110-002 Council and Committee Meeting Proceedings Policy
Wolfville, Nova Scotia
· adopted 2025-09-23
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Policy No. 110-002
Council and Committee Meeting Proceedings Policy
POLICY
359 Main Street | Wolfville, NS B4P 1A1 | t 902.542.5767 | f 902.542.4789
wolfville.ca
Page 1 of 24
Council and Committee Meeting Proceedings Policy
Policy Number:
110-002
Supersedes Policy Number:
N/A
Effective Date:
2025-09-23
Approved by Council Motion:
16-09-2025
1.0 Purpose
For any organization to function smoothly, it is critical that all members clearly understand its
governing rules and operating principles. The Council and Committee Meeting Proceedings Policy
outlines the operating principles and procedures for Council and Committees of Council as listed
in Section 5.1.1 of Committees of Council Policy #110-001 for the Town of Wolfville.
The objectives of the Policy are to clearly communicate the procedures to be used for Council
and Committees of Council in the execution of all business for the Town of Wolfville relating to
meeting protocol, election of officers, conflict of interest, public input, public presentations, rules
of order and debate, motions and voting, choices in governance by bylaw, policy or resolution,
and provide a guide to procedural motions.
2.0 Scope
This policy applies to all meetings of Town of Wolfville Council and Committees of Council unless
stated otherwise.
3.0 References
3.1
Municipal Government Act
3.2 Municipal Conflict of Interest Act
3.3 Committees of Council Policy #110-001
3.4 Code of Conduct for Elected Municipal Officials Policy #110-011
3.5 Council & Committees of Council Virtual Meeting Policy #110-014
3.6 Deputy Mayor Policy #110-003
4.0 Definitions
4.1
Abstain is when a member who is lawfully entitled to vote chooses not to exercise
their right to vote on a matter.
4.2
Agenda is the specific items of business to be dealt with at a meeting. Items are
placed on the agenda in the sequence defined by the order of business.
Policy No. 110-002
Council and Committee Meeting Proceedings Policy
POLICY
359 Main Street | Wolfville, NS B4P 1A1 | t 902.542.5767 | f 902.542.4789
wolfville.ca
Page 2 of 24
4.3
CAO is the Chief Administrative Officer of the Town of Wolfville (or designate in an
Acting capacity).
4.4
Chair is the person officially appointed or elected to lead a Council or Committee of
Council.
4.5
Clerk is the Town Clerk of the Town of Wolfville or designate.
4.6
Committee is any Committee of Council.
4.7
Conflict of interest is any matter that may have a direct or indirect conflict with the
matter under consideration as defined by the Municipal Conflict of Interest Act.
4.8
Council is the Council of the Town of Wolfville.
4.9
In Camera means closed proceedings to the public under strict and limited conditions
as authorized by legislation.
4.10 Improper conduct is behaviour that obstructs in any way the deliberations and/or
proper action of Committee or Council.
4.11 Majority is a number greater than half of the total.
4.12 Motion is a proposal or suggestion that becomes a Resolution or decision only after
it's passed.
4.13 Personnel are the employees of the Town of Wolfville (excluding elected officials).
4.14 Point of order is a matter that a member considers to be a departure from, or
contravention of, the rules, procedures and/or generally accepted practices of
Council.
4.15 Point of personal privilege is a matter that a member believes questions their
integrity and/or the integrity of the Council.
4.16 Policy Matter is a matter covered by a policy and includes anything Council may need
to make decisions about on a regular or repeated basis, and where Council wants to
give direction or set rules for how they or staff should make those decisions.
4.17 Presiding Officer is the person presiding over a meeting and may also be referred to
as "chair".
4.18 Public Input is a period of time during public meetings when members of the public
can offer their comments and feedback.
4.19 Quorum is the number of members required to make decisions at the meeting. A
majority (more than half the total number) of the total number of voting members at
Council or Committee meetings equals a quorum.
4.20 Regular meeting is a scheduled meeting held in accordance with the approved
calendar/schedule of meetings.
4.21 Resolution is a motion that has been passed, and it is now an official decision.
5.0 Policy
5.1
Application
5.1.1. The rules of procedure contained in this policy shall be observed in all
proceedings of Council and Committees of Council and shall be the rules for the
Policy No. 110-002
Council and Committee Meeting Proceedings Policy
POLICY
359 Main Street | Wolfville, NS B4P 1A1 | t 902.542.5767 | f 902.542.4789
wolfville.ca
Page 3 of 24
order and dispatch of business in Council and Committees of Council.
5.1.2. All points of order or procedure for which rules have not been provided for in
this policy shall be decided by the presiding officer/chair in accordance with
the rules of parliamentary law as contained in "Robert's Rules of Order", 12th
edition, providing it is feasible, otherwise the CAO will make a
recommendation on how to proceed.
5.2
Presiding Officer
5.2.1 The mayor shall be the presiding officer/chair at all council meetings, unless
unavailable, in which case the deputy mayor shall be the chair/presiding officer.
5.2.2 The deputy mayor shall be the presiding officer/chair at the Committee of the
Whole meeting unless unavailable, in which case the mayor shall be the
chair/presiding officer.
