Working together for effective meetings

Meetings of Council are, by far, the most highly visible part of your role as a Councillor. They are what the public sees and hears about and could be the basis on which your effectiveness as a Councillor is judged. The way in which meetings are conducted and the way  in which you participate in them are extremely important to the success of Council and your image as a Councillor.

Key Points about Council Meetings

• There are legal requirements
• They must begin and end on time (unless extended by motion)
• They need to be well planned
• They need to be well run
• Effective follow-up is required
• Councillors must be well prepared
• Councillors must work well together during the meetings

“Procedures of Council” normally describe the structure the Council will use and the rules of order under which your Council operates. (e.g. Robert’s Rules of Order).

A commonly used structure consists of Council, Senior Administrative Officer (SAO) or Band Manager, and committees.

Committees

• Committees are an effective way of organizing decision making so that Council deals with recommendations by interested persons in a more timely fashion rather than including these discussions as part of the Council meeting.
• Committees may be set up by Council to deal with both matters internal to the community government (e.g. Personnel Committee) and matters where the general public has an interest (e.g. Recreation Committee). Ordinarily, the committee includes Councillors, but in the case of a committee dealing with a general public interest, it may be dominated by public members appointed by Council.
• Committees can be an effective way of involving the public in Council decisions.
• In most cases, committees are chaired by a Councillor. Your committee work is probably the most important work you will do. Council business can be handled more efficiently with information and recommendations received from committees.
• Committees enable Councillors to concentrate on specific areas of responsibility and to share the workload among a larger number of people. The Mayor/Chief is an ex officio member of all committees. Committee meetings are open to the public and may only be held in private under the same conditions that allow Council to hold private meetings.
• Some community governments use a “Committee of the Whole” system. No specific committees are struck so that all members sit as a committee to discuss agenda items. In this system, the entire Council, working as a committee, hears a report from staff, considers options, asks questions and makes recommendations to the next Council meeting.

When matters are referred by Council to a committee, the members of that committee, with assistance from staff as necessary are expected to:

• Sort through all of the background information available;
• Consider the legislative and policy implications;
• Consider all of the options;
• Consider all of the good and bad aspects of each option;
• Consider the financial impact, if any, of each option;
• Meet with the SAO or Department Heads; and
• Present a specific written recommendation to Council.

It is important to note that committees, unless delegated specific authority under a bylaw, only make recommendations to Council, and that a final decision needs a vote by Council.

It is important that everyone be encouraged to get involved in government, including running for elected office. As an elected official, you should not make decisions (or try to influence decisions) that might benefit you or a member of your household financially. This is a Conflict of Interest.

The Conflict of Interest Act is about financial interests.

If you have a direct or indirect financial interest in a decision before Council or one of its committees, you should:

• Declare “a conflict of interest” and make sure this is recorded in the minutes;
• Most Councils have adopted by bylaw or by custom that you should leave the room until the discussion is over;
• Not take part in any discussion or vote on the matter; and
• Not influence the decision in any way – before, during or after the meeting.

If you are charged with “conflict of interest,” you could:

• Lose your Council seat;
• Be barred from running for Council or any board in the NWT for five years; and
• Be fined up to $5,000.00.

Ordinarily, legislation requires that the Mayor or Chief is responsible to preside over or chair all meetings of Council and is responsible for making sure the meeting runs smoothly and Council procedures are followed.

The Chair is also responsible for:

• Keeping order in the meeting (including Councillors and delegations);
• Running the meeting according to Council procedures and the rules of order;
• Encouraging participation;
• Ensuring one member does not dominate discussions;
• Asking questions to make sure all points are covered and understood;
• Summarizing discussions, noting areas of agreement and disagreement; and
• Calling for votes on the issue once there has been adequate discussion.

A Council procedures bylaw or resolution sets the order of the agenda. A good agenda should attempt to put the more important items at the beginning.

Sample Agenda

1. Meeting called to order
2. Adoption of the Agenda
3. Declaration of Conflict of Interest
4. Adoption of Minutes
5. Reception of Delegations
6. Tabling* and consideration of petitions and communications *Items that have been directed to Council for consideration.
7. Presentation and consideration of committee reports
8. Introduction, consideration and adoption of bylaws
9. Introduction of motions and notices of motion
10. Old Business
11. New Business
12. Adjournment

Administration can do its part by helping to prepare a well-designed agenda and providing support material. How well the meeting runs depends upon you and the other members of Council.

• Each agenda item should be discussed thoroughly, but without repetition
• Develop a format for the way you want to receive reports
• Stay on topic during discussions
• Follow the rules in regard to the order in which people speak to an item or motion
• Make a decision once an item has had enough discussion or debate
• The entire Council must “stand behind” a decision once it is made – this is referred to the Council “speaking with one voice.” This does not mean you have to agree with the decision, only that you must publicly support it because it is a Council decision.

Minutes are the official record of the meeting and are required by NWT law.

Minutes carry the list of motions made during the meeting and reflect whether or not the motion was carried. Any Councillor may request the vote on a motion be recorded. The minutes should record any declaration of conflict of interest by Councillors or the Mayor/Chief. Minutes must be made available to the public.

To be effective, minutes should contain:

• Staff reports to show why certain actions were taken;
• Clearly indicate the statute, bylaw or policy on which a motion is based or to which it refers; and
• Action reports with spaces to describe who is to do what by when.