Provide, to Council, a weekly summary of all requests received and - - PDF document

Council Policy

Policy Name: Council Presentation Request Policy

Policy No.: LEG-110 Effective Date: October 25, 2011

STATEMENT:

11111\ REGIONAL

MUNICIPALITY

'-.

tJP o

Fwooo BuFFALO

Where the subject matter falls within the mandate of Council as provided for in the Municipal Government Act, all public requests for presentation to Council will be considered. PURPOSE AND OBJECTIVE: This Policy sets out a process for the receipt and consideration of requests for presentation to Council. PROCEDURE: 01 Definitions 01.01 Council Agenda Review Committee means a committee consisting of the Mayor, Chief Administrative Officer and Chief Legislative Officer. 01.02 Delegation means an individual, an individual representing a group, or a group of individuals (including businesses, corporations and societies) appearing before Council, as a result of having submitted a request for presentation. 01.03 Municipal mandate means matters under Council's jurisdiction as mandated in the Municipal Government Act. 01.04 Presentation request (or request for presentation) means a request submitted by a delegation requesting to appear before Council. 02 Responsibilities 02.01 Council Agenda Review Committee to: (a) review requests for presentation (information-sharing) and determine whether or not the requests will be placed on a Council agenda. 02.02 Governance, Agenda and Priorities (GAP) Standing Committee to: (a) review requests for presentation requiring action, which are confidential/sensitive in nature, or have been forwarded at the request of any Councillor; (b) determine if and when a request will be brought forward to Council based on Council's priorities;

Regional Municipality of Wood Buffalo Page 1 of 4

Council Policy: Council Presentation Request Policy Policy No.: LEG-11 0

(c) as deemed appropriate, request that Administration provide an overview to Council prior to the presentation being heard and draft a recommendation for Council's consideration. 02.03 Legislative Services to: (a) receive and acknowledge receipt of all requests for presentation to Council, and schedule approved requests; (b) determine which category the request falls under, as outlined in Section 3.02 of this Policy, and ensure that the request is directed appropriately. (c) Provide, to Council, a weekly summary of all requests received and the status of each request. 03 General Invitations to Council 03.01 Invitations for Council to participate in a special event, ceremony, or other initiative do not require the scheduling of a presentation or another fonn of

• approval. Invitations

should be extended, in writing, to Legislative Services for circulation and inclusion in Council's calendar. Types of Presentation 03.02 Requests for presentation to Council will fall into one of the following categories: (a) Information Sharing- An information-sharing request requires no action of

• Council. The only motion that may be considered is a motion to receive the

presentation as information. The decision on whether or not an infonnation- sharing request is approved is made by the Council Agenda Review Committee. (b) Action - All requests for presentation which require an action or decision from Council shall be directed through administrative channels and also referred to the Governance, Agenda and Priorities Standing Committee for review and determination as to whether or not the request is approved. Where appropriate, Administration will provide an overview to Council and draft a recommendation for Council's consideration. In the event a presentation is scheduled without having been dealt with on an administrative level, the only motion that may be considered by Council is a motion to receive the presentation as information and direct it to administration for review and possible action.

Regional Municipality of Wood Buffalo Page 2 of 4

Council Policy: Council Presentation Request Policy Policy No.: LEG-110

(c) Sensitive/Confidential - Requests which may be sensitive or confidential in nature shall be refen·ed to the Governance, Agenda and Priorities Standing Committee, without administrative consultation, for review and decision. Prohibited Requests 03.03 The following types of presentation request shall be refused by Administration without fmther consultation: (a) Promotions of private business(es), group(s), or individual(s); or (b) Any request related to one or more of the following: (i) matters before or previously heard by the Subdivision and Development Appeal Board; (ii) matters before or previously heard by the Assessment Review Board; (iii) matters requiring the holding of a statutory public hearing or for which a public hearing has already been held; (iv) any matter which is the subject of a legal challenge through the Court system; (v) any topic deemed not public at the time the request is submitted, or which contravenes the Freedom of Information and Protection of Privacy Act (FOIP); and (vi) any subject matter that does not fall within the jurisdiction of Council as detennined by the Municipal Government Act. Matters outside Municipal Mandate 03.04 The disposition ofrequests that are deemed to fall outside ofthemunicipal mandate shall b e directed to the Council Agenda Review Committee for review. Subsequent Presentations 03.05 Delegations shall not address Council on the same subject matter more than once in any 12-month period, except as detennined by the Council Agenda Review Committee. 3.06 Any matter not addressed above shall be directed to the Governance, Agenda and Priorities Standing Committee for review and decision.

Regional Municipality of Wood Buffalo Page 3 of 4

Council Policy: Council Presentation Request Policy Policy No.: LEG-110

APPROVAL, MANAGEMENT AND REFERENCES:

This policy shall be reviewed within six (6) months followi11g a general municipal election, to detennine its effectiveness and appropriateness. This policy may be accessed before that time as necessary to reflect

• rganizational change.

Approving Authority: Approval Dat e : R e vision Approval Dates: Review Due: Policy Manager: Depattment Contact: Legal References: Cross References:

Regional Municipality of Wood Buffalo

Council Director, Legislative Services Senior Legislative Officer

Page 4 of 4