5.2.3 If the mayor and deputy mayor are absent for a Committee of the Whole or
regular Council meeting, the remaining members present can elect a presiding
officer/chair from among themselves for that meeting, providing there is
quorum. The process to follow is:
i.
Clerk confirms quorum is achieved and the meeting can legally take place.
ii.
CAO or Clerk calls the meeting to order for the purpose of electing a
presiding officer/chair.
iii.
Council members present vote to choose a member to act as presiding
officer/chair for that meeting only. This vote is decided by simple majority.
iv.
Once elected, the temporary presiding officer/chair takes over and the
meeting continues as usual.
5.2.4 As per Committees of Council Policy #110-001 (sections 5.2.6 and 5.2.7), the
presiding officer/chair and vice chair of all committees of council except for
Committee of the Whole as noted in 5.2.3 above will be served by a seated
member of council.
5.2.5 It shall be the duty of the presiding officer/chair to:
i.
Open the meeting by taking the chair, calling the members to order and
announcing the business before the assembly and the order in which it is
to be acted upon.
ii.
Ensure the meeting agenda is followed and that the meeting progresses
with due efficiency.
iii.
Protect all rights of those attending the meeting.
Policy No. 110-002
Council and Committee Meeting Proceedings Policy
POLICY
359 Main Street | Wolfville, NS B4P 1A1 | t 902.542.5767 | f 902.542.4789
wolfville.ca
Page 4 of 24
iv.
Receive and put to a vote all motions presented and announce the result.
v.
Decline to put to vote motions which infringe upon the rules of order or
are beyond the jurisdiction of the council or the mandate of the committee.
vi.
Enforce the rules of order.
vii.
Preserve order and decide points of order.
viii.
Restrain the members within the rules of order when engaged in debate.
ix.
Determine, at their discretion, whether a motion is in order and whether a
motion deals with a policy matter and therefore requires the mandatory 7
days' notice to councillors from council as per the MGA.
x.
Exclude from debate or expel from any meeting any person who is guilty of
improper conduct at the meeting.
xi.
If the chair/presiding officer desires to leave the chair for the purpose of
taking part in the debate or otherwise, call on the vice chair, or in the
absence of the vice chair, on another member, to fill their place until
resuming the chair.
xii.
Ensure that decisions of committees/council are in conformity with the
laws governing the activities of committees/council.
xiii.
Adjourn the meeting when business is concluded.
xiv.
Adjourn the meeting without question in case of grave disorder arising in
the meeting place.
5.3
Council / Committees of Council Meetings
First Meeting of a New Council
5.3.1 The first meeting of the new council shall be held on the first available date no
earlier than 10 days and not later than 4 weeks after ordinary polling day for
the purpose of administering the Oath of Office.
5.3.2 The clerk shall be responsible for the content and format of the agenda as well
as all arrangements for the proceedings.
5.3.3 The clerk shall serve as presiding officer for the first meeting until the mayor
has taken the Oath of Office, at which time the mayor will assume chair of the
meeting.
Regular Council Meetings
5.3.4 Unless otherwise decided by council, all meetings of council and standing
committees shall be held in Council Chambers, located at Town Hall, 359 Main
Street, Wolfville, NS.
Policy No. 110-002
Council and Committee Meeting Proceedings Policy
POLICY
359 Main Street | Wolfville, NS B4P 1A1 | t 902.542.5767 | f 902.542.4789
wolfville.ca
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5.3.5 From time to time, the clerk and mayor may decide to host a meeting of
committee or council through video/web conferencing services as described in
the Council & Committees of Council Virtual Meeting Policy #110-014.
5.3.6 Regular meetings of council will be held on the third Tuesday of the month at
6:30pm, local time, except for January and September, where they will be held
on the fourth Tuesday of the month to allow for holidays and summer
vacations. No meetings are held in the month of August. Regular meetings of
committees will be held according to the schedule set annually by council and
at times determined by council.
5.3.7 Except as provided in this policy and the MGA, all meetings shall be open to the
public.
5.3.8 In addition to regular meetings, the council may hold other meetings as may be
necessary or expedient for the dispatch of business at such time and place as
the council determines if each council member is notified at least three days in
advance and the clerk gives at least two days public notice of the meeting.
5.3.9 As per the provisions of section 19 of the MGA the clerk shall call a meeting of
the council when required to do so by the mayor or upon presentation of a
written request by a majority of the councilors. When calling a meeting in this
manner, the clerk shall give at least two days public notice of the meeting.
5.3.10 Any decision to cancel a meeting that was called by a petition of a majority of
councillors shall only be upheld by a two-thirds (2/3) majority decision of
councillors.
5.3.11 The mayor and CAO jointly may decide to cancel or convert to virtual a
council/committee meeting due to inclement weather or other circumstances,
which in their judgement appears appropriate.
5.3.12 As per Section 19(7)(a)(b) of the MGA, a meeting of council is still legal and valid
even if proper notice is not given or the meeting takes place in a different
location than planned or stated in this policy or in a notice of the meeting.
