The Corporation of Delta COUNCIL REPORT Regular Meeting. Council Procedure Bylaw Amendments

Transcription

1 The Corporation of Delta COUNCIL REPORT Regular Meeting E.03 To: Mayor and Council From: Office of the Municipal Clerk Bylaw: 7110 Date: August27,2013 Council Procedure Bylaw Amendments The following report has been reviewed and endorsed by the Chief Administrative Officer. II RECOMMENDATIONS: A. THAT Council Procedure Bylaw No. 5000, 2000 Amendment Bylaw No. 7110, 2013 be given first, second and third readings. B. THAT notification of the proposed amendments to the Council Procedure Bylaw be carried out in accordance with Section 124(3) of the Community Charter. C. THAT the Consent Agenda Protocol (Attachment B) be received. D. THAT the Public Hearing Protocol (Attachment C) be received. E. THAT the Question and Answer Period Protocol (Attachment D) be received. F. THAT the Electronic Meeting Protocol (Attachment E) be received. G. THAT the Delegation Protocol (Attachment F) be received. II PURPOSE: The purpose of this report is to present for Council's consideration amendments to Council Procedure Bylaw 5000, 2000 (as amended) and to recommend first, second and third readings of the bylaw required to put these amendments into effect. II BACKGROUND: Council Procedure Bylaw No. 5000, 2000 was adopted on June 20,2000 and subsequently amended by Bylaw No on April 7, 2003 and Bylaw No on April 19, Council Policy: Section 124(2) of the Community Charter outlines the provisions which must be included in the procedure bylaw.

2 Page 2 of 4 Council Procedure Bylaw Amendments August 20, 2013 II DISCUSSION: The current Council Procedure Bylaw No. 5000, 2000 meets the requirements under Section 124(2) of the Community Charler. However, a number of housekeeping amendments are proposed to provide greater clarity to certain procedures and incorporate provisions which were approved by Council subsequent to the last amendment. In addition, the current bylaw includes Schedules A through E which outline, in detail, the protocol for the following: Schedule A: Regular Council Meeting - Order of Business Schedule B: Committee of the Whole Schedule C: Public Hearing Schedule 0: Committees Schedule E: Question and Answer Period These protocols have been reviewed and updated to reflect Council's current procedures for these items. As Schedules C and E do not include provisions that are required to be included in the bylaw, it is recommended that these schedules be separated from the bylaw and adopted by Council resolution as Protocols. This allows for periodic review of the protocols without requiring a bylaw amendment. These protocols are attached to this report for Council's consideration, and with Council's concurrence, would be presented for adoption when Bylaw 7110 is finally considered and adopted. Subsequent to the latest Council Procedure Bylaw revision, Council had adopted additional protocols regarding the consent agenda and electronic meetings. These have also been updated and it is proposed these be incorporated as protocols separate from the bylaw along with those listed above. The key amendments proposed in Bylaw 7110 include: Updating definitions of "Council", "Member" and "Special Meeting", and adding definitions of "Council Committee", "Inaugural Meeting", "Protocol" and "Regular Meeting"; Clarifying that the Afternoon Session of a Regular Meeting is discretionary and the start time of the Evening Session is 7:00 pm; Clarifying the ability for Council to change the time, date and location of any Council meetings and Public Hearings by Council resolution; Updating references to those protocols that are proposed to be separated from the bylaw; Standardizing references to Council Committees; Clarifying that the ability to conduct meetings by electronic means applies to Council Committees as well as Council (per the Community Charier); Referencing an Electronic Meeting Protocol (per Council resolution of October 1, 2007);

3 Council Procedure Bylaw Amendments Page 3 of 4 August27,2013 Updating the section regarding meetings that may and must be closed to the public by referencing the pertinent sections of the Community Charter; Clarifying certain aspects of bylaw readings; Correcting several discrepancies in references to other sections within the bylaw. A redlined version of Council Procedure Bylaw 5000, 2000 showing the proposed amendments is provided in Attachment G. Implications: Financial Implications - There are no financial implications. Community Implications: Section 124(3) of the Community Charter requires that public notice must be provided prior to any amendments to the existing bylaw. Staff will ensure that notification in accordance with the Community Charter is given prior to final consideration and adoption of the amendment bylaw. CONCLUSION: It is recommended that first, second and third readings be given to Council Procedure Amendment Bylaw It is further recommended that staff be directed to provide public notice as required under the Community Charter. Updated protocols providing greater detail on specific matters relating to Council and Committee meetings are provided for Council's consideration. Sandra MacFarlane Acting Municipal Clerk Department submission prepared by: Sandra MacFarlane, NMunicipal Clerk sm

4 Page 4 of 4 Council Procedure Bylaw Amendments August27, 2013 This report has been prepared in consultation with the following listed departments. Concurring Departments Department Name ' Signature Community Planning & Jeff Day Development Municipal Solicitor ( /~j~ Greg Vanstone 1 ~ ;< VelA ~ lfrf-'---.. ATTACHMENTS: A. Council Procedure Amendment Bylaw 7110 B. Consent Agenda Protocol C. Public Hearing Protocol D. Question and Answer. Period Protocol E. Electronic Meeting Protocol F. Delegation Protocol G. Redlined Version of Council Procedure Bylaw 5000, 2000 with proposed changes

5 Attachment A Page 1 of 16 THE CORPORATION OF DELTA BYLAW NO A Bylaw to amend Council Procedure Bylaw No. 5000, 2000 The Municipal Council of The Corporation of Delta, in open meeting assembled, ENACTS AS FOLLOWS: 1. This Bylaw may be cited for all purposes as "Council Procedure Bylaw No. 5000,2000 Amendment Bylaw No. 7110, 2013". 2. "Council Procedure Bylaw No. 5000, 2000," as amended, is hereby further amended as follows: a) by deleting the Table of Contents; b) by deleting section 1.4 and replacing it with the following: "1.4 "Council" means the Council of The Corporation of Delta." c) by deleting section 1.6 and replacing it with the following: "1.6 "Member" means a member of Council, the Committee of the Whole or a Council Committee as the case may be."; d) by deleting section 1.9 and replacing it with the following: "1.9 "Special Meeting" means a Council meeting other than an Inaugural, Regular or adjourned Meeting." e) by inserting the following sections in the appropriate numerical order and renumbering the other sections accordingly: "1.5 "Council Committee" means a select committee or standing committee of Council, as established under sections 141 or 142 of the Act." "1.7 "Inaugural Meeting" means the first Regular Council Meeting following a general local election." "1.11 "Protocol" means a policy adopted by bylaw or resolution of Council "Regular Meeting" means an open meeting of Council other than an Inaugural or Special Meeting.";

6 2 Attachment A Page 2 of 16 f) by deleting section 2.1 and replacing it with the following: "2.1 Rules of Procedure Except as specifically provided, the rules and regulations contained in this bylaw shall be observed in all proceedings of Council, and Council Committees, and shall be the rules and regulations for the order and dispatch of business of Council. Items not specifically addressed in this bylaw will follow firstly the guidance of the Act and secondly, the most current edition of Robert's Rules of Order, Newly Revised."; g) by inserting the following immediately after section 2.4: "2.5 Schedules The following Schedules are attached to and form part of this bylaw: Schedule A - Regular Council Meeting Order of Business Protocol Schedule B - Committee of the Whole Protocol Schedule C - Council Committee Protocol"; h) by deleting section and replacing it with the following: "1. The evening session of Regular Meetings of Council will commence at 7:00 pm. If required, an afternoon session of the Regular Meeting will be scheduled as determined by the Clerk, in consultation with the Mayor and Chief Administrative Officer, subject to providing notice as outlined in section 3.6."; i) py deleting section and replacing it with the following: "3. Except as provided by section 3.15 (Special Meeting), other meetings of Council will commence at times determined by Council resolution."; j) by deleting section 3.5 and replacing it with the following: "3.5 Date, Time and Location of Council Committee Meetings The date, time and location of the meetings of Council Committees shall be determined in accordance with the Council Committee Protocol attached hereto as Schedule C.";

7 3 Attachment A Pa!Je 3 of 16 k) by deleting section and replacing it with the following: "5. Public notice of the date, time and location of meetings of Council Committees shall be posted on the corporate website and the electronic schedule displayed in the foyer at Municipal Hall no later than 12:00 noon on the business day before that on which the meeting is to be held."; I) by deleting section 3.7 and replacing it with the following: "3.7 Cancellation, Change of Time, Date, Location of Meetings Notwithstanding any other provision of this Section, Council may, by resolution, cancel or change the time, date and/or location of any Regular Meeting, Public Hearing, or other meeting of Council, subject to providing notice as outlined in section 3.6."; m) by deleting section 3.8 and replacing it with the following: "3.8 Quorum The quorum for all meetings of Council shall be four elected members; and for the meetings of Council Committees shall be a majority of the persons appointed to the Council Committee."; n) by deleting section and replacing it with the following: "2. The usual order of business at a Regular Meeting of Council shall be as set out under the appropriate headings and sub-headings identified in the Regular Council Meeting Order of Business Protocol attached hereto as Schedule A."; 0) by deleting section and replacing it with the following: "3. Subject to the procedures as outlined in sections and , matters referred to, and the conduct of the Committee of the Whole, shall be in accordance with the Committee of the Whole Protocol attached hereto as Schedule B."; p) by amending the heading for section 3.14 to read "Public Hearings"; q) by deleting section and replacing it with the following: "3. The conduct of a Public Hearing shall be in accordance with the Public Hearing Protocol, as amended from time to time.";

8 4 Attachment A Paae 4 ()f ir r) by deleting section 3.15 and replacing it with the following: "3.15 Special Meeting 1. The Mayor may at any time call a Special Meeting. 2. Two or more members of Council may, in writing, request the Mayor to call a Special Meeting. 3. Two or more members of Council may call a Special Meeting if a) within 24 hours after receiving a request under subsection (2), the Mayor refuses or neglects to arrange for a Special Meeting to be held within 7 days after receiving the request, or b) the Mayor is absent. 4. If a Special Meeting is called under subsection (3), the members calling the meeting must sign the notice under section 3.16." s) by deleting sections and and replacing them with the following: "1. A Special Meeting may be conducted by electronic means (audio, visual or other communication facilities). 2. A member of Councilor a Council Committee who is unable to attend at a Council meeting, Committee of the Whole meeting or a Council Committee meeting, as applicable, may participate in the meeting by electronic means (audio, visual or other communication facilities)."; t) by inserting section as follows: "4. The conduct of electronic meetings shall be in accordance with the Electronic Meeting Protocol, as amended from time to time."; u) by inserting section 3.18 as follows: "3.18 Consent Agenda 1. On a Regular Meeting Agenda, non-controversial, routine items which do not require discussion or debate may be grouped together under a Consent Agenda and dealt with under one resolution of Council.

