Staff Report #3
May 9, 2025
To All Commissioners
Re: Commission Meeting Protocols
Recommendation
That the Commission APPROVE the Commission Meeting Protocols as set out in Enclosure I to be effective May 10, 2025.
Background
In order to ensure consistent procedures with respect to the establishment of agendas and the manner in which meetings are conducted, a Commission Meeting Protocol is approved by each incoming Commission. The document is largely reflective of the municipal council by-law covering the same topic and provides a reference document for the Commission Secretary to refer to and can also be shared with the public noting it contains specifics regarding timelines for agenda distribution, seeking delegation status, etc. The table of contents of the Protocol document is set out below for reference purposes.
- Definitions
- General
- Schedule of Meetings
- Notice of Meetings
- Meetings
- Commission Agenda
- Commencement of Commission Meetings
- Disclosures of Pecuniary Interest
- Rules of Debate and Conduct at Meetings
- Questions of Privilege/Points of Order
- Motions – Order – Putting Motions
- Voting
- Reconsideration – Commission
- Delegations
- Commission – In Closed Session
- Communications – Petitions
- Public at Commission Meetings
- Enquiries
- Advisory Committee Reports
- Emergent Business
- Unfinished Business
Three sections of the Protocol that were approved by the previous Commission required amendment due to the move away from meetings being held on the last Wednesday of the month and beginning at 5:00 pm. Each of the revised sections is set out below with the amendments highlighted.
3.2 Annual Schedule of Meetings – qualifications
When setting the annual schedule of meetings:
(a) Following a regular municipal election and appointment of Commission members by municipal council, the inaugural meeting shall be held at a date and time chosen by the Secretary based on availability of members;
(b) Unless otherwise decided by the Commission, regular meetings shall be held:
(i) Once monthly wherever possible during the last week of the month, between the hours of 9:00 am and 5:00 pm;
4.2 Agenda – delivered – 3 Business Days in Advance
The Agenda for regular meetings shall be delivered by courier or sent by mail to the residence or place of business of each member or sent electronically to each member, so as to be received no later than three business days prior to the scheduled meeting date.
6.2 Deadline – material inclusion
The deadline for receipt of material by the Secretary to be included in the regular Commission Agenda shall be 12:00 PM/noon five business days prior to the meeting.
Subsequent to Commission approval, this Protocol will be posted on the Corporate website for public access.
Enclosure
I – London Transit Commission Meeting Protocols – Updated
Recommended by:
Caroline Roy, Commission Secretary
Concurred in by:
Kelly S. Paleczny, General Manager