Emergency Meetings
5.3.13 As per Section 19 (3) of the MGA, where the mayor determines that there is an
emergency, the council may meet without notice or with such notice as is
Policy No. 110-002
Council and Committee Meeting Proceedings Policy
POLICY
359 Main Street | Wolfville, NS B4P 1A1 | t 902.542.5767 | f 902.542.4789
wolfville.ca
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possible in the circumstances.
In-Camera Meetings
5.3.14 Committee and council meetings, or portions thereof, may be held in-camera
only in accordance with Section 22 of the MGA, as may be amended from time
to time, as follows:
i.
acquisition, sale, lease and security of municipal property;
ii.
setting a minimum price to be accepted by the municipality at a tax sale;
iii.
personnel matters;
iv.
labour relations;
v.
alleged breaches of the municipality's code of conduct;
vi.
code of conduct complaints proceeding to the investigation stage;
vii.
contract negotiations;
viii.
litigation or potential litigation;
ix.
legal advice eligible for solicitor-client privilege;
x.
public security.
Or, in the case of a planning advisory committee, joint planning advisory
committee or area planning advisory committee or a commission where the
committee or commission, by a majority vote, moves a meeting in private to
discuss matters related to:
i.
personnel, labour relations, contract negotiations, litigation, or potential
litigation or legal advice eligible for solicitor client privilege; or
ii.
a potential application for a development permit,
iii.
land use by-law amendment,
iv.
development agreement
v.
amendment to a development agreement before the applicant has
applied to the municipality or development officer e.g. where a developer
is looking for feedback regarding a development agreement or
development agreement amendment prior to investing in the cost of
drawings for an application.
5.3.15 Prior to moving to an in camera session, a motion stating the fact that the
committee/council is convening into in camera session will be passed and will
include the general nature of the matter to be considered.
5.3.16 As per Section 22(4) of the MGA, where council meets in camera, a record must
be made that is open to the public setting out only:
i.
that council met in camera and the type of matter that was discussed as
set out in the section.
Policy No. 110-002
Council and Committee Meeting Proceedings Policy
POLICY
359 Main Street | Wolfville, NS B4P 1A1 | t 902.542.5767 | f 902.542.4789
wolfville.ca
Page 7 of 24
ii.
where the matter discussed relates to alleged breaches of the
municipality's code of conduct,
a. the section of the code of conduct the complaint was lodged under,
and
b. the recommendations of any report made under subsection 23(C)(2);
and
c. the date of the meeting
5.3.17 A vote may occur during an in-camera session, provided the reason for being in
camera is sanctioned under Section 2.8.1 of the MGA, and the vote is for a
procedural matter or for giving direction to staff or solicitors of the
municipality.
5.3.18 Recommendations to council from an in-camera session will be dealt with in
open session immediately following dissolution of the in-camera session.
5.3.19 Staff reports presented during an in-camera session and minutes of an in-
camera session will be maintained by the clerk and considered confidential
unless council determines that the information, or part thereof, shall be made
available to the public.
Call to Order / Quorum
5.3.20 As soon as there is quorum after the time set for the start of the meeting, the
presiding officer/chair shall call the members to order.
5.3.21 If quorum for a meeting is not met within five (5) minutes of the time fixed for
the commencement of the meeting, the presiding officer/chair shall indicate
that no quorum is present, and the meeting shall stand adjourned until the next
meeting called in accordance with the provisions of this policy.
5.3.22 In the case where quorum is present and the presiding officer/chair has not
arrived within five (5) minutes after the time appointed, the vice-chair as set
out in section 5.2 of this policy shall assume the chair and call the meeting to
order. The vice-chair shall preside until the arrival of the regular presiding
officer/chair.
5.3.23 If both chair and vice-chair are not at the meeting, the meeting can only go
ahead if:
i.
There are enough members present to meet quorum, and
ii.
For committee meetings, at least two council members are present--one
Policy No. 110-002
Council and Committee Meeting Proceedings Policy
POLICY
359 Main Street | Wolfville, NS B4P 1A1 | t 902.542.5767 | f 902.542.4789
wolfville.ca
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to act as chair and one to act as vice-chair.
If less than two council members are present at a committee meeting, the
meeting must be postponed, even if there's quorum as per Committees of
Council Policy #110-001 (Sections 5.2.6 and 5.2.7) and Section 5.2.4 of this
policy.
5.3.24 Members are required to inform the clerk (or designate) at their earliest
opportunity that they will be absent from any meeting. The clerk (or designate)
will then inform the presiding officer/chair.
5.3.25 If too many members must step away from a meeting because of a conflict of
interest related to a specific topic or subject, and there aren't enough members
left to make quorum, the meeting can still go ahead as long as at least two
members remain to discuss that topic. Members who have declared a conflict
and leave the table do not count toward quorum.
Loss of Quorum
5.3.26 In accordance with the Municipal Government Act (NS), Section 19, if quorum
is lost at any point during a council or committee meeting:
i.
The meeting shall be immediately paused or adjourned.
ii.
No motions may be made, debated, or voted on while quorum is not
present.
iii.
Members may continue informal discussion; however, no decisions or
direction can be given, and no part of the discussion is considered official.
iv.