9 5 Attachment A Page 5 of Any member of Council may request that an item included on the Consent Agenda be removed from the Consent Agenda and dealt with separately. 3. The procedures for the use of the Consent Agenda shall be in accordance with the Consent Agenda Protocol, as amended from time to time."; v) by inserting section 3.19 as follows: "3.19 Council Committees The rules of procedure which govern Council Committee meetings shall be in accordance with the Council Committee Protocol attached hereto as Schedule C." w) by deleting section 4.2 and replacing it with the following: "4.2 Meetings Which Mayor Must be Closed (Executive Meetings) 1. A part of a Council meeting or a Council Committee meeting may be closed to the public in accordance with section 90 (1) of the Act. 2. A part of a Council meeting or a Council Committee meeting to which section 90 (2) of the Act applies must be closed to the public. 3. If the only subject matter being considered at a Council meeting or a Council Committee meeting is one or more matters referred to in subsection (1) or (2), th~ applicable subsection applies to the entire meeting. 4. Before a meeting or part of a meeting is closed to the public, the Councilor Council Committee must state, by resolution: a) the fact that the meeting is to be closed; and b) the basis under the applicable subsection of section 90 of the Act on which the meeting or part of the meeting is to be closed."; x) by inserting section and as follows: "4. Minutes of Council Committee meetings shall be: a) legibly recorded b) certified as correct by the Committee Clerk

10 6 Attachment A Page 6 of 16 c) signed by the member presiding at the meeting or at the meeting at which the minutes were adopted; and d) submitted to Council for information during a Regular Meeting (or Closed Meeting, in accordance with section 4.2 of this bylaw). 5. Except for minutes of a meeting, or that part of a meeting, which was closed to the public in accordance with section 4.2 of this bylaw, minutes of Council Committee meetings shall be open for public inspection at the Municipal Hall during its regular business hours."; y) by deleting section 7.3 and replacing it with the following: "7.3 Recording of Motion The Clerk shall cause every motion that is seconded during any meeting of Councilor put during Committee of the Whole to be recorded in the minutes."; z) by deleting section ) and replacing it with the following: "0) refer the motion to a Council Committee or for report" aa) by deleting sections and and replacing them with the following: "2. Two or more readings of a bylaw may be given in a single motion or all readings may be given individually for each bylaw as follows: a) first reading, which may be by bylaw number only; b) second reading, which may be by bylaw number only, unless Council resolves that the bylaw be read in whole; c) third reading, which may be by bylaw number only. 3. Where a Public Hearing is to be held for a bylaw, the Public Hearing must be held after first reading and prior to third reading of the bylaw." bb) by deleting section 10.1 and replacing it with the following: "10.1 Requirements for Written Communications Any written communications intended for Councilor a Council Committee shall be: 1. legible and coherent,

11 7 Attachment A Page 7 of 16 b) signed by, or identified as being from, at least one person who provides a name and mailing address, c) not be libelous, impertinent or improper, and d) delivered to the Clerk. Written communications may be submitted to Mayor and Council via atmayor-council@delta.ca. where they are received by. the Clerk and routed appropriately."; cc) by deleting Section 10.2 and replacing it with the following: "10.2 Distribution of Written Communications Any correspondence submitted to the Clerk which does not comply with the requirements outlined in Section shall be rejected and not be distributed to Council. If appropriate, written communications may be added to a Regular Meeting agenda, or, if they refer to a matter that is subject to consideration in a closed meeting under section 4.2 of this bylaw, to an Executive Meeting agenda." dd) by deleting section 11 and replacing it with the following: "Section 11 HEARING OF DELEGATIONS 11.1 Opportunities to Address Council Persons wishing to address Council may do so during: 1. A Regular Council Meeting, at which the delegation has been scheduled to appear, as approved by the Mayor, in accordance with the Delegation Protocol, as amended from time to time. 2. A Regular Council Meeting in which Council has resolved to meet as Committee of the Whole, in accordance with the Committee of the Whole Protocol attached hereto as Schedule B, and with the Delegation Protocol, as amended from time to time. 3. A Public Hearing in order to make representation regarding a matter referred to the Public Hearing, in accordance with the Public Hearing Protocol, as amended from time to time. 4. During an informal Question & Answer Period in accordance with the Question & Answer Period Protocol, as amended from time to time.";

12 8 Attachment A Page 8 of 16 ee) ff) gg) hh) ii) by replacing "executive meeting" with "Executive Meeting" wherever it appears; by replacing "public hearing" with "Public Hearing" wherever it appears; by replacing "regular meeting" with "Regular Meeting" wherever it appears; by replacing "special meeting" with "Special Meeting" wherever it appears; by deleting Schedules A through E and inserting in their place Schedules A to C inclusive attached hereto and forming part of this bylaw; READ A FIRST time the READ A SECOND time the READ A THIRD time the day of day of day of,2013.,2013.,2013. PUBLIC NOTICE posted on the public notice board on and since the day of, PUBLIC NOTICE advertised in the Newspaper on the day of 2013 and on the day of FINALLY CONSIDERED AND ADOPTED the day of J Lois E. Jackson Mayor Sandra MacFarlane Acting Municipal Clerk

13 REGULAR COUNCIL MEETING ORDER OF BUSINESS PROTOCOL PURPOSE: To identify the Usual Order of Business for Regular Meetings of Council. 9 Attachment A Page 9 of 16 SCHEDULE A Page 1 of 1 ORDER OF BUSINESS Afternoon Session (If required - Starting at approximately 3:30 p.m.) Agenda Endorsement Delegations/Presentations (if scheduled) Adoption of Minutes Consent Reports Correspondence Adjournment II Evening Session (Starting at 7:00 p.m.) Agenda Endorsement Delegations/Presentations (if scheduled) Adoption of Minutes Unfinished Business/ Verbal Updates Bylaws ~ Bylaws for final adoption ~ Bylaws for third reading and final adoption ~ Bylaws for first and second reading and referral to Public Hearing ~ Bylaws for first, second and third readings Reports ~ Council Committee Reports ~ Consent Reports ~ Administrative Reports ~ Motions on Notice Correspondence Notice of Motions Enquiries, Other Matters and New Business Termination Note: The actual Order of Business may be varied dependant upon the needs of the specific meeting as determined by the Municipal Clerk, in consultation with the Mayor and Chief Administrative Officer, or by Council resolution.

14 10 Attachment A Page 10 of 16 COMMITTEE OF THE WHOLE PROTOCOL SCHEDULEB Page 1 of 2 PURPOSE: To provide procedures for the conduct of the Committee of the Whole of Council. A "Committee of the Whole" is a session of Council during which delegations from organizations and/or other members of the public are provided the opportunity to make representation to Council regarding a specified topic. The meeting also provides a more informal venue for discussion of items requiring a more open exchange between either staff and/or delegations and members of Council. PROTOCOL: Council may at any Regular Meeting, for which notice has been given that Council will sit as Committee of the Whole, resolve to endorse the Agenda of the Committee of the Whole and to then sit as Committee of the Whole. Topics to be considered by the Committee of the Whole may be identified by Council, staff or requested by a member of the public or external organization and approved by the Mayor. Topics identified by staff for consideration by the Committee of the Whole shall be communicated to the Chief Administrative Officer (CAO) prior to the proposed meeting date. A department wishing to invite a delegation(s) to make representation at a meeting of the Committee of the Whole must communicate its intentions at the time the matter is submitted to the CAO, and obtain the prior approval of the Mayor. A person or external organization wishing to appear before Council to discuss a specific topic must send a written request to the Clerk's Office or liaise through the appropriate department head. All such requests are subject to prior approval of the Mayor. If approved by the Mayor, typically the department will write a report on that topic, introducing the delegation and identifying other related issues staff consider appropriate for discussion at the time the delegation is heard. When submitting the report, the department will suggest a tentative date the report be considered by Council. Appearances before Committee of the Whole may be rescheduled due to the size of the Agenda and/or priorities. The tentative date and final date, once confirmed, will be communicated to the delegate(s) by the Municipal Clerk. Delegates are permitted up to ten minutes for their presentations. Additional time is provided for questions from Council.

15 11 Attachment A Pa~e 11 of 16 COMMITTEE OF THE WHOLE PROTOCOL (cont.) SCHEDULE B Page 2 of 2 The Presiding Officer of the Committee of the Whole shall be the person serving as the Presiding Officer of the meeting of Council from which it was established. The rules of procedure and order which govern Regular Meetings of Council shall govern the actions of the Committee of the Whole except that the number of times a member may speak is not limited. A motion put forward during Committee of the Whole need not be seconded. Once Council rises from Committee of the Whole, matters adopted by the Committee of the Whole must be considered by Council sitting in a Regular Meeting. No resolution of the Committee of the Whole is binding unless approved by Council sitting in a Regular Meeting. Council may adopt all of the resolutions of the Committee of the Whole in a single resolution.

16 12 Attachment A Paae 12 of 1R COUNCIL COMMITTEE PROTOCOL SCHEDULE C Page 1 of 5 PURPOSE: To provide procedures for the establishment and conduct of Council Committees. A Council Committee may be a standing committee, established and appointed by the Mayor, or a select or other committee, appointed by Council, to consider or enquire into any matter and report its findings and opinion to Council. This protocol does not apply to the Committee of the Whole of Council. PROTOCOL: 1. Establishment of Council Committees 1.1 The Mayor must establish standing committees for matters the Mayor considers would be better regulated and managed by committee, and for that purpose must provide for appointment as members of a standing committee persons who are not Council members. At least one half of the members of a standing committee must be Council members. 1.2 Council may appoint a select or other committee to consider or enquire into any matter and to report its findings and opinion to Council. When a Council Committee is established, Council will, by resolution (or bylaw, if required by the applicable legislation): a. name the Council Committee; b. establish the terms of reference for the Council Committee; c. establish the composition of the Council Committee and term of appointment of the Council Committee members; d. establish the requirements for reporting to Council; and, e. allocate any necessary budget or other resources required to support the activities of the Council Committee. At least one member of a select Council Committee must be a Council member.

17 13 Attachment A Page 13 of 16 COUNCIL COMMITTEE PROTOCOL (cont.) 2. Term of Appointment SCHEDULEC Page 2 of Council Committee members shall be appointed for a one year term (unless otherwise determined by Council). 2.2 Council Committee appointments shall continue until a successor has been appointed by Council. 2.3 Council may remove a member of a Council Committee by resolution. 2.4 Council shall appoint members to fill vacancies on select or other Council Committees for the unexpired term of former members. 2.5 Any member who is absent for three consecutive meetings, without providing reasonable cause to the Presiding Officer in advance of the meeting, will be deemed to have resigned and the seat shall be considered vacant. 3. Appointment of Presiding Official 3.1 Every Council Committee shall have a Presiding Officer and Alternate Presiding Officer The Presiding Officer of a Standing or Select Committee shall be a Council appointee If no Presiding Officer is appointed by Council, the Clerk assigned to the Council Committee shall be responsible for calling the first meeting. The members of the Council Committee will elect a Presiding Officer and Alternate Presiding Officer as the first item of business at the first meeting. 3.4 If both the Presiding Officer and Alternate Presiding Officer are absent from any meeting, an acting Presiding Officer shall be chosen from among those members present. 4. Meetings 4.1 Meetings of the Council Committee shall be held as determined by the Council Committee's terms of reference and/or as scheduled by the Council Committee. Special meetings may be called by the Presiding Officer. 4.2 A majority of the members of a Council Committee may in writing require the Presiding Officer to call a meeting. If the Presiding Officer is absent or refuses to call a meeting, the Clerk shall call the meeting.

