HomeMy WebLinkAboutCRPS-07-028 - Amending Procedural By-law - Presentations at Council meetings1
~ ~, ~
~T~~ ~~R
Corporate Services
Report To: Chair Vrbanovic and Members of the Finance & Corporate
Services Commitee
Date of Meeting: February 19, 2007
Submitted By: R. Gosse, Director of Legislated Services/City Clerk
Prepared By: R. Gosse
Ward(s) Involved: n/a
Date of Report: February 12, 2007
Report No.: CRPS-07-028
Subject: AMENDING PROCEDURE BY-LAW - PRESENTATIONS AT
COUNCIL MEETINGS
RECOMMENDATION:
That Chapter 25 of the Municipal Code (Procedural By-law) be amended to include
`Presentations' as part of Article 5, Orders of Proceedings Agendas and 1Vhnutes, as outlined in
Corporate Services report CRPS-07-028.
BACKGROUND:
On occasion, staff, consultants and other government agencies make presentations to Council
yet the Procedural By-law in its current form, doesn't have provision to allow this to happen. In
these cases, the person is listed as a delegation and as such, should be treated like all
delegations including the limitation of 5 minutes for their presentation.
REPORT:
The Procedural By-law is specific in what can be listed on the Council agendas and include the
following headings:
Adoption of Minutes
Communications and referral of such
Delegations
Report of Committees
Unfinished Business
New Business
Questions/Answers
By-laws 1St reading
Committee of the Whole
By-laws 3rd reading
Adjournment
The By-law also contains specific provisions and/or criteria for each of the headings on the
agenda. The criteria listed under `Delegations' is meant to deal with members of the public who
wish to speak to Council and does not address the criteria should a member of staff or a
consultant wish to make a presentation to Council. Additionally, there has been times when
another government or agency has requested to make presentations to Council such as, the
proposed Light Rail Transit and again, these persons have been listed as a delegation and
Council has had to disregard the provision of limiting the presentation to 5 minutes.
To address this shortcoming with the Procedural By-law and allow presentations to Council, it is
being proposed to amend the By-law by adding another heading `Presentations' with the
following criteria:
A Presentation is defined as information being provided verbally and may include the
use of presentation medium such as Power Point, overheads, video, slide show etc.. In
addition, a Presentation would include presenting awards or gifts to or from the City of
Kitchener.
Presentations may be given at a regular or special meeting of Council only when it is
considered to be appropriate to do so as opposed to giving the presentation to a
Standing Committee of Council. Emphasis will be to encourage the presentation at
committee meetings.
Presentations may be given by City of Kitchener staff, a consultant retained by the City,
staff and/or representative from another government or government agency or, any
person/organization invited by Council to provide a presentation.
A hard copy version of the presentation is to be provided for inclusion with the agenda in
order to provide information to the public. A hard copy version could include a report,
memorandum and/or a printed version of a presentation medium. When the presentation
includes an electronic medium, a copy of that medium will be provided as part of the
electronic agenda.
The intent of the proposed amendment is to allow presentations to Council but not to divert
presentations that would normally be made to a committee of Council. In addition, a verbal
presentation should not be given in place of a written report as it is the written report that
provides the public with information and not just those in attendance at the Council meeting.
FINANCIAL IMPLICATIONS:
n/a
R. Gosse - Director of Legislated Services/City Clerk