If quorum is later re-established, the meeting may resume from the point
at which it was paused.
v.
The loss and re-establishment of quorum, if applicable, shall be recorded
in the meeting minutes.
Land Acknowledgement
5.3.27 At the start of any regular Council meeting, including Committee of the Whole,
and committee meetings, a member will read a territorial land
acknowledgement.
Governance by Bylaws, Policy and Resolutions
Bylaws
5.3.28 Council will make and follow bylaws for matters listed under Section 172(1) of
Policy No. 110-002
Council and Committee Meeting Proceedings Policy
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the Municipal Government Act, or where provincial legislation specifically
requires a bylaw.
Bylaws are used to:
i.
Establish enforceable rules or standards,
ii.
Regulate public conduct or land use,
iii.
Create binding obligations that may involve penalties.
Bylaws must comply with all applicable provincial and federal laws.
Policies
5.3.29 Council will develop and follow policies for all matters that meet the definition
of a policy matter.
Policy matters include:
i.
Issues that require consistent decision-making,
ii.
Operational direction to staff,
iii.
Principles or processes Council wants applied in similar situations in the
future.
If there is any doubt, it is better to govern by policy than by resolution.
Resolutions
5.3.30 Council may use resolutions only when a matter does not require a bylaw or
policy, and when:
i.
the decision is specific to a one-time situation.
ii.
it does not involve setting principles or processes that would guide future
council or staff decisions.
Resolutions are used for one-time approvals such as awarding a specific
contract, approving a budget line item, or sending correspondence.
Livestreaming of Council and Committee Meetings
5.3.31 Council and Committee of the Whole meetings held in council chambers shall
be livestreamed when possible.
5.3.32 Other committee meetings held in council chambers may be livestreamed.
5.3.33 If there are technical problems and the livestream doesn't work, or if
Policy No. 110-002
Council and Committee Meeting Proceedings Policy
POLICY
359 Main Street | Wolfville, NS B4P 1A1 | t 902.542.5767 | f 902.542.4789
wolfville.ca
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livestreaming isn't possible, the meeting will still go ahead as planned.
5.3.34 Virtual meetings and virtual meeting attendance is governed by the Town's
Council & Committees of Council Virtual Meeting Policy #110-014.
Committee Meetings
5.3.35 The rules governing the procedures of council shall be observed in committee
and board meetings, except that:
i.
A motion to close debate is out of order; meaning members can keep
discussing without a formal vote to end the debate early.
ii.
Motions do not have to be submitted in writing before the meeting,
unless requested by the presiding officer/chair for the purposes of
ensuring clarity, accuracy, to support members in their preparation for
the meeting, assist in notetaking and manage time more efficiently.
5.3.36 The establishment, membership, and administration of committees is provided
for in the Town's Committees of Council Policy #110-001.
5.3.37 Where a conflict between these policies is identified, this policy will preside,
and the conflict will immediately be referred to the Policy Review Task Force
for assessment and a recommendation to resolve the conflict.
5.4
Regular & Special Council & Committee of the Whole Meetings
Order of Business/Agenda Preparation
5.4.1 The clerk, under the direction of the CAO in consultation with the mayor, will
prepare the agenda for all regular and special meetings of council and
Committee of the Whole meetings.
5.4.2 Members of council may submit a request for agenda item using the provided
form at least ten (10) days prior to the meeting at which they'd like the request
discussed by the Committee.
5.4.3 The clerk, or designate, will strive to have all council agendas, including for
committee of the whole meetings and public hearings circulated to members,
and posted for the public, one week in advance of the scheduled meeting.
5.4.4 The following shall be the order of proceedings for a regular committee of the
Policy No. 110-002
Council and Committee Meeting Proceedings Policy
POLICY
359 Main Street | Wolfville, NS B4P 1A1 | t 902.542.5767 | f 902.542.4789
wolfville.ca
Page 11 of 24
whole meeting:
i.
Call to Order
ii.
Land Acknowledgement
iii.
Approval of the Agenda
iv.
Approval of Minutes
v.
Declarations of Conflict of Interest
vi.
Presentations
vii.
Public Input
viii.
Staff Reports for Discussion
ix.
CAO Report
x.
Committee Reports (Internal)
xi.
Committee Reports (External)
xii.
Adjournment to In-Camera Session Under the Municipal Government Act
Section 22(2)
xiii.
Regular Meeting Reconvened
xiv.
Motions from In-Camera Session
xv.
Meeting Adjournment
5.4.5 The following shall be the order of proceedings of a regular meeting of council:
i.
Call to Order
ii.
Land Acknowledgement
iii.
Approval of the Agenda
iv.
Approval of Minutes
v.
Declarations of Conflict of Interest
vi.
Community Events, Occasions & Acknowledgements
vii.
Public Input
viii.
Motions & Recommendations from Committees
ix.
New Business
x.
Adjournment to In-Camera Session Under the Municipal Government Act
Section 22(2)
xi.
Regular Meeting Reconvened
xii.
Motions from In-Camera Session
xiii.