18 14 COUNCIL COMMITTEE PROTOCOL (cont.) Attachment A Page 14 of 16 SCHEDULEC Page 3 of Public Notice of the date, time and location of Council Committee meetings shall be posted on the corporate website and the electronic schedule displayed in the foyer at Municipal Hall no later than 12:00 noon on the business day before that on which the meeting is to be held. 4.4 All Council Committee meetings must be open to the public, unless the topic relates to a subject included in Section 90 of the Community Charier (the Act). Before a meeting or part of a meeting is closed to the public the Council Committee must state by resolution: a. the fact that the meeting is to be closed; and, b. the basis under which, as defined by the Act, the meeting is to be closed. 4.5 A quorum of any Council Committee is a simple majority of the members appointed to the Council Committee. 4.6 If there is no quorum within thirty minutes of the time set for the commencement of a duly scheduled meeting, the meeting shall be deemed as cancelled. If desired by the members present, however, the meeting may proceed for information purposes. Any decisions made at such an informal meeting must be brought forward as recommendations for consideration and ratification at the next meeting of the Council Committee. 4.7 The Mayor shall be an ex-officio member of all Council Committees, with the right to make motions, speak and vote, and when present, shall be counted in determining a quorum. 4.8 Any Cbuncil member who is not a member of the Council Committee may attend a meeting and enter into debate, but is not counted as part of a quorum, nor has the right to make motions or have a vote. 4.9 Minutes of Council Committee meetings shall be: a) legibly recorded; b) certified as correct by the Committee Clerk; and c) signed by the member presiding at the meeting or at the meeting at which the minutes were adopted.

19 15 Attachment A PaQe 15 of 16 COUNCIL COMMITTEE PROTOCOL (cont.) 5. Rules of Procedure SCHEDULEC Page 4 of Except as specifically provided, all Council Committees shall conduct their business in accordance with Council Procedure Bylaw 5000, 2000, as amended from time to time. 5.2 A Council Committee may appoint one or more subcommittees to consider or enquire into any matter which falls within its terms of reference and report its finding back to the Council Committee. 5.3 A Council Committee may invite other persons to participate in making presentations and/or serving on sub-committee(s) of the Council Committee, in order to benefit from additional expertise. 5.4 No action of any Council Committee, except where power to act is expressly delegated to the Council Committee by Council, shall be binding on the Corporation, unless Council has approved such action. 6. Conflict of Interest 6.1 A conflict of interest is deemed to exist when: I. A Council Committee member is a director, member or employee of an organization seeking benefit from the Corporation upon which the Council Committee will make a recommendation. II. The Council Committee member has a direct or indirect pecuniary interest in the outcome of Council Committee deliberations. 6.2 A conflict of interest does not exist if: I. The pecuniary interest of the member is a pecuniary interest in common with members of the municipality generally; or, II. The pecuniary interest is so remote or insignificant that it can not reasonably be regarded as likely to influence the member in relation to the matter. 6.3 Where a conflict of interest exists, Council Committee members: I. Are not entitled to participate in the discussion of the matter or to vote on a question in respect of the matter; II. Must declare to the Council Committee that a conflict exists; and, III. Must absent themselves from the meeting during consideration of the issue to which the conflict relates. 6.4 A member's declaration of a conflict and their exit and return to the meeting shall be noted in the minutes.

20 16 Attachment A Paae 16 of 1R COUNCIL COMMITTEE PROTOCOL (cont.) 7. Reporting Procedures SCHEDULE C Page 5 of All Council Committees shall report to the Council: a. A proposed work program for presentation and approval by Council on an annual basis; b. On all matters referred to them by the Council; c. Where approval of Council is required for a specific action or initiative; and, d. Where, in the opinion of the Council Committee, the interests of the Corporation so require. 7.2 Council Committees shall report to Council through the Presiding Officer of that Council Committee; 7.3 Any sub-committees struck by a Council Committee shall report to Council through the Council Committee by which the subcommittee was established. 7.4 Minutes of Council Committee meetings shall be submitted to Council for information during a Regular Meeting (or Closed Meeting, in accordance with Section 4.2 of Council Procedure Bylaw 5000, 2000, as amended from time to time) for information. 7.5 The minutes and/or reports of sub-committees may be attached to the minutes referred to in subsection Council Committee Remuneration 8.1 Council Committee members will serve without remuneration, but will be reimbursed for "out-of-pocket" expenses incurred in performing their duties. 8.2 Council Committee member expenditures must be pre-authorized by the Municipal Clerk or designate.

21 Attachment B Page 1 of 1 CONSENT AGENDA PROTOCOL Page 1 of 1 PURPOSE: To identify procedures for the use of the Consent Agenda. A Consent Agenda is a portion of the Regular Council Meeting agenda which allows noncontroversial, routine items which do not require discussion or debate to be grouped together on the agenda and dealt with under one resolution of Council. PROTOCOL: Items to be included on the Consent Agenda are initially identified by the originating Department Head and are subject to the concurrence of the Chief Administrative Officer, Mayor and Municipal Clerk. Items considered suitable to be included in the Consent Agenda are generally of a non-controversial nature (i.e. will likely result in a unanimous vote in favour) and will not result in questions, discussion or debate. The most common types of reports placed on the Consent Agenda pertain to: Contract Awards It It It It It It New Development Applications Lease/Agreement Approvals Facility Rental Grants Relaxation of Noise Control Bylaw Permission to Fill Staff Vacancies Miscellaneous Matters which are for Information Only Any member of Council may request that an item included in the Consent Agenda be removed from the Consent Agenda and dealt with separately. Often a report is removed from the Consent Agenda simply to ask a question and/or seek clarification of some aspect of the report. The usual voting rules will apply to items that are removed from the Consent Agenda. As a means to reduce the number of reports removed from the Consent Agenda to ask a question, Council members are encouraged to contact the relevant staff prior to the meeting, in order to obtain the desired information/clarification.

22 Attachment C Page 1 of 2 PUBLIC HEARING PROTOCOL PURPOSE: Page 1 of 2 To provide guidelines for the procedures of and the participation in Public Hearings of Council. A "Public Hearing" is a statutory requirement under section 890 of the Local Government Act. Unless waived in accordance with section 890(4) of the Local Government Act, a Public Hearing must be held after first reading, and prior to third reading, of an Official Community Plan, a Zoning Bylaw amendment or a Land Use Contract amendment bylaw. Public Hearings may also be used to obtain public input regarding Development Permits, Development Variance Permits and Liquor Licences or Liquor Licence amendments. During a Public Hearing, Council acts in a quasi-judicial role for purposes of allowing the public to make representation on matters referred to the Public Hearing. Bylaws, permits or other matters relating to a single development project that were referred to a Public Hearing are usually dealt with at the same time. PROTOCOl: All persons who believe that their interest in property is affected by a proposed bylaw, permit or other matter referred to a Public Hearing must be afforded a reasonable opportunity to be heard or to provide written submissions. Rules of procedure at the Public Hearing shall be in accordance with this protocol, except as modified by the Chair of the Public Hearing as considered necessary, pursuant to the authority granted under section 890(3.1) of the Local Government Act. The usual Order of Business at a Public Hearing will proceed as follows for each project: Introduction of the bylaw(s), permit(s) or application(s) by the Clerk Opportunity for presentation by the applicant Speakers fori against the project Questions of Council to the speakers (as required after each speaker) Questions of Council to the applicant andlor staff Each speaker should state hislher name and address and print same on the speakers' list provided. For Public Hearings where a large number of speakers is anticipated, the Mayor may establish advance registration for the speakers' list. Persons wishing to speak must register in person on the speakers' list and will be heard in the order in which their names appear.

23 Attachment C Page 2 of 2 I PUBLIC HEARING PROTOCOL (cont.) Page 2 of 2 Each speaker will be allowed up to five minutes to address Council regarding the project under consideration. Council members who are asking questions of a speaker shall limit themselves to seeking clarification or additional information directly related to the project under question, and shall avoid engaging the speaker in debate on the merits of the project. Written submissions received prior to the Public Hearing shall be circulated to Council and recorded as part of the official record by the Clerk. Submissions received during the Public Hearing will form part of the official record. An audio visual recording of Public Hearings is broadcast by live video streaming and archived on Delta's website. If a member of the general public is disrupting a meeting, the Chair may order that such person be removed from the venue and/or may order that the Public Hearing be recessed until the matter has been dealt with. If there is no one present to speak to a proposed project, Council may hear an introduction of the matter, ask relevant questions and then move that the hearing on that project be closed. When the Chair considers that reasonable opportunity has been provided for all who wished to make submissions and be heard, and there are no other projects to be considered, the Chair may call for a motion to terminate the Public Hearing. Once the hearing for a project is closed, Council may not receive additional information from the applicant or the public regarding any of the bylaws, permits or other applications that were the subject of the Public Hearing, unless it is prepared to hold another Public Hearing. Council may receive clarification for an issue raised at the Public Hearing, however, Council may not receive any new information until after final adoption of the bylaws and/or approval of the project.

24 Attachment D Page 1 of 2 QUESTION AND ANSWER PERIOD PROTOCOL Page 1 of 2 PURPOSE: To provide guidelines for the conduct of a Question and Answer Period. The Question and Answer Period is to provide the public access to Council in order to obtain information regarding the business of the Corporation and is held for the 15 minutes prior to the start of the regular Evening Session of a Regular Meeting of Council (normally commencing at 6:45 p.m.). PROTOCOL: 1. A speaker must be a property owner, resident of the municipality and/or a person who is deemed to be directly affected by the matter to be addressed, in order to participate in the Question and Answer Period. 2. Persons wishing to speak must register to do so. Speaker registration will be available outside the Council Chamber at the Municipal Hall (or other venue where the Regular Meeting is scheduled to be held, as the case may be) on the day of the meeting from 6:00 p.m. until 6:30 p.m. 3. Speaker registration will not be carried forward from meeting to meeting. Persons that have registered but not addressed Council at the end of Question & Answer Period, will be advised to return to the next Regular Meeting and re-register to speak, or may submit their questions for subsequent written response. 4. Precedence will be given to speakers who are addressing a matter which is on that evening's Regular Meeting agenda. 5. Speakers must submit their questions in writing to the Clerk in advance of speaking. Forms will be provided by the Clerk for this purpose. 6. Speakers are requested to respect the need for Council Meetings to proceed in a timely fashion and to proceed according to these guidelines: a. address the Presiding Officer when speaking; b. state their name and residential address, prior to presenting their question to Council; c. speak clearly and concisely into the microphone at the podium; and d. speak for not more than three minutes, and speak only once during the period (unless invited by Council to extend the discussion). 7. Speakers are required to ask a question and are not permitted to make a speech. A speaker will be ruled out of order if speaking to matters of current litigation or legal action against The Corporation of Delta, or matters that were the subject of a

25 Attachment D Page 2 of 2 QUESTION AND ANSWER PERIOD PROTOCOL Page 2 of 2 concluded Public Hearing. A speaker making political statements, using rude and/or obscene language or defamatory comments will also be ruled out of order. 8. Council reserves the right to defer responding to a question in order to obtain the information required to provide a complete and accurate response. 9. The Chief Administrative Officer has the authority to cancel a Question and Answer Period if it conflicts with Council's schedule, or if it is deemed to harm the interests of The Corporation of Delta.

