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MUNICIPALITY OF THE COUNTY OF ANNAPOLIS
POLICY AND ADMINISTRATION MANUAL
Policy 116
Subject
Council Procedures and Committees
Policy 116 Council Procedures and Committees
Page 1 of 4
GENERAL
1. This policy is referred to as "Council Procedures and Committees Policy."
AUTHORITY FOR POLICY
2. Sections 19-24, Municipal Government Act, as amended
DEFINITIONS
3. Except as defined below, terms used in this policy shall have the same meaning as in
the Municipal Government Act, or as their context applies according to a dictionary of
the Canadian language.
a) "member" means any person appointed to a committee.
RULES OF PROCEDURE
4. This policy shall apply for all council and committee meetings.
5. The rules contained in the current edition of Robert's Rules of Order Newly Revised,
12th Edition, shall apply in all circumstances except when not inconsistent with
provincial legislation or the bylaws, policies or procedures of the municipality.
MEETINGS
6. COMMITTEE OF THE WHOLE - regular meetings shall be held on the second
Tuesday of each month commencing at 10:00 a.m. in the council chamber of the
Municipal Administration Building, 752 St. George Street, Annapolis Royal, N.S.
7. MUNICIPAL COUNCIL - regular meetings shall be held on the third Tuesday of each
month commencing at 10:00 AM in the council chamber of the Municipal
Administration Building, 752 St. George Street, Annapolis Royal, N.S.
8. COMMITTEES OF COUNCIL - may meet on an agreed upon regular schedule
(posted on the county's website) or at such time and place as agreed upon by a
majority of committee members.
9. Notice is not required for regular council and committee meetings held on the normal
date and at the normal time / place.
10. Notice is required for special meetings or regular meetings held on a different date or
at a different place / time by providing notice to members and posting three or more
days in advance at the municipal office(s) and on the county website.
11. No regular council or committee meetings shall be scheduled during the month of
August.
12. All meetings shall be open to the public and no person shall be excluded except for
improper conduct at the discretion of the chair.
13. Council and committees may meet in closed session (in camera) to discuss
confidential matters as permitted by the Municipal Government Act and regulations.
MUNICIPALITY OF THE COUNTY OF ANNAPOLIS
POLICY AND ADMINISTRATION MANUAL
Policy 116
Subject
Council Procedures and Committees
Policy 116 Council Procedures and Committees
Page 2 of 4
VIRTUAL MEETINGS
14. Council and committee meetings may be conducted by electronic means as permitted
by the Municipal Government Act and regulations. At least two days prior to the
meeting, notice must be given to the public respecting the way in which the meeting
is to be conducted in accordance with the requirements of the Municipal Government
Act and regulations.
15. A councillor or committee member may participate in a meeting by electronic means
as permitted by the Municipal Government Act and regulations. The member shall be
deemed to be present and shall be counted for quorum.
16. If unanticipated technological problems prevent a councillor or committee member
from participating in a meeting in its entirety, they shall be considered absent from the
meeting and shown as absent with permission.
17. If a member becomes disconnected from the meeting due to technical problems, the
minutes shall reflect they left the meeting at the time of the disconnection.
COMMITTEES OF COUNCIL
18. Municipal Council may establish committees to perform the duties conferred on them
by the Municipal Government Act, other provincial statutes, and bylaws or policies of
the municipality.
19. Standing committees work on a continuous basis and members are appointed for
two years commencing in November following each municipal general election or bi-
annual election anniversary. These committees include:
a) Annapolis County Source Water Protection Advisory Committee - membership and
mandate by policy
b) Audit Committee - membership and mandate by policy
c) Climate Change Action Plan Committee - membership and mandate by policy
d) Committee of the Whole - Acts in an advisory capacity to council, and receives
reports or recommendations from staff, boards and committees. The chair of the
Committee of the Whole is the deputy warden, and the secretary is the clerk (or
designate). Committee of the Whole takes action on such matters as are delegated
to it including but not restricted to:
1) periodic review of bylaws and policies and such consideration shall be deemed
as fulfilling the requirement for seven days' notice to municipal council; and
2) exercising authority pursuant to Part XV-Dangerous or Unsightly Premises of
the Municipal Government Act that is not delegated to the administrator, as set
out in relevant policy.
e) Fences Arbitration Committee - Mandate and membership is pursuant to Section
4 of the Fences and Detention of Stray Livestock Act. Annual honorarium for the
Nova Scotia Federation of Agriculture appointees shall be $50 per meeting
attended. If committee does not meet during the calendar year, appointees shall
receive an honorarium of $50.