Meeting Adjournment
Adding Items to the Agenda After It Has Been Circulated
5.4.6 Staff may add urgent or important topics to the agenda after it has been
circulated, with the approval of the CAO and chair/presiding officer, and
without requiring a motion. Council members are not permitted to add new
items to the agenda after it has been circulated. All agenda items must be
submitted in advance through the normal process. This ensures the agenda
Policy No. 110-002
Council and Committee Meeting Proceedings Policy
POLICY
359 Main Street | Wolfville, NS B4P 1A1 | t 902.542.5767 | f 902.542.4789
wolfville.ca
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remains organized and allows adequate time for all members to prepare for
meetings.
Changing the Order of Business
5.4.7 Council and Committee of the Whole meetings usually follow the order of
business as listed on the agenda. If a member wants to change the order of
items to discuss something earlier or later, they must make a motion to do so.
If the motion is approved by the majority, the meeting will follow the new
order. Changes to the order of business are allowed to address urgent or time-
sensitive matters and may be treated as a suspension of the rules. If council
approves the change, it is understood that the rules have been suspended for
that purpose.
5.4.8 The agenda for special meetings of council, including Special Committee of the
Whole meetings, shall only include the business for which the meeting was
called. No additions to the agenda will be permitted.
5.4.9 Agenda preparation and Order of Business for advisory committees of council
is governed by the Town's Committees of Council Policy #110-001.
5.5
Disclosure of Conflict of Interest
5.5.1 It is the responsibility of each member to identify and disclose any pecuniary
(financial) interest as defined by the Municipal Conflict of Interest Act, in any
item or matter before the council or committee.
5.5.2 Members must also be aware of and disclose non-financial conflicts of interest
such as:
i.
when a member's personal relationships, involvement in other
organizations, or private interests could affect, or appear to affect, their
ability to make a fair and unbiased decision e.g. a close personal
relationships, friendship or rivalry.
ii.
Volunteering or serving on a board or committee related to the matter.
iii.
Prior involvement in the issue outside of Council or committee.
5.5.3 Declaring a Conflict of Interest During a Meeting
If a member has a financial interest, either for themselves or through someone
else, in a matter being discussed at a Council or committee meeting, and they
are present at that meeting, they must:
Policy No. 110-002
Council and Committee Meeting Proceedings Policy
POLICY
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wolfville.ca
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i.
declare before the discussion starts and explain in general terms what the
interest is.
ii.
leave their seat and sit in the public gallery (if the meeting is open to the
public).
iii.
not take part in the discussion or vote on the matter; and
iv.
not try to influence the decision in any way, before, during, or after the
meeting.
If the meeting is closed to the public, the member must leave the room
completely for the part of the meeting that deals with the matter.
5.5.4 If the member wasn't at the meeting where the matter was discussed and
therefore wasn't able to declare their interest at that time, they must declare
at the next meeting that had they been present they would have declared a
conflict. This promotes accountability and ensures records are accurate about
the conflict even if they didn't take part in the vote.
5.6
Presentations
5.6.1 External party presentations are made only at Committee of the Whole
meetings.
5.6.2 Presentations from the community and requests for funding shall be allotted
fifteen (15) minutes total, (10 minutes for the presentation and 5 minutes for
questions).
5.6.3 Presentations made at the request of council or by staff may be allotted more
time on a case-by-case basis.
5.6.4 From time to time, staff may request stakeholders address council or
committee to supplement a staff report or presentation. In those instances, the
invited individual shall only speak on the subject in debate and shall not speak
on any other subject.
5.6.5 Committee of the Whole shall refer presentations to staff for a report if they
involve an expenditure of funds, grant applications, or other action on the part
of the Town.
5.6.6 Presenters shall:
i.
Submit requests to present to the clerk with at least 14 days' notice of
the meeting the request is for. Requests received within the 14-day
notice does not guarantee a slot on that agenda; the CAO / clerk will
Policy No. 110-002
Council and Committee Meeting Proceedings Policy
POLICY
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wolfville.ca
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make the final decision.
ii.
include a summary of the organization wishing to present,
iii.
include information on purpose of presentation,
iv.
include information on any asks being made of the Town.
v.
Include any accommodation requests.
vi.
Provide to the clerk any slides or material to be handed out to council no
later one full week prior to the meeting.
vii.
Advise the clerk if wishing to present virtually giving no less than 24 hours
notice as per Council & Committees of Council Virtual Meeting Policy 110-
014.
Presenters shall not:
i.
Speak disrespectfully of any person;
ii.
Use offensive language;
iii.
Speak on any subject other than the subject for which they have received
approval;
iv.
Disobey any decision of the chair/presiding officer; and
v.
Enter
into
cross
debate
with
other
delegations,
staff,
or
committee/council members.
5.6.7 If there is any question of the appropriateness of a presentation request, the
CAO / clerk, in collaboration with the mayor will review the request and
determine whether to approve or not. The mayor may seek further
collaboration advice from council members.
5.6.8 The presiding officer/chair may curtail any delegation, any questions of a
delegation and/or debate during a delegation for disorder or any other breach
of this policy and, if rules the delegation is concluded, the presenter shall
withdraw. The decision of the presiding officer/chair shall not be subject to
challenge.