26 Attachment E Page 1 of 1 ELECTRONIC MEETING PROTOCOL Page 1 of 1 PURPOSE: To provide guidelines for the conduct of meetings of Delta Council, and its Council Committees, by teleconferencing. A meeting held by teleconferencing for the purposes of this protocol is a meeting conducted pursuant to the provisions of Section 128 of the Community Charter and Section 3.17 of the Council Procedure Bylaw 5000, 2000, as amended from time to time. PROTOCOL: 1. Each member must have received, and/or have access to by electronic means, the agenda and supporting information, if provided, to be considered at the meeting; and be provided instructions how to connect to and participate in the meeting by teleconferencing. 2. A meeting held by teleconferencing must be conducted such that: a. Each member can clearly hear all other members and the proceedings of the meeting; b. All persons permitted to attend the meeting at the designated location can clearly hear all members and the proceedings of the meeting; 3. While participating in a meeting conducted by teleconferencing, a member must abide by the provisions of the Council Procedure Bylaw 5000, 2000, as amended from time to time. In addition, the member must clearly identify his/her name when joining or departing the meeting, prior to speaking and when casting a vote on a question; 4. The Presiding Officer, Municipal Clerk, or other designated municipal officer, shall: a. Advise members when first joining the meeting the names of other members in attendance, either in person or by teleconferencing; b. Repeat the results of the vote, including the names of members voting in favour and opposition, immediately following the vote.

27 Attachment F Page 1 of 1 I DELEGATION PROTOCOL Page 1 of 1 PURPOSE: To provide procedures for delegations appearing before Council. Delegations are usually scheduled during the Committee of the Whole session of Council, whose conduct is governed by the Committee of the Whole Protocol, Schedule B of Council Procedure Bylaw 5000,2000. PROTOCOL: 1. A person or external organization wishing to be scheduled as a delegation at a Regular Meeting of Council must send a written request to the Mayor outlining the matter to be addressed. 2. The request will be reviewed, and if approved, the Municipal Clerk's Office will arrange a Council meeting date when the delegation can appear. 3. Delegations may also be requested to appear at Council's invitation. 4. Delegates are required to submit written background material, including a copy of the presentation, if applicable, to the Municipal Clerk's Office at least 7 days prior to the date of the appearance before Council. These materials will be distributed to Council in advance of the meeting as part of the Council Meeting agenda package. (NOTE: The Corporation of Delta reserves the right to review and limit distribution of these materials as required). 5. Delegates are requested to advise the Municipal Clerk's Office of any requirements for audio/visual equipment. 6. At the Council meeting, which normally takes place in the Council Chamber, main floor of the Municipal Hall, 4500 Clarence Taylor Crescent, delegates will be introduced by the Mayor or Municipal Clerk, and should then proceed to one of the podiums in the aisle of the Council Chamber. If audio-visual equipment is being used, delegates should proceed to the designated seat at the staff table. 7. Delegates should address the assembly as "Mayor Jackson (or Your Worship) and members of Council". 8. Delegates are permitted up to 10 minutes to make their presentations. Additional time will be allowed for questions from Council members. 9. As the background information and presentation have previously been distributed to Council, it is suggested that it not be read aloud, as Council f1lembers will have reviewed the materials and have their copies in front of them. A verbal summary of the material is all that is required.

28 Attachment G Page 1 of 46 The Corporation of Delta " Council Procedure Bylaw No. 5000, 2000 " A consolidation of "Council Procedure Bylaw No. 5000, 2000" incorporating amendments pursuant to Bylaws No & April 19, 2004 THIS CONSOLIDATION IS FOR CONVENIENCE AND REFERENCE PURPOSES ONLY. If there is any discrepancy between this consolidation and the original Bylaw and any amending Bylaws, the original Bylaw No and any amending Bylaws are correct. For confirmation of the exact terms of the Bylaw, you must consult the original Bylaw and the amending Bylaws. Print Date: June 1, 2004

29 Attachment G Page 2 of 46 Bylaw No Table of Contents Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7 Section 8 Section 9 Section 10 Section 11 * * * * Definitions 1.. Interpretation and ~{ppllcatlon Meetings of Council 4. Public and Closed Meetings Presiding Officer 11 Rules of Conduct and Debate Motions 16 Voting 20 Bylaws 22 Communications 24 Hearing of Delegations Schedule A Schedule B Schedule C Schedule D Regular Council Meeting Order of Business 26 Committee of the VI/hole Protocol 27 Public Hearing Protocol 29 Committee Protocol 31 Schedule E Question and Answer Period Protocol Schedule F Teleconferencing Protocol ,'

30 Attachment G Page 3 of 46 THE CORPORATION OF DELTA BYLAW NO A Bylaw to regulate Council meetings and their conduct The Council of The Corporation of Delta, in open meeting assembled, ENACTS AS FOLLOWS: This bylaw may be cited for all purposes as "Council Procedure Bylaw No. 5000, 2000". Section 1 DEFINITIONS 1. Definitions and Interpretations In this Bylaw: Section titles are for reference purposes only and should not be used for interpretation or deemed to add to or derogate from the language of the section. Amend. BL 6259, "Act" means the Community Charter. Amend BL 6259, "Clerk" means the officer assigned th~ Administration under the Act. responsibility of Corporate 1.3 "Committee of the Whole" means a session of a Regular Meeting of Council conducted to provide opportunity to hear and interact with delegations and a greater freedom of debate by Council, as provided by this bylaw. 1.4 "Council" means the Council of The Corporation of Delta.:.---aOO includes "Committee" when dealing with Committee of the 'Nhole. 1.5 "Council Committee" means a select committee or standing committee of Council. as established under sections 141 or 142 of the Act. Amend. BL 6259, ~ "Executive Meeting" means a meeting of Council which is closed to the public pursuant to the Act. 1.7 "Inaugural Meeting" means the first Regular Meeting of Council fo llowing a general local election.

31 Attachment G Page 4 of 46 Bylaw No ~ "Member" means a member of tae--council, the Committee of the Whole or of The Corporation of Delta; or a person appointed to serve 9R-a-a Council CBommittee, as the case may be. to which this bylaw applies. Amend. BL 6259, "Notice Board" means the notice board maintained for display to the public at Delta Municipal Hall, for all purposes as defined by the Act "Presiding Officer" means the Mayor, Acting Mayor, or other person appointed under the Act or this bylaw, who is presiding over a meeting. "Protocol" means a policy adopted by resolution of Council. "Regular Meeting" means an open meeting of Council other than an Inaugural or Special Meeting. "Special Meeting" means a Council meeting other than a statutoryan Inaugural, regular Regular or adjourned meeting. "Special Resolution" means a resolution passed by a two-thirds majority of the elected members of Council.

32 Attachment G Page 5 of 46 Bylaw No Section 2 INTERPRETATION AND APPLICATION 2.1 Rules of Procedure Except as specifically provided, the rules and regulations contained in this bylaw shall be observed in all proceedings of tre--council, and Council Committees of Council, and shall be the rules and regulations for the order and dispatch of business of tfle--council. Items not specifically addressed in this bylaw will follow firstly the guidance of the Act and secondly, the most current edition of Robert's Rules of Order, Newly Revised. 2.2 Suspension of the Rules Council may suspend any provision of this bylaw, except those required by the Act or other statute, by special resolution. 2.3 Irregularity The failure of Council to observe the provisions of this bylaw shall not affect the validity of resolutions passed or bylaws enacted by Council. 2.4 Severance If any portion of this bylaw is held to be invalid by a Court of competent jurisdiction, such invalidity does not affect the validity of the remaining portions of this bylaw. 2.5 Schedules The following Schedules are attached to and form part of this bylaw: Schedule A - Regular Council Meeting Order of Business Protocol Schedule B - Committee of the Whole Protocol Schedule C - Council Committee Protocol

33 Attachment G Page 6 of 46 Bylaw No Section 3 MEETINGS OF COUNCIL Amend 3.1 Inaugural Meeting BL 6259, 2004 ~o llowing a general local election, the first meeting of a newly elected Council shall be held on the first Monday in December in the year in which the election was held. 3.2 Location of Regular Meetings All Regular Meetings of the Council will be held at the Municipal Hall, 4500 Clarence Taylor Crescent, Delta, B.C., unless otherwise determined by Council resolutions. 3.3 Time of Council Meetings 1. The evening session of Regular Meetings of Council will commence at ~7:00 p.m. If required, an afternoon session of the Regular Meeting will be scheduled as determined by the Clerk, in consultation with the Mayor and Chief Administrative Officer. subject to providing notice as outlined in section Public Hearings will commence at 7:00 p.m. 3. Except as provided by Section (Special Meetings) other meetings of Council will commence at times determined by Council resolution. 3.4 Date of Regular Meetings and Public Hearings Council will hold regular meetings and public hearings on dates as set by Council resolution. 3.5 Date, Time and Location of Committee Meetings The date, time and location of the meetings of tre-council Committees of Council shall be determined in accordance with the Council Committee Protocol, attached hereto as Schedule C. attached to this bylaw as Schedule D. 3.6 Notice of Meetings 1. At least 72 hours before a regular meeting of Council, the Clerk must give public notice of the time, place and date of the meeting by way of a notice posted on the Notice Board.

34 Attachment G Page 7 of 46 Bylaw No At least 24 hours before a regular meeting of Council the Clerk must give further public notice of the meeting by: (a) (b) posting a copy of the agenda on the Notice Board; and making copies of the agenda available to members of the public at the Clerk's Office. 3. Council may direct the Clerk to provide additional public notice of a meeting of Council in a manner determined by Council resolution. 4. At least 24 hours before a regular meeting of Council, the Clerk must deliver a copy of the Agenda to each member of Council either personally or to the place the member has directed that notices be sent. 5. Public nnotice of the date. time and location of meetings of Council Committees appointed by Council shall be posted on the corporate website and the electronic schedule displayed in the foyer of Municipal Hall no later than 12:00 noon on the business day before that on which the meeting is to be held.provided in accordance with the Committee Protocol attached to this bylaw as Schedule D. 3.7 Cancellation, Change of Time, Date, Location of Meetings Notwithstanding any other provision of this Section. Council may~ resolution. cancel or change the time, date and/or location of any regular meeting. Public Hearing. or other meeting of ' Council-by resolution, subject to providing notice as outlined in Section 3.a. 3.8 Quorum The quorum for statutory" regular and special...m! meetings of Council shall be four elected members; and for the meetings of Council Committees appointed by Council shall be sufficient to constitute a majority of the persons SG-appointed to the Council Committee. 3.9 Lack of Quorum If there is no quorum within thirty minutes of the time set for the commencement of a duly scheduled meeting, the Clerk or Recording Secretary shall record the names of the members present and the meeting shall then be deemed to be cancelled Order of Business