MUNICIPALITY OF THE COUNTY OF ANNAPOLIS
POLICY AND ADMINISTRATION MANUAL
Policy 116
Subject
Council Procedures and Committees
Policy 116 Council Procedures and Committees
Page 3 of 4
f) Fire Services Committee - Mandate is to advise and make recommendations
concerning fire services funding and such other matters as are necessary and
expedient for the provision of fire suppression and prevention services in the
municipality. Membership consists of two councillors and two or more invited
representatives of the Annapolis County Fire Services Executive.
g) Physician Recruitment & Retention Committee - Mandate includes supporting
community recruitment and retention activities for medical personnel: physicians
and nurse practitioners. Membership consists of four councillors.
h) Planning Advisory Committee - membership and mandate by policy
i) Nominating Committee - Mandate of the committee is to recommend appointments
of councillor or citizen members to committees, working groups and boards. Four
members form the inaugural Nominating Committee, including the Warden. This
committee shall be chaired by the Warden.
20. Ad Hoc Committees of Council - may be established by council as deemed
necessary and advisable to provide input on matters of timely consideration. Such
committees shall be for a limited time period, not exceeding one year, and cease to
exist as soon as council receives and accepts a final report.
PROVISIONS FOR COMMITTEES OF COUNCIL
21. The following provisions shall apply to all Committees of Council, except where a
policy specifically provides otherwise:
a) Members appointed to committees serve at the pleasure of council.
b) Council may, through a recommendation from the Nominating Committee, appoint
replacement members should a member resign or become no longer eligible for
appointment during the term of their appointment.
c) Except as otherwise determined by statute, bylaw or policy, every person shall be
qualified for appointment as a citizen member who meets the qualifications of the
Citizen Appointments to Committees Policy.
d) Unless otherwise determined by statute, bylaw or policy, municipal council may
appoint a person to serve as chairperson of a committee, upon recommendation
of the Nominating Committee.
e) If municipal council does not appoint a chairperson, the committee shall elect a
chairperson from one of its members.
f) A quorum for the committee shall consist of a majority of the members appointed
to the committee by municipal council at the time of each meeting.
JOINT AND REGIONAL COMMITTEES
22. Municipal Council shall appoint councillors to serve as members on the following joint
or regional committees / working groups:
- Annapolis County Inter-municipal Working Group (2 council members)
MUNICIPALITY OF THE COUNTY OF ANNAPOLIS
POLICY AND ADMINISTRATION MANUAL
Policy 116
Subject
Council Procedures and Committees
Policy 116 Council Procedures and Committees
Page 4 of 4
- Annapolis County Joint Police Advisory Board (2 council members)
- Inter-municipal Working Group for Valley Waste and Kings Transit (1 council
member / 1 alternate council member)
- Regional Emergency Management Organization Advisory Committee (2 council
members including Warden or designate)
REPEALS
- AM-1.2.0.1 Council Videoconferencing Policy, adopted by Municipal Council of the
County of Annapolis on April 19, 2022, is hereby repealed.
- Policy 116 Committees of Council and Council Meetings-Procedures, adopted by
Municipal Council of the County of Annapolis on Sept. 17, 2024, is hereby repealed.
Municipal Clerk's Annotation for Official Policy Book
I certify that this policy was adopted by Municipal Council as indicated below:
Seven (7) Day Notice ................................................................ January 14, 2025
Council Approval ...................................................................... January 21, 2025
Chris McNeill
January 21, 2025
Chief Administrative Officer Date
At Annapolis Royal Nova Scotia