5.7
Public Input at Council and Committee Meetings
5.7.1 People attending a council or committee meeting must remain quiet and
respectful. No one may speak to council unless council gives them permission.
5.7.2 People are not allowed to hold up signs, clap, talk, or do anything else that could
interrupt or disturb the meeting.
5.7.3 Anyone in possession of a phone or electronic device in council chambers must
turn it off or set it to silent so it doesn't make any noise.
Policy No. 110-002
Council and Committee Meeting Proceedings Policy
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5.7.4 Members of the public may speak to council for up to five (5) minutes during
the Public Input part of a council or committee meeting.
5.7.5 When speaking to council, the public must be respectful to everyone including
council, staff, and other attendees. If someone is disrespectful, the chair will
stop them from speaking.
5.7.6 Anyone who uses rude, offensive, or insulting language will be asked to leave
the meeting.
5.7.7 Council members will listen but will not respond or enter into debate or
discussion at that time.
5.7.8 If clarification or a response is required, staff and/or council may follow up after
the meeting either in person or via email or by telephone.
5.7.9 Responses to questions made at Committee of the Whole and regular council
meetings will also be included in a report on the next COW agenda so they may
be shared with the public as a whole.
5.7.10 Members of the public are welcome to interact with council and Town staff in
several ways such as:
i.
By letter or email or phone. Contact details are available on the Town
website.
ii.
To staff by phone, email, in person, or through the Town's website.
iii.
Participate in scheduled public hearings, surveys, or community
consultations on planning, budgets, or policy changes.
iv.
The Town may share information and gather feedback through social
media or online engagement platforms such as Wolfville Blooms.
v.
Members of the public can request a meeting with a councillor or senior
staff member to discuss a concern or idea.
5.7.11 Input related to personnel, current or potential litigation issues, or planning
issues for which a public hearing has already occurred will not be responded to.
5.7.12 A synopsis of all comments from public input is recorded in the minutes.
5.7.13 Members of the public shall not approach council members when seated at the
horseshoe.
5.7.14 Any papers or documentation presented at the public input session for council
Policy No. 110-002
Council and Committee Meeting Proceedings Policy
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will be given to the clerk or designate for dispersal.
5.7.15 Any person who is not a member of council, that does not abide by the rules
stated in this section may be asked to leave the meeting by the presiding
officer/chair.
5.8
Minutes
5.8.1 The minutes of all council and committee meetings are recorded. The clerk or
designate shall ensure minutes of all committee and council meetings are
available to councillors. All approved minutes shall be marked as such, once
approved at a subsequent meeting.
5.8.2 The minutes of all council and committee meetings shall include every motion,
resolution, and decision made, whether the meeting is public or held in an in-
camera session.
5.8.3 Minutes of meetings shall record:
i.
The type, place, date and time of meeting.
ii.
The name of the presiding officer/chair and all members of the
committee and council as well as the names of council members
attending who are not part of the committee.
iii.
The time of late arrival or early departure of members of
committee/council.
iv.
The name of staff in attendance.
v.
The substantive decisions made, and actions taken.
vi.
The results of votes on all motions.
vii.
The time the meeting went in and out of an in-camera session.
5.8.4 The minutes of each council meeting shall be presented to council at the next
regular meeting for approval.
5.8.5 The minutes of each Committee of the Whole meeting shall be presented to
council at the next regular Committee of the Whole meeting for approval.
5.8.6 The minutes of a committee meeting shall be presented to that committee at
the next regular committee meeting for approval.
5.8.7 Council and committees shall be asked if there are corrections to the minutes.
Corrections must be factual and reflect what took place at the meeting.
5.8.8 If no corrections are identified, the presiding officer/chair shall declare the
Policy No. 110-002
Council and Committee Meeting Proceedings Policy
POLICY
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wolfville.ca
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minutes approved as presented. If corrections are identified, the presiding
officer/chair shall request a motion to approve the minutes as amended.
5.8.9 Approved minutes from council and committees are posted on the town
website.
5.8.10 Staff reports shall be posted to the municipal website as part of the agenda
package.
5.9
Rules of Order and Debate
Conduct of Members
5.9.1 Members of Council shall :
i.
Act in accordance with their Oath of Office and The Town's Code of
Conduct for Elected Municipal Officials Policy#110-011.
ii.
Discharge with integrity all responsibilities to council, the Town of
Wolfville, and the public, in keeping with approved corporate policies.
iii.
Treat the presiding officer/chair, other members of council, staff, and the
delegates from the public with courtesy, respect and good faith.
iv.
Try to be acknowledged by the presiding officer/chair before leaving the
council chambers.
v.
Remain in their seat without disturbance while a vote is being taken and
until the result is declared.
vi.
Not criticize any decision of the council except for the purpose of
introducing a motion for reconsideration.
vii.
Respect the rules of the council or a decision of the presiding officer/chair
or council on a question of order, practice or interpretation of the rules
of the council.
viii.
Ask any relevant questions of staff prior to any meeting where an issue
may be introduced or debated so that staff may be able to have
appropriate information at such meeting if necessary; and
ix.