35 Attachment G Page 8 of 46 Bylaw No The business of the Council shall in all cases be taken up in the order in which it stands upon the Agenda, as prepared by the Clerk, except that, when necessary for the better conduct of business, an item may be taken out of its order by Council resolution. 2. The usual order of business at a Rfegular Mmeeting of Council shall be as set out under the appropriate headings and subheadings identified in the Regular Council Meeting Order of Business attached to this Bylavl as Schedule 'A'Protocol attached hereto as Schedule A New Business A member may raise an item of business not on the Agenda under "New Business" without prior notice or provide a notice of motion in accordance with Section Adjournment or Extension of Meetings In the event that any meeting of Council is still in session at 10:00 p.m., the Presiding Officer shall declare the meeting adjourned to another date and time, unless it is otherwise determined by Council resolution to extend the meeting Committee of the Whole 1. Council may, at a Regular Meeting for which notice has been given that Council will sit as Committee of the Whole, resolve to endorse the Agenda, refer matters on the Agenda to the Committee of the Whole and sit as Committee of the Whole. 2. The rules of procedure and order which govern regular Council meetings shall govern the actions of the Committee of the Whole, except no motion needs to be seconded and the number of times a member may speak on an issue shall not be limited. 3. Subject to the procedures as outlined in sections and , mmatters referred to, and the conduct of the Committee of the Whole shall be in accordance with the Committee of the Whole Meeting Protocol attached hereto as Schedule B.attached to this Bylaw as Schedule 'B' StatutoI'}' Public Hearings

36 Attachment G Page 9 of 46 Bylaw No Subject to subsection (2), Council must not adopt a community plan bylaw or zoning bylaw without holding a public hearing on the bylaw for the purpose of allowing the public to make representation to the Council respecting the proposed bylaw. 2. Council may waive the holding of a public hearing on a proposed zoning bylaw if an official community plan is in effect for the area that is subject to the bylaw and the proposed bylaw is consistent with the plan. 3. The conduct of a Statutory Public Hearing shall be in accordance with the Public Hearing Protocol, as amended from time to time. attached to this bylaw as Schedule "C' Special Meeting 1. The Mayor or, in the absence of the Mayor, the Acting Mayor, may at any time call a Sspecial Mmeeting of Counci l. 2. Two or more members of Council may, in writing, request the Mayor to call a Sspecial Mmeeting of Council. 3. Two or more Council members may call a Sspecial Mmeeting at Council if (a) (b) within 24 hours after receiving a request under subsection (2), the Mayor refuses or neglects to arrange for a Sspecial Council Mmeeting to be held within 7 days after receiving the request, or the Mayor is absent. 4. If a Sspecial Council Mmeeting is called under subsection (3), the members calling the meeting must sign the notice under section Notice of Special Meeting 1. A notice of the day, hour and place of a special meeting must be given at least 24 hours before the time of the meeting by (a) (b) posting a copy of the notice at the regular Council meeting place, and leaving one copy of the notice for each Council member at the place to which the member has directed notices be sent. 2. Each copy of a notice under subsection (1) must be signed by the Mayor or the Clerk.

37 Attachment G Page 10 of 46 Bylaw No Notice of a special meeting may be waived by unanimous vote of all members of Council. Amend 3.17 BL 6259, 2004 / Electronic Meetings and Participation by Members 1. A Special Meeting may be conducted by electronic means (audio, visual or other communication facilities), if necessary to ensure the minimum number of members required are present, for the conduct of the intended business.1 2. A member of Council or a Council Committee who is unable to attend at a Council meeting, Committee of the Whole meeting or a Council Committee meeting, as applicable, may participate in a Regular or Special Meetingthe meeting by electronic means (audio, visual or other communication facilities). if that member is unable to attend in person, due to circumstances beyond the member's control. 3. The facilities used for electronic meetings must permit the meeting participants to hear each other and, except for any part of the meeting which is closed in accordance with section 4.2 of this bylaw, permit the public to hear the participation of all members during the meeting. 4. The conduct of electronic meetings shall be in accordance with the Electronic Meeting Protocol, as amended from time to time Consent Agenda r 1. On a Regular Meeting Agenda, non-controversial, routine items which do not require discussion or debate may be grouped together under a Consent Agenda and dealt with under one resolution of Council., 2. Any member of Council may request that an item included on the Consent Agenda be removed from the Consent Agenda and dealt with separately. 3. The procedures for the ' use of the Consent Agenda shall be in accordance with the Consent Agenda Protocol, as amended from time to time.

38 Attachment G Page 11 of 46 Bylaw No Council Committees The rules of procedure which govern Council Committee meetings shall be in accordance with the Council Committee Protocol attached hereto as Schedule C.

39 Attachment G Page 12 of 46 Bylaw No Section 4 PUBLIC AND CLOSED MEETINGS 4.1 Meetings Must be Open to the Public Subject to section 4.2, a meeting must be open to the public. 4.2 Meetings Which Mayor Must be Closed (Executive Meetings) 1. A part of a Council meeting or a Council Committee meeting may be closed to the public if the subject matter being considered relates to one or more of the following:in accordance with section 90 (1) of the Act. (a) (b) (c) (d) (e) (f) (g) (h) (i) personal information about an identifiable individual who holds or is being considered for a position as an officer, employee or agent of the municipality or another position appointed by the municipality; personal information about an identifiable individual who is being considered for a municipal award or honour, or has offered to provide a gift to the municipality on condition of anonymity; labour relations or employee negotiation; the security of property of the municipality; the acquisition, disposition or expropriation of land or improvements, if council considers that disclosure might reasonably be expected to harm the interests of the municipality; law enforcement, if the Councilor committee considers that disclosure might reasonably be expected to harm the conduct of an investigation under or enforcement of an Act, regulation or bylaw; consideration of 'Nhether paragraph (e) or (f) applies in relation to a matter; litigation or potential litigation affecting the municipality; the receiving of advice that is subject to solicitor client privilege, including communications necessary for that purpose;

40 Attachment G Page 13 of 46 Bylaw No (j) (k) (I) information that is prohibited from disclosure under Section 21 of the Freedom of Jnformation and Protection of Prj'~Gy Af7F, a matter that, under another enactment, is such that the public may be excluded from the meeting; or a matter prescribed by regulation under section of the,44; 2. A part of a Council meeting or a Council Committee meeting to which section 90 (2) of the Act applies must be closed to the public.:. if the subject matter, under another enactment, is such that the public must be excluded from the meeting. 3. If the only subject matter being considered at a Ccouncil meeting or a Council Committee meeting is one or more matters referred to in subsection (1) or (2), the applicable subsection applies to the entire meeting. 4. Before a meeting or part of a meeting is closed to the public, the Ccouncil or Council Ccommittee must state, by resolution: (a) the fact that the meeting is to be closed, and Amend 4.3 BL 6259, (b) the basis under (1) or (2the applicable subsection of section 90 of the Actj on which the meeting or part of the meeting-is to be closed. Minutes of Meetings to be Maintained and Available to the Public 1. Minutes of the meetings of Council shall be: a) legibly recorded b) certified as correct by the Clerk, and c) signed by the Mayor or other member presiding at the meeting or at the meeting at which the minutes were adopted. 2. Subject to subsection 4.3 (3), minutes of the meetings of Council shall be open for public inspection at the Municipal Hall during its regular business hours. 3. Subsection 4.3 (2) does not apply to minutes of a Council meeting, or that part of a meeting, which was closed to the public in accordance with Section 4.2 of this bylaw

41 Attachment G Page 14 of 46 Bylaw No Minutes of Council Committee meetings shall be: a) legibly recorded b) certified as correct by the Committee Clerk c) signed by the member presiding at the meeting or at the meeting at which the minutes were adopted. and d) submitted to Council for information during a Regular Meeting (or Closed Meeting. in accordance with section 4.2 of this bylaw). 5. Except for minutes of a meeting. or that part of a meeting. which was closed to the public in accordance with section 4.2 of this bylaw. minutes of Council Committee meetings shall be open for public inspection at the Municipal Hall during its regular business hours.

42 Attachment G Page 15 of 46 Bylaw No Section 5 PRESIDING OFFICER 5.1 Mayor Shall be Presiding Officer The Mayor shall be the Presiding Officer of the Council. Amend. 5.2 Designation of Acting Mayor BL 6259, At least annually, Council shall, from amongst its members, designate Councillors to serve on a rotating monthly basis, as the member responsible for acting in the place of the Mayor, when the Mayor is absent or otherwise unable to act, or when the office of the Mayor is vacant. 2. Each Councillor designated under subsection 5.2 (1) shall fulfill the responsibilities of the Mayor, during the Mayor's absence. 3. In the event that the Councillor designated under subsection 5.2 (1) is not able to act in the place of the Mayor, the Councillor designated for the next rotation shall be deemed as Acting Mayor, until such time as the designated Councillor becomes available. 4. The Councillor designated under subsection 5.2 (1) or, as required under subsection 5.2 (2) has the same powers and duties as the Mayor in relation to the applicable matter. 5.3 Presiding Officer in Absence of Mayor and Acting Mayor If both the Mayor and the Acting Mayor do not attend within fifteen minutes after the time appointed for a meeting, the Clerk shall call the members present to order and, if a quorum is present, call for a motion for the appointment of one of the members to serve as Presiding Officer during the meeting or until the arrival of the Mayor or Acting Mayor. 5.4 Rights and Restrictions of Presiding Officer The Presiding Officer shall have the same rights and be subject to the same restrictions on participating in debate as other members of the Council. 5.5 Presiding Officer Shall Maintain Order 1. The Presiding Officer shall preserve order, and shall decide questions of order subject to an appeal to the Council.

43 Attachment G Page 16 of 46 Bylaw No When the Presiding Officer decides a point of order, the rule applicable to the case shall be stated if a member so requests. 5.6 Appeal From Decision of Presiding Officer 1. On appeal by a member from a decision of the Presiding Officer, the question as to whether the Presiding Officer is to be sustained must be immediately put by the Presiding Officer and decided without debate. 2. The Presiding Officer must be governed by the vote of the majority of the other members present. 3. If the votes are equal, the ruling of the Presiding Officer will be sustained. 4. The names of the members voting for or against the question must be recorded in the minutes. 5. If the Presiding Officer refuses to put the question under subsection (1), the Council must immediately appoint a member to preside temporarily. The presiding member must proceed in accordance with subsection (1), and a resolution or motion carried under this subsection is as binding as if carried under subsection (1).

44 Attachment G Page 17 of 46 Bylaw No Section 6 RULES of CONDUCT and DEBATE 6.1 Recognition and Speaking Order 1. Every member shall address the Presiding Officer prior to speaking to any question or motion and the members shall confine themselves to the issue before Council. 2. When two or more members wish to speak, the Presiding Officer shall designate the member who has the floor with preference given to the mover and to the seconder of the motion should either or both wish to speak. 3. When the Presiding Officer desires to speak, any member of Council desiring to speak at the same time shall cede to the Presiding Officer. 6.2 Manner of Addressing Council 1. All discussion, questions or comments should be addressed to the Presiding Officer. 2. A person must refer to the Mayor as "Your Worship", "Mister or Madame Mayor", as the case may be, or by the Mayor's surname preceded by "Mayor". 3. A person must refer to a Councillor by that Councillor's surname preceded by "Councillor". 6.3, Rules Respecting Councillors When Speaking Except as otherwise resolved by the Council members present, a member may: 1. Speak only to an item of business on the Agenda and only after being recognized by the Presiding Officer; 2. Not speak to an item on the Agenda until a motion dealing with the substance of the item has been moved and seconded; 3. Speak only once to a matter, except that a member may speak a second time, after all others have had the opportunity to speak: (a) (b) to explain a material part of the member's speech which may have been misunderstood, to ask a question pertinent to the matter under debate.

