03:05] » I'm just going to do a find and replace. Um, we've got a bunch of regular

[1:03:08] meetings where it's a lowercase R >> and I just want to go through just clean

[1:03:13] it up [clears throat]

[1:03:21] » with the posting that we're going to be doing and we're up against the clock on

[1:03:25] that. So, our intent here is that this is going to be worked on today,

[1:03:28] finalized. Your guy you you guys are going to receive a copy of this today.

[1:03:32] Um we're we would need to post it next Monday. Next Monday Monday is a holiday,

[1:03:37] so we're going to post it tomorrow instead. Uh so we're a little bit ahead

[1:03:40] of time. Um with the posting, the idea is that this is a 20page document and

[1:03:47] then it saves us from having to read it in its entirety. So uh it's it's

[1:03:51] prescribed um on how we do that. Would that last reading then be considered to

[1:03:56] be in its entirety or all three would be by title? That was the one question.

[1:04:02] Okay. I'm not sure of yet, but there's third reading. Yeah,

[1:04:06] » I'm I'm going to verify that. >> Yeah.

[1:04:08] » Okay. >> I was supposed to say

[1:04:15] » Okay. So, um what do we think? Uh

[1:04:22] I mean, keep in mind that um [snorts] we still as this sort of unfolds and we get

[1:04:28] used to it and see how it goes. It's not to say that it can't be revisited. We

[1:04:32] can make amendments to this. Um it would be a repeal and and a new bylaw uh put

[1:04:36] in place. So it's you know your your hands are not completely tied that you

[1:04:40] can't adjust this again for two years, right? Something comes up that we find

[1:04:44] out is remarkably not working. Uh then you know we can we can address it. But

[1:04:49] um >> something could come up in the

[1:04:51] legislation that makes a difference. Yes.

[1:04:57] » So, should we pass this bylaw here at the next public meeting, which would put

[1:05:02] us into the September? >> Mhm.

[1:05:05] » That means our meetings would change for October and into the Wednesday. Now, is

[1:05:10] it it's still going to be the first Wednesday and the third Wednesday?

[1:05:13] » No, it's not. It's going to be the second Wednesday and the fourth

[1:05:15] Wednesday. >> Second and fourth. Yeah. Okay.

[1:05:17] » Uh and that that aligns with um the service commission. They've been doing

[1:05:21] theirs on the third. Yeah, [snorts] >> I think too is when we do get to the

[1:05:26] 21st and we are going to do this by just like if it's I think it's important that

[1:05:31] maybe a document be prepared to highlight some of the changes just to

[1:05:35] read out to like the Wednesday meetings the public comments the public

[1:05:40] presentations are going to you know what I mean just a few of the really

[1:05:42] highlights that affect the public >> so that they know

[1:05:47] » yeah that's a good idea changes yeah we can uh we can put a little cheat sheet

[1:05:50] together for >> yeah just because we're not going be

[1:05:53] reading it. And even if you did read it fully in its entirety, by the time the

[1:05:56] public left, they wouldn't still know what it was, what the highlights were.

[1:05:59] So, >> no, I know.

[1:06:07] » Okay. I mean, if council's uh satisfied with that, uh we'll bang that out one

[1:06:12] way or another, you're going to get it. It might be a little bit later tonight,

[1:06:15] but you'll get it tonight. Um so unless there's any feedback from

[1:06:21] council I think we could probably move on.

[1:06:22] » Okay. So I can move right to um we don't have

[1:06:27] anything presentation with council no administration stuff. So we'll go right

[1:06:31] to section 9 adjournment >> motion 110 that the meeting be adjourned

[1:06:37] at 2:35 p.m. >> I need a mover.

[1:06:43] So move >> seconder.

[1:06:46] » I'll second >> the question.

[1:06:50] All those in favor signify by raising your hand. Motion carried.

Committee of Whole Meeting, September 3, 2026

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