Turn off or silence all cell phones, and electronic devices, except those in
use to facilitate the meeting.
5.9.2 If a member continues to break the rules of the meeting or refuses to follow a
decision made by the presiding officer/chair or council, even after being
warned by the presiding officer/chair, the presiding officer/chair must
immediately ask council to vote (without debate) on the following question:
"Should the member be ordered to leave their seat for the rest of the
meeting?"
Policy No. 110-002
Council and Committee Meeting Proceedings Policy
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If the member later apologizes, council can take another vote to allow them to
return to the meeting.
5.9.3 Council and committee members are not allowed to speak to provincial
members of government such as an MLA (Member of the Legislative Assembly)
or federal members of government such as an MP (Member of Parliament),
municipal vendors, or outside organizations about specific municipal matters
unless they have permission from council or the mayor to do so. The only
exception is when a councillor is helping a resident with a provincial matter and
is clearly acting on behalf of the individual, not on behalf of council. If council
has asked staff to handle a communication on a certain issue, individual
councillors cannot act on behalf of council on that topic unless they are officially
authorized. This rule does not stop councillors from interacting with residents
of the Town.
Speaking / Rules of Debate
5.9.4 When a presentation or report needs a council decision, the presiding
officer/chair will first allow time for discussion and questions, then the
presiding officer/chair will ask for a motion.
5.9.5 Members must wait for the presiding officer/chair to recognize them before
speaking.
5.9.6 Once a member is recognized, they must direct their comments or questions to
the presiding officer/chair and only speak about the topic being discussed. The
presiding officer/chair will keep track of the speaking order and recognize
members in the order they asked to speak.
5.9.7 No one may interrupt another member who is speaking unless it's to raise a
point of order or a point of personal privilege (as defined in sections 4.14 and
4.15).
5.9.8 Any member can ask to have the motion or question being discussed re-read
or shown at any time if it doesn't interrupt someone who is speaking.
5.9.9 A member may not speak more than once on a topic until all other members
have had a chance to speak. They may speak again only to clarify a
misunderstanding, not to introduce new information. No member can speak
more than four times on the same topic without council's permission.
5.9.10 A member may not speak for longer than ten minutes on a single topic unless
Policy No. 110-002
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council agrees to allow more time.
5.9.11 Questions asked during discussion must be directly related to the matter being
discussed.
5.9.12 Once the presiding officer/chair has called for a vote on a motion, no more
discussion or new motions are allowed until the vote is finished and the result
is announced.
5.9.13 If the presiding officer/chair wants to take part in debate, they must hand over
their role to the vice-chair until the issue is finished. This keeps the presiding
officer/chair's role fair and neutral.
5.10 Motions
Not Requiring Advance Notice
5.10.1 At a Council meeting, certain types of motions can be brought up verbally,
without giving advance notice, and without asking for permission, unless a
specific rule in this policy says otherwise.
i.
A point of order
ii.
A point of personal privilege
iii.
To suspend the rules of procedure
iv.
To table
v.
To postpone definitely (deferral motion with a specified date/meeting)
vi.
To refer
vii.
To amend
viii.
To postpone indefinitely (deferral motion without specifying a
date/meeting)
ix.
To recess
x.
Return to the approved agenda (because it's strayed off topic)
xi.
Fix a time to adjourn
xii.
To close debate
xiii.
Any other procedural motion.
Motions Passed by Unanimous Consent
5.10.2 The following are motions that can be adopted without a formal vote when
there is no objection:
i.
To approve the agenda (if there are no changes)
ii.
To adopt minutes (if there are no changes)
iii.
To adjourn the meeting
Policy No. 110-002
Council and Committee Meeting Proceedings Policy
POLICY
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Making and Passing Motions
5.10.3 The presiding officer/chair may ask if a member is willing to move/second a
motion, in which case any member may respond verbally. The presiding
officer/chair will verbally indicate which members have moved and seconded
the motion.
5.10.4 Motions are voted upon by the members by a show of hands and by saying
aye/no or any other accepted means.
5.10.5 The person making a motion must clearly say what the motion is before
someone else can second it and before it can be voted on.
5.10.6 Once a motion has been made and seconded, it officially belongs to council.
The person who made the motion can still withdraw it at any time before it's
voted on or changed, as long as no one on council objects.
Procedural Motions
5.10.7 Motion to Adjourn:
i.
always allowed except where this policy says otherwise
ii.
cannot be debated or changed
iii.
cannot be made while someone is speaking or during vote counting.
iv.
cannot be made immediately after a motion to close debate passes.
v.
if defeated, cannot be made again until some business has happened.
5.10.8 The presiding officer/chair can end the meeting by unanimous consent, if all
business is done and nothing else is pending.
5.10.9 A motion to adjourn to a specific time, or event pauses the meeting and
continues it later.
5.10.10 A motion to adjourn without conditions ends the meeting immediately if
passed.
5.10.11 A motion to table is not debatable and is not amendable.
5.10.12 A tabled motion won't be discussed again unless a motion is made to take it off
the table.
5.10.13 A motion that has been tabled and not taken up from the table for six (6)
Policy No. 110-002
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months shall be deemed to be withdrawn and cannot be revived.