45 Bylaw No Speak for no more than five minutes at a time; Attachment G Page 18 of Not speak to a matter already disposed of by the Council, except on a motion for reconsideration in accordance with section 7.11 of this bylaw, or the Act. 6.4 Advancing Discussion Members shall promote the timely progress of meetings by adhering to the following guidelines: 1. Any member speaking shall, if called upon by the Presiding Officer to do so, announce whether they are speaking in support of or against the motion or amendment; 2. If the first three speakers have all spoken in support of or in opposition to a motion, the Presiding Officer may call for a speaker to the contrary. If no such speaker is forthcoming the Presiding Officer may call the question without further discussion; and 3. In speaking to any motion or amendment, members shall confine their remarks strictly to such motion or amendment, and shall not introduce irrelevant matters or indulge in tedious repetition. 6.5 Member's Right to Seek Information 1. Any member has the right to seek information relating to any matter before the Councilor related to the affairs of the municipality. 2. Questions shall be addressed to the Presiding Officer or through the Presiding Officer to any other member, or to a member of staff or the public. 3. Questions shall not include any argument or opinion or any facts beyond those necessary by way of explanation. 4. Questions not related to the matter currently under discussion or debate may only be raised as an item under "New Business" on the Agenda. 6.6 Conduct 1. Members shall conduct themselves at all times with behavior respectful of their duties as Councillors and mindful always of the long term results achieved for the benefit and protection of Delta's citizens.

46 Bylaw No Attachment G Page 19 of No member or person attending the meeting may interrupt a member who is speaking, except that a member may raise a point of order or a question of privilege. 3. No member or person attending the meeting may cause a disturbance, disrupt or in any manner unduly delay the conduct or business at a meeting. 4. No member or person permitted or invited to speak on any matter coming before the Council may use rude or offensive language or, by tone or manner of speaking, express any point of view or opinion or make any allegation which, directly or indirectly, reflects upon the public conduct or private character of any person. 5. If any member or person attending the meeting persists in contravening a rule or disobeying a decision of the Presiding Officer, the Presiding Officer may order the person to leave the meeting, but if the person apologizes, the Council may vote to permit the person to remain.

47 Bylaw No Attachment G Page 20 of 46 Section 7 MOTIONS 7.1 Receipt of Motion 1. The Presiding Officer shall receive and submit all motions presented by the members, unless declared out of order. 2. Motions shall be phrased in a clear and concise manner so as to express an opinion or achieve a result and the Presiding Officer may require that motions be put in writing for purposes of clarity. 7.2 Seconded before Debate A motion must be formally seconded before discussion can take place on the motion. 7.3 Recording of Motion The Clerk shall cause every motion that is seconded during a Regular or Executive.mrLmeeting of Council or put during Committee of the Whole to be recorded in the minutes. 7.4 Call for Notice of Motion If a motion is presented under New Business of a meeting and, before debate, a member calls for notice of motion, the motion shall then be placed on the Agenda for a future regular meeting of Council to be held at least two weeks from the date of that meeting. 7.5 Notice of Motion 1. A member may provide a "Notice of Motion" that is to be read to Council by giving a copy of such motion to the Clerk during a regular Council meeting. 2. Such motions shall appear in the minutes of that meeting as a "Notice of Motion" and shall be placed on the Agenda for a future regular meeting to be held at least two weeks from the date of that meeting. 3. No Notice of Motion shall proceed in the absence of the mover, unless moved by another member authorized in writing by the mover to do so.

48 Bylaw No Reading of Motion Attachment G Page 21 of 46 Any member may request the Clerk to restate the question or motion under discussion anytime during the debate, but not so as to interrupt a member while speaking. ) 7.7 Division of Motion The Presiding Officer; at the request of a member, shall divide any motion containing more than one subject or issue. i, 7.8 Motions Permitted While Matter Under Debate 1. When a matter is under consideration, no motion is in order unless to (a) (b) (c) (d) (e) (f) (g) (h) terminate the meeting recess the meeting extend the time of the meeting raise a question of privilege call for the orders of the day lay on the table order the previous question limit or extend the limits of debate (i) postpone the motion definitely, (j) (k) (I) 7.9 Amendments refer the motion to a Council Committee or for report amend the motion, or postpone the motion indefinitely with precedence in the order named. 1. An amendment to a motion must be relevant to its subject matter and must not propose a direct negative to the motion. 2. An amendment must be voted on before the main motion.

49 Bylaw No Attachment G Page 22 of Amendment to an Amendment 1. Only one amendment to a motion may be before the meeting at any time, but an amendment to the amendment may be before the meeting at the same time. 2. The amendment to the amendment must be voted on before the amendment Motion for Reconsideration (of a vote) 1. After a vote has been taken on any question, except one tabling a subject, any member who voted in the majority in the first vote may give notice at the same or next regular meeting of the member's intent to introduce, at the next regular meeting, a motion for reconsideration of the question. 2. The Council shall not discuss the main question unless the motion for reconsideration is passed. 3. A motion to reconsider may not be applied to (a) (b) any vote which has caused an irrevocable action, or a motion to reconsider. 4. The Council shall not reconsider any question more than once. 5. No previous resolution dealt with by Council on any matter shall be reconsidered if the time limit to give notice, referred to in subsection (1), has expired, except by special resolution Motion to Rescind or Renew 1. A motion to rescind a motion which has been passed or to renew a defeated motion may be made subsequent to the meeting at which the motion was passed or defeated, if the rescinding or renewal motion is (a) (b) brought more than one year after the date of the original motion; or brought after a General Local Election which has taken place since the date of the original motion. 2. A motion to rescind may not be applied to: (a) (b) any vote which has caused an irrevocable action; or a motion to rescind or reconsider another motion.

50 Bylaw No Attachment G Page 23 of Inadmissible Motions 1. If the Presiding Officer considers that a motion is contrary to the Act or this Bylaw, the Presiding Officer must inform the Council at once and may refuse to permit debate on the motion or to put the question to the vote. 2. The Presiding Officer must state the reasons for any such refusal.

51 Attachment G Page 24 of 46 Bylaw No Section 8 VOTING 8.1 Decisions of Council by Voting Unless otherwise provided, all acts to be done by the Council, and all other questions, including termination, that come before the Council must be done by voting and decided by a majority of the members present at a meeting. 8.2 When Voting is Called When debate on a motion or question is complete, or upon the passing of a motion for the 'Previous Question', the Presiding Officer shall immediately put the motion to a vote. 8.3 Conduct of Members Once Vote is Called 1. Members who are in the room shall take their places when a vote is called, and shall not leave until the vote has been taken. 2. When a question is being put, no member shall walk across or out of the room, or make any noise or disturbance. 3. After the Presiding Officer has begun to take the vote on a motion, there shall be no further discussion on the motion, nor shall another motion be made until the result of the vote is declared. 8.4 Recording of Vote 1. The manner of determining the decision of the Council on a motion shall be by show of hands. The Minutes shall record the results of the vote as either CARRIED or DEFEATED. 2. Members voting in opposition to the motion shall have their names recorded in the Minutes. 8.5 Abstention Deemed Affirmative A member present at the meeting at the time of the vote, who abstains from voting, is deemed to have voted in the affirmative. 8.6 Equal Votes If the votes of the members present at the meeting are equal for and against a question, the question is defeated and the Presiding Officer must declare this result. 8.7 Council Member Declaration if Not Entitled to Vote 1. If a member attending a meeting considers that he or she is not entitled to participate in the discussion of a matter, or vote on a question in respect of a matter, because the member has a direct or indirect pecuniary interest in the matter or for any other reason, the member must declare this and state the general nature of why the member considers this to be the case.

52 Attachment G Page 25 of 46 Bylaw No After making the declaration the member: (a) (b) (c) must not take part in the discussion on the matter and is not entitled to vote on any question in respect of the matter, must immediately leave the meeting or that part of the meeting during which the matter is under consideration, and must not attempt in any way, whether before, during or after the meeting, to influence the voting on any question in respect to the matter. 3. When the declaration is made (a) (b) the person recording the minutes of the meeting must record the member's declaration, the reasons given for it and the times of the member's departure from the meeting room and, if applicable, of the member's return, and. the Presiding Officer must ensure that the member is not present at the time of any vote on the matter. 4. Whether or not a declaration is made under subsection (1), if a member has a direct or indirect pecuniary interest in a matter, the member must not: (a) (b) (c) participate in the discussion of the matter, vote on a question in respect of the matter, or attempt in anyway, whether before, during or after the meeting, to influence the voting on any question in respect of the matter. 5. Subsection 4 does not apply (a) (b) (c) if the pecuniary interest of the member is a pecuniary interest in common with electors of the municipality generally, if the matter relates to remuneration or expenses payable to one or more members in relation to their duties as members, or if the pecuniary interest is so remote or insignificant that it cannot be reasonably regarded as likely to influence the member in relation to the matter.

53 Bylaw No Attachment G Page 26 of 46 Section 9 BYLAWS 9.1 Title and Bylaw Number All proposed bylaws must have a bylaw number assigned by the Clerk and a concise title indicating the purpose of the bylaw. 9.2 Reading of Bylaws 1. Every bylaw requires three readings before it is finally considered and adopted by Council. 2. Two or more readings of a bylaw may be given in a single motion or all readings may be given individually for each bylaw as follows: (a) (b) (c) first reading, which is by titlemay be by bylaw number only; second reading, which is by title may be by bylaw number only, unless the Council resolves that the bylaw be read in whole; third reading, which is by titlemay be by bylaw number only. 3. A bylaw requiring a public hearing may be referred to a public hearing after second reading.where a Public Hearing is to be held for a bylaw, the Public Hearing must be held after first reading and prior to third reading of the bylaw. 4. No bylaw may be read either in a blank or in an incomplete form. 5. If a bylaw fails to receive a mover and seconder at any reading or at adoption and no outstanding matter applies to it, the bylaw is deemed to have been abandoned, subject only to reconsideration. 6. A bylaw must be given at least one reading before it may be amended. 9.3 Rescinding Bylaw Readings 1. Subject to other enactments, the Council may rescind the most recent reading of a proposed bylaw, other than first reading, and then give the proposed bylaw that reading with or without amendment. ' 2. A resolution is required to rescind a reading of a proposed bylaw, and to amend the proposed bylaw.

54 Bylaw No Adoption of Bylaws Attachment G Page 27 of There must be at least one day between the third reading and the adoption of a bylaw, except that an official community plan or zoning bylaw may be adopted at the same meeting at which the plan or bylaw passed third reading. 2. Once adopted, a bylaw must be signed by the Presiding Officer, of the meeting at which it was adopted, and the Clerk. 9.5 Effective Date of Bylaw A bylaw comes into force on the later of: 1. The date it is adopted by council. 2. A date set by the bylaw. 9.6 Amendment and Repeal Subject to Section 7.11 or other enactments, a bylaw once adopted may only be amended or repealed by a bylaw processed in the same manner as the original bylaw.

55 Attachment G Page 28 of 46 Bylaw No Section 10 COMMUNICATIONS Requirements for Written Communications Any written communications intended for Council or a Council Committee of Council shall be: 1. legible and coherent, 2. signed by, or identified as being from, at least one person who provides a name and mailing address, 3. not libelous, impertinent or improper, and 4. be delivered to the Clerk. Written communications may be submitted to Mayor and Council via atmayor-council@delta.ca. where they are received by the Clerk and routed appropriately Distribution of Written Communications Any correspondence submitted to the Clerk which does not comply with the requirements outlined in Section 10.1 shall be rejected and not be distributed to the Council. If appropriate, written communications may be added to a Regular Meeting agenda, or, if they refer to a matter that is subject to consideration in a closed meeting under section 4.2 of this bylaw, to an Executive Meeting agenda.

56 Bylaw No Attachment G Page 29 of 46 Section 11 HEARING OF DELEGATIONS 11.1 Opportunities to Address Council Persons wishing to address Council may do so during: 1. A Regular Council Meeting, at which the delegation has been scheduled to appear, as approved by the Mayor, in accordance with the Delegation Protocol. as amended from time to time. 2. A Regular Council Meeting in which Council has resolved to meet as Committee of the Whole, in accordance with the Committee of the Whole Protocol attached to this Bylaw as Schedule 'B'-.-l!l accordance with the Committee of the Whole Protocol attached hereto as Schedule B, and with the Delegation Protocol, as amended from time to time. -; 3. A Statutory Public Hearing in order to make representation regarding a proposed community plan or zoning bylawmatter referred to the Public Hearing, in accordance with the Public Hearing Protocol. as amended from time to time. attached to this Bylaw as Schedule 'C'. 4. Other Special Hearings as provided by Council resolution 5. During an informal Question & Answer Period in accordance with the Question & Answer Period Protocol. as amended from time to time. attached to this Bylaw as Schedule 'E'. This Bylaw will come into force on July 4, "Delta Procedure Bylaw No. 2000, 1974", including all subsequent amenqments, is hereby repealed. READ A FIRST TIME the READ A SECOND TIME the READ A THIRD TIME the. 30 th day of May, th day of May, th day of May, FINALLY CONSIDERED AND ADOPTED THE 20 th day of June, "Lois E. Jackson" Lois E. Jackson 'Mayor "Gil Mervyn" Gil Mervyn Municipal Clerk

57 Attachment G Page 30 of 46 REGULAR COUNCIL MEETING ORDER OF BUSINESS ASCHEDULE A SCHEDULE Amendment 8l6137, 2003 PURPOSE To identify the Usual Order of Business for Regular Meetings of Council. ORDER OF BUSINESS I Afternoon Session (If required - Starting at approximately 3:30 p.m.) Agenda Endorsement Matters to be considered by Committee of the Whole Delegations/Presentations (if scheduled) Adoption of Minutes Consent Reports Correspondence Adjournment Reports by Consent II Executive (Closed) Meeting (Starting at approximately 4:30 p.m.) III Evening Session (Starting at approximately 7:00 p.m.) Agenda Endorsement Delegations/ Presentations (if scheduled) Adoption of Minutes Motions on Notice Unfinished Business/ Verbal Updates Bylaws < Bylaws for final adoption (if not by consent) < Bylaws for third reading and final adoption < Bylaws for first and second reading and referral to Public Hearing < Bylaws for first, second and third readings Reports < Council Committee Reports < Administrative Reports < Correspondence < Action Items < I nformation Items

58 i. Bylaw No Attachment G Page 31 of 46 Motions on Notice Correspondence Notice of Motions Enquiries, Other Matters and New Business Termination Note: Meeting times and thethe actual Order of Business may be varied dependant upon the needs of the specific meeting as determined by the Municipal Clerk, in consultation with the Mayor and Chief Administrative Officer, or by Council resolution..

59 Bylaw No Attachment G Page 32 of46 COMMITTEE OF THE WHOLE PROTOCOL 8SCHEDULEB PURPOSE: SCHEDULE To provide procedures for the conduct of the Committee of the Whole of Council. Page 1 of 2 DEFINITION: A "Committee of the Whole" is a session of Council during which delegations from organizations and/or other members of the public are provided the opportunity to make representation to Council regarding a specified topic. The meeting also provides a more informal venue for discussion of items requiring a more open exchange between either staff and/or delegations and members of Council. PROTOCOL: Council may at any regular Regular Mmeeting, for which notice has been given that Council will sit as Committee of the Whole, resolve to endorse the Agenda, refer matters on the Agenda toof the Committee of the Whole and to then sit as Committee of the Whole. Topics to be considered by the Committee of the Whole may be identified by Council, staff or requested by a member of the public or external organization and approved by the Mayor. Topics identified by staff for consideration by the Committee of the Whole shall be communicated to the Chief Administrative Officer (CAO) prior to the proposed meeting date and must be submitted for consideration by Council as a report, in _ accordance with the Guidf3/ines for the Preparation of Reporls to Council. A department wishing to invite a delegation(s) to make representation at a meeting of the Committee of the Whole must communicate its intentions at the time the matter is submitted to the CAO, and obtain the prior approval of the Mayor. A person or external organization wishing to appear before Council to discuss a specific topic must send a written request to the Clerk's Office or liaise through the appropriate department head. All such requests are subject to prior approval of the Mayor. If approved by the Mayor, typically the department will write a report on that topic, introducing the delegation and identifying other related issues staff consider appropriate for discussion at the time the delegation is heard. When submitting the report, the department will suggest a tentative date the report be considered by Council. - I Reports to Council asas Appearances before Committee of the Whole may be rescheduled due to the size of the Agenda and/or priorities. The tentative date and final date, once confirmed, will be communicated to the delegate(s) by the Municipal Clerk.

60 8ylawNo Attachment G Page 33 of 46 Delegates are permitted up to ten minutes for their presentations. provided for questions from Council. Additional time is

61 Bylaw No Attachment G Page 34 of46 COMMITTEE OF THE WHOLE PROTOCOL (cont.) SCHEDULE B Page 2 of 2 Persons who wish to speak to a specific item on the Agenda should register v/ith the Clerk's Office, in person or by phone, by 12 noon of the day of the meeting. A speakers list 'Nill be prepared by the Clerk's Office and circulated to the members of Council, Chief Administrative Officer, and Department Heads, immediately prior to the meeting. Other persons attending the meeting who wish to speak will also be afforded the opportunity to be heard, at the discretion of the Presiding Officer, following the hearing of the pre registered speakers. The Presiding Officer of the Committee of the Whole shall be the person serving as the Presiding Officer of the meeting of Council from which it was established-=----; The rules of procedure and order which govern Regular Meetings of Council shall govern the actions of the Committee of the Whole except that the number of times a member may speak is not limited. A motion put forward during Committee of the Whole need not be seconded. Once Council rises from Committee of the Whole, matters adopted by the Committee of the Whole must be considered by Council sitting in a Regular Meeting. No resolution of the Committee of the Whole is binding unless approved by Council sitting in a Regular Meeting. Council may adopt all the resolutions of the Committee of the Whole in a single resolution. Times allotted for presentations and discussion of topics are as follows, unless otherwise directed by Council resolution: Staff and external delegations: iy1embers of public on the Speakers' List: 10 minutes 5 minutes each ;' Before addressing the Committee, speakers must publicly state their name and residential address. Speakers must address their comments to the Presiding Officer, may only address issues related to the items contained on the Agenda and are not permitted to raise or speak to items not specifically identified. The rules of procedure and order which govern Regular Council Meetings shall govern the actions of this Committee except that the number of times a member may speak is not limited..at motion put forward during "Committee of the VVhole" need not be seconded.

62 Attachment G Page 35 of 46 COUNCIL COMMITTEE PROTOCOL SCHEDULE D ~dmert , 2003 SCHEDULE C Page 1 of 5 PURPOSE: To provide procedures for the establishment and conduct of of committees of Council Committees. DEFINITION: A committee of Council Committee may be a standing committee, established and appointed by the Mayor, or a select or other committee, appointed by Council, to consider or enquire into any matter and report its findings and opinion to Council. This protocol does not apply to the Committee of the Whole of Council. PROTOCOL: 1. Establishment of Council Committees 1.1 The Mayor may establish standing committees for matters the Mayor considers would be better regulated and managed by committee, and for that purpose may provide for appointment as members of a standing committee persons who are not Council members. At least one half of the members of a standing committee must be Council members. 1.2 Council may appoint a select or other committee to consider or enquire into any matter and - to report its findings and opinion to' Council. When a committee is established, Council will, by resolution (or bylaw, if required by the A6t applicable legislation): a. name the Council Ceommittee; b. establish the terms of reference for the Council Ceommittee; c. establish the composition of the 'Council Ceommittee and term of appointment of the Council committee Committee members; d. establish the requirements for reporting to Council; and, e. allocate any necessary budget or other resources required to support the activities of the Council CGommittee. 2. Term of Appointment 2.1 Council CGommittee members shall be appointed for a one year term (unless otherwise determined by Council). 2.2 Council Committee appointments shall continue until a successor has been appointed by Council.

63 Bylaw No Attachment G Page 36 of 46 COMMITTEE PROTOCOL (cont.) ~dment Dl 6137, 2003 SCHEDULE D Page 2 of Council may remove a member of a Council Csommittee by resolution. ' 2.4 Council shall appoint members to fill vacancies on select or other Council Csommittees for the unexpired term of former members Any member who is absent for three consecutive meetings. without providing reasonable cause to the Presiding Officer in advance of the meeting. will be deemed to have resigned. 3. Appointment of Presiding Official 3.1 Every committee Council Committee shall have a Presiding Officer and Alternate Presiding Officer The Presiding Officer of a Standing or Select Committee shall be a Council appointee If no Presiding Officer is appointed by Council, the Clerk assigned to the committee shall be responsible for calling the first meeting. The members of the Council Csommittee will elect a Presiding Officer and Alte~nate Presiding Officer as the first item of business at the first meeting. 3.4 If both the Presiding Officer and Alternate Presiding Officer are absent from any meeting, an acting Presiding Officer shall be chosen from among those members present. 4. Meetings 4.1 Meetings of the committee Council Committee shall be held as determined by Council resolutionthe Council Committee's terms of reference and/or as scheduled by the committeecouncil Committee. Special meetings may be called by the Presiding Officer. I 4.2 A majority of the members of a committee Council Committee may in writing require the Presiding Officer to call a meeting. If the Presiding Officer is absent or refuses to call a meeting, the Clerk shall call the meeting. 4.3 Public Notice of the date. time and location of au-council Csommittee meetings shall be posted on the Notice Boardcorporate website and the electronic schedule displayed in the foyer at tre-municipal Hall, no later than 12 noon on the business

64 Bylaw No Attachment G Page 37 of 46 day before that on which the meeting is to be held. 4.4 All Council Committee meetings must be open to the public. unless the topic relates to a subject included in Section 90 of the Communitv Charter (the Act.) Before a meeting or part of a meeting is closed to the public the Council Committee must state by resolution:. a. the fact that the meeting is to be closed; and. b. the basis under which. as defined by the Act. the meeting is to be closed. 4.5 A quorum of any Council Committee is a simple majority of the members appointed to the Council Committee. 4.6 If there is no quorum within thirty minutes of the time set for the commencement of a duly scheduled meeting. the meeting shall be deemed as cancelled. If desired by the members present. however. the meeting may proceed for information purposes. Any decisions made at such an informal meeting must be brought forward as recommendations for consideration and ratification at the next meeting of the Council Committee.. 4A-4.7The Mayor shall be an ex-officio member of all committeescouncil Committees, with the right to make motions, speak and vote, and when present, shall be counted in determining a quorum. 4..a Any Council member who is not a member of the committee Council Committee may attend a meeting and enter into debate, but is not counted as part of a quorum, nor has the' right to make motions or have a vote. 4.9 Minutes of Council Committee meetings shall be: a) legibly recorded; b) certified as correct by the Committee Clerk; and c) signed by the member presiding at the meeting or at the meeting at which the minutes were adopted. 4.6 All committee meetings must be open to the public, unless the topic relates to a subject included in Section of the Act. Before a meeting or part of a meeting is closed to the public the committee must state by resolution: a. the fact that the meeting is to be closed; and, b. the basis under which, as defined by the Act, the meeting is to be closed.