5.10.14 A motion to close debate (call the question):
i.
is not debatable or amendable.
ii.
cannot be moved if there is an amendment being discussed.
iii.
should be moved by a member who has not yet spoken on the topic,
unless all have spoken.
iv.
requires a two-thirds (2/3) majority vote of members to pass
v.
if passed, ends debate immediately and a vote is taken without further
discussion.
5.10.15 A motion to postpone definitely (to a fixed time or date):
i.
debatable only for reason of postponing and to when.
ii.
can be amended as to the time or date.
iii.
needs a majority vote to pass.
iv.
takes priority over motions to refer, amend, or postpone indefinitely.
5.10.16 A motion to refer (to committee or staff):
i.
is debatable and amendable.
ii.
takes priority over amendments, postponing indefinitely or definitely,
and tabling.
5.10.17 A motion to amend:
i.
is debatable and amendable
ii.
must relate to the matter at hand, not change the main idea.
iii.
shall allow only one amendment at a time.
5.10.18 A motion to postpone indefinitely:
i.
is debatable and can include discussion of the main issue effectively
stopping a motion and avoiding a direct vote on the question.
ii.
is not amendable.
iii.
requires a majority vote.
5.10.19 A motion to suspend the rules:
i.
is not debatable or amendable.
ii.
requires a two-thirds (2/3) majority vote.
iii.
takes precedence if related to a pending motion, but yields to a motion
to table.
5.10.20 A motion to reconsider:
i.
is debatable only for reasons for or against reconsidering.
ii.
is amendable.
Policy No. 110-002
Council and Committee Meeting Proceedings Policy
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iii.
requires a majority vote, regardless of the original vote to adopt the
motion being reconsidered.
5.10.21 A motion to reconsider may be made only by a member who voted on the
winning side in the original vote.
5.10.22 A question shall only be reconsidered once, and the motion to reconsider
cannot be reconsidered.
5.10.23 No debate on the original question can happen unless the motion to reconsider
is approved first.
5.10.24 The mover of a motion to reconsider must say if the whole or part of the original
motion will be reconsidered.
5.10.25 A motion to reconsider can only be made at the same meeting as the original
decision.
5.10.26 A motion to amend/rescind a previous decision:
i.
is debatable and amendable (only to the amendment not the original
decision).
ii.
requires two-thirds vote of the members present to pass.
5.10.27 If this motion fails, it cannot be brought forward again during a period of twelve
(12) months following the date on which the question was decided.
5.10.28 No debate on the original question takes place, unless this motion passes first.
5.10.29 When a matter is brought back for reconsideration, the whole original motion
is reviewed unless limited by the reconsideration motion.
5.10.30 Until reconsidered and changed, the original decision stands.
Point of Order
5.10.31 The presiding officer/chair shall decide all points of order.
5.10.32 When a member wishes to raise a point of order, the member shall ask
permission of the presiding officer/chair and then state the issue.
5.10.33 The chair/presiding officer shall decide on the point of order.
Policy No. 110-002
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5.10.34 Thereafter, the member shall only address the presiding officer/chair if
appealing the decision. If appealed, council votes without debate. If no appeal,
the presiding officer/chair decision shall stand.
Point of Personal Privilege
5.10.35 Members can raise issues affecting dignity, reputation, or ability to participate
(Point of Personal Privilege).
5.10.36 A Point of Personal Privilege has priority over other business.
5.10.37 No debate allowed except on the point itself.
5.10.38 The chair/presiding officer shall decide upon the point of privilege and advise
the members of the decision.
5.10.39 Unless a member immediately appeals the decision, it shall be final.
5.10.40 If the decision is appealed, the question "Shall the ruling of the presiding
officer be upheld?" shall be called without debate, and its results shall be final,
based on a majority vote.
5.10.41 When a point of privilege is raised and recognized, on behalf of another
member, that member may speak or move a motion only if separately
recognized by the chair.
5.11 Voting
5.11.1 The manner of determining the decision of the council or committee on a
motion shall be by raised hands and voicing Aye/No or by another accepted
means.
5.11.2 All members including the presiding officer/chair may vote once on each
motion.
5.11.3 Abstentions count as 'No', except when the member has declared a conflict of
interest.
5.11.4 A majority of the members present, and voting are required to pass motions
(except when two-thirds are required as set out in this policy). A tie vote means
the motion is defeated.
Policy No. 110-002
Council and Committee Meeting Proceedings Policy
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5.11.5 Movers and seconders of a motion must be present at the meeting for debate
to occur.
5.11.6 Members not in their seat at the call of the vote shall not be entitled to vote.
5.11.7 Members must remain seated until the result of the vote has been declared.
5.11.8 Voting at public hearings shall follow the rules as set in the Municipal
Government Act.
6.0 Policy Review
This policy will be reviewed every four years, immediately following a municipal
election.
7.0 Replace
The following policies are repealed and replaced with this policy:
- 110-010 Public Input Policy
- 110-015 Presentations to Council Policy
___________________________
2025-09-23
Approved by CAO / Town Clerk
Date