65 Attachment G Page 38 of46 Bylaw No A quorum of any committee is a simple majority of the members appointed to the committee. 4.8 If there is no quorum within thirty minutes of the time set for the commencement of a duly scheduled meeting, the meeting shall be deemed as cancelled. If desired by the members present, however, the meeting may proceed for information purposes. Any decisions made at such an informal meeting must be brought forward as recommendations for consideration and ratification at the next meeting of the committee. 5. Rules of Procedure 5.1 AU-Except as specifically provided, all Council committees Committees appointed by Council shall conduct their business in accordance with this Council Procedure Bylaw 5000,2000, as amended from time to time.bylaw. I 5.2 A Council Committee may appoint one or more subcommittees to consider or enquire into any matter which falls within its terms of reference and report its finding back to the committee. 5.3 A committee Council Committee may invite other persons to participate in making presentations and/or serving on sub-committee(s) of the committeecouncil Committee, in order to benefit from additional expertise. 5.4 If any member requests a recorded 'Iote, the names of members 'Nho 'Iote for and those who 'Iote against the question shall be entered in the minutes. 5-:5.4 No action of any Council Ceommittee, except where power to act is expressly conferred on the committeecouncil Committee, shall be binding on the Corporation, unless Council has approved such action. ~dmert BL 6137, 2003 Page 4 of 5 6. Conflict of Interest 6.1 A conflict of interest is deemed to exist when:committee members must avoid conflicts of interest where: I. A Council Ccommittee member is a director, member or employee of an organization seeking benefit from the Corporation upon which the committee will make a recommendation.

66 II. Attachment G Page 39 of 46 The committee Council Committee member has a direct or indirect pecuniary interest in the outcome of committee Council Committee deliberations. 6.2 A conflict of interest does not exist if: I. The pecuniary interest of the member is a pecuniary interest in common with members of the municipality generally; or, II. The pecuniary interest is so remote or insignificant that it can not reasonably be regarded as likely to influence the member in relation to the matter. I 6.3 Where a conflict of interest exists, Council Ccommittee members: I. Are not entitled to participate in the discussion of the matter or to vote on a question in respect of the matter; II. III. Must declare to the committee Council Committee that a conflict exists; and, Must absent themselves from the meeting during consideration of the issue to which the conflict relates. 6.4 A member's declaration of a conflict and their exit and return to the meeting shall be noted in the minutes. 7. Reporting Procedures 7.1 All Council C60mmittees shall report to the Council: a. A proposed work program for presentation and approval by Council; b. On all matters referred to them by the Council; c. Where approval of Council is required for a specific action or initiative; and, d. Where, in the opinion of the committeecouncil Committee, the interests of the Corporation so require. Page 5 of Council Committees with council appointees shall report to Council through the Presiding Officer of the committee; committees without a council appointee shall report through the department assigned to support the committee. 7.3 Any sub-committees struck by a committee shall report to Council through the committee Council Committee by which the subcommittee was established. A1 erdmori 8b 6259, Minutes of Council Committee meetings shall be submitted to Council for information during a Regular Meeting (or Closed Meeting, in accordance with Section 4.2 of this bylawcouncii Procedure Bylaw 5000, 2000, as amended from time to time) for information.

67 Attachment G Page 40 of 46 A.mendment , The minutes and/or reports of sub-committees may be attached to the minutes referred to in subsection Council Committee AttendanceRemuneration 8.1 Council Committee members will serve without remuneration, but will be reimbursed for "out-of-pocket" expenses incurred in performing their duties. 8.2 Council Committee member expenditures must be pre-authorized by the Municipal Clerk or designate. 8.3 Any member who is absent for three consecutive meetings, without providing reasonable cause to the Presiding Officer in advance of the meeting, wi ll be deemed to have resigned.

68 Attachment G Page 41 of 46 IT IS PROPOSED THAT THE FOLLOWING SCHEDULES BE UPDATED AS INDICATED AND BE DETACHED FROM THE BYLAW. THEY WOULD BE ADOPTED AS PROTOCOLS BY COUNCIL RESOLUTION.

69 PUBLIC HEARING PROTOCOL PURPOSE: Attachment G Page 42 of 46 SCHEDUlE C Page 1 of 2 To provide guidelines for the procedures of and the participation in Public Hearings of Council. DEFINITION: A "Public Hearing" is a statutory requirement under Section section 890 of the Municipal Local Government Act. Unless waived in accordance with section 890(4) of the Local Government Act. aa Public Hearing must be held after the second first reading, and before. trep rior to third reading, of an Official Community Plan --Gf~ Zoning Bylaw amendment or a Land Use Contract amendment bylaw. Public Hearings may also be used to obtain public input regarding Development Permits. Development Variance Permits and Liquor Licences or Liquor Licence amendments. During a Public Hearing, Council acts in a quasi-judicial role for purposes of allowing the public to make representation on matters contained within the bylawreferred to the Public Hearing. Bylaws. permits or other matters relating to a single development project that were referred to a Public Hearing are usually dealt with at the same time. PROTOCOL: All persons who believe that their interest in property is affected by a proposed ByQy-law ~ permit or other matter referred to a Public Hearing must be afforded a reasonable opportunity to be heard or to submit provide written submissions. Rules of procedure at the Public Hearing sha ll be in accordance with this protocol, except as modified by the Chair of a Public Hearing as considered necessary. pursuant to the authority granted under section 890(3.1) of the Local Government Act. Speaking and Non Speaking Lists will be available for the public to sign in the foyer of the Municipal Hall approximately one hour prior to the appointed time of the start of the Public Hearing. For those persons who do not. sign the lists, or arrive too late to sign the lists, the Presiding Officer shall ask three times, "Are there any other persons wishing to speak to this By law", before declaring that the hearing on that particular bylaw is closed. I J.I 1 I I. The usual Order of Business at a Public Hearing will proceed as follows for each bytawproject: Introduction of the Bylaw bylaw(s). permit(s) or application(s) by the Clerk Presentation by staff Questions of Council to staff Opportunity for ppresentation by the applicant Questions of Council to the applicant Speakers for) against the Bylaw Questions of Council to the speakers (as required after each speaker) Questions of Council to the applicant and/or staff

70 Attachment G Page 43 of 46 PUBLIC HEARING PROTOCOL (cont.) SCHEDULE C Page 2 of 2 Each speaker should state his/her name and address and print same on the speakers' list provided. For Public Hearings where a large number of speakers is anticipated, the Mayor may elect to establish advance registration for the speakers' list. Persons wishing to speak must register in person on the speakers' list and will be heard in the order in which their names appear. Each speaker will be allowed up to five minutes to address Council regarding the bylaw project under consideration. Council members who are asking questions of a speaker shall limit themselves to seeking clarification or additional information directly related to the Bylaw project under question, and shall avoid engaging the speaker in debate on the merits of the Bylawproject. PUBLIC HEARING PROTOCOL (Gont.) SCHEDULE C Page 2 of 2 Written subrl1issions received prior to the Public Hearing shall be circulated to Council and recorded as part of the official record by the Clerk. Submissions received during the Public Hearing will form part of the official record. An audio visual recording of Public Hearings is broadcast by live video streaming and archived on Delta's website. If a member of the general public is disrupting a meeting, the Presiding OffioerChair may order that such person be removed from the Counoil Chambervenue and/or may order that the Public Hearing be recessed until the matter has been dealt with. If there is no one present to speak to a proposed Bylmvproject, Council may hear an introduction of the matter, ask relevant questions and then move that the hearing on that Bylaw project be closed. When the Presiding OffioerChair considers that reasonable opportunity has been provided for all who wished to make submissions and be heard, and there are no other bylaws projects to be considered, the Presiding OfficerChair may call for a motion to terminate the

71 Hearing. Attachment G Page 44 of 46 Once the hearing for a project is closed, Council may not receive additional information from the applicant or the public regarding any of the bylaws, permits or other applications that were the subject of the Public Hearing, unless it is prepared to hold another Public Hearing. Council may receive clarification for an issue raised at the Public Hearing, however, Council may not receive any new information until after final adoption of the bylaws and/or approval of the project. I <

72 Bylaw No Attachment G Page 45 of 46 QUESTION AND ANSWER PERIOD PROTOCOL SCHEDULE E PURPOSE: To provide guidelines for the conduct of a Question and Answer Period. DEFINITION: The Question and Answer Period is to provide the public access to Council in order to obtain information regarding the business of the Corporation and is held for the 15 minutes prior to the start of the regular Evening Session of Council (normally at 6:45 p.m.). PROTOCOL: 1. A speaker must be a property owner, resident of the municipality and/or a person who is deemed to be directly affected by the matter to be addressed, in order to participate in the Question and Answer Period. ~Persons wishing to speak must register to do so. Speaker registration will be available outside the Council Chamber at the Municipal Hall (or other venue where the Regular Meeting is scheduled to be held, as the case may be) on the day of the meeting from 6:00 p.m. until 6:30 p.m..:h available at the Municipal Hall on the day of the meeting from 3:00 p.m. until 6:30 ~ ~Speaker registration will not be carried forward from meeting to meeting. Persons that have registered but not addressed Council at the end of Question & Answer Period, will be advised to return to the next Regular Meeting and re-register to speak, or may submit their questions for subsequent written response. 2-:-4 4. Precedence will be iven to s eakers who are addressin a matter which is on that evening's Regular Meeting agenda. I ~, 2-:-LSpeakers must submit their questions in writing to the Clerk in advance of speaking. Forms will be provided by the Clerk for this purpose. ~LSpeakers must respect the need for Council Meetings to proceed in a timely fashion and must proceed according to these guidelines: a. address the Presiding Officer when speaking; b. state their name and residential address, prior to presenting their question to Council; c. speak clearly and concisely into the microphone at the "Speakers Podium", when and where one is available; and d. agree to speak for not more than three minutes and to speak only once during the period (unless invited by Council to extend the discussion). 76. Speakers are required to ask a question and are not permitted to make a speech. A speaker will be ruled out of order if speaking to matters of current litigation or legal action against The Corporation of Delta or matters that were the subject of a concluded pub lic hearing. A speaker making political statements, using rude and/or obscene language or defamatory comments or speaking about a bylaw from a closed public hearing will also be ruled out of order.