HomeMy WebLinkAboutBy-law 8168/25The Corporation of the City of Pickering
By-law No. 8168/25
Being a by-law to amend Procedure By-law 8019/23, being a by-law to govern the proceedings of Council, any of its Committees, the conduct of its Members, and the calling of Meetings
Whereas subsection 238(2) of the Municipal Act, 2001, S.O. 2001, c.25, (the “Act”), provides
that every municipality shall pass a procedure by-law for governing the calling, place and proceedings of meetings;
And Whereas Procedure By-law 8019/23 was enacted by Council on June 26, 2023, and amended through By-law 8049/23 on October 23, 2023, By-law 8092/24 on March 25, 2024,
and By-law 8110/24 on May 27, 2024;
And Whereas under Section VI.1 of the Municipal Act, Special Powers and Duties of the Head of Council, the Mayor, through Mayoral Decision #03-2025, has directed changes to the Executive Committee and the Planning & Development Committee and directed the City Clerk to bring forward an amendment to the Procedure By-law to give effect to such Decision
including any other housekeeping revisions deemed necessary by the City Clerk;
Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows:
1.That Section 01 (n) of By-law 8019/23, be repealed and replaced with the following:
“Meeting” means any regular, special or other Meeting of Council, of a Local Board or ofa Committee, where a Quorum of Members is present and the Members discuss or
otherwise deal with any matter in a way that materially advances the business or
decision making of the Council, Local Board or Committee in accordance with Section238 of the Act but does not include statutory public meetings under the Planning Act;
2.That Section 01 (y) of By-law 8019/23, be repealed and replaced with the following:
“Statutory Public Meeting” means a Meeting that is legislated under a statute and
hosted by staff, a Standing Committee or Council to inform members of the public abouta matter but does not include a statutory public meeting under the Planning Act.
3.That Section 01 (aa) of By-law 8019/23, be amended by deleting the words “additionalDelegations who registered after the publication of the agenda”.
4.That Section 01 of By-law 8019/23, be amended to add a new Item (cc) as follows:
“Vice-Chair” means a Member who shall have all the powers and duties of a Chair intheir absence, and consequently the words “Vice-chair” are interchangeable with theword “Chair” in all sections of this By-law.
5.That Section 03.02 (f) of By-law 8019/23, be repealed and replaced with the following:
By-law No. 8168/25 Page 2
f)Call out any Member or other individual persisting in the breach of the Rules ofProcedure and order them to vacate the place in which the Meeting is being held.
6.That Section 05.04 (c) of By-law 8019/23, be repealed and replaced with the following:
c)The Clerk shall give all Members notice of a Special Meeting at least twenty-four
hours before the time appointed for such Meeting. Notice will be deemed to have
been given on the day that the notice was delivered by electronic mail to theMember of Council.
7.That Section 05.06 (e) of By-law 8019/23, be repealed and replaced with the following:
e) The Clerk will distribute all confidential reports and material for Closed Meetings in
the manner deemed appropriate by the Clerk.
8. That a new Section 06 titled “Statutory Public Meetings under the Planning Act” beadded to By-law 8019/23 as follows and the remaining sections of the By-lawrenumbered accordingly:
06 Statutory Public Meetings under the Planning Act
06.01 Herein and for the purpose of this Section only, a statutory public meeting under
the Planning Act, R.S.O. 1990, c. P.13, shall be referred to as a “public meeting”.
06.02 Public meetings are not deemed to be a meeting of Council or a Standing Committee. The Chair, Chief Planner, applicable City Development staff as determined by the Chief Planner or Director, City Development & CBO, and a
recording secretary appointed by the Clerk, shall be permitted to appear on the
dais to facilitate the public meeting. No other Member shall be permitted on the dais, however, any Member may observe the public meeting from the public gallery within the Chambers or by viewing the livestream of the meeting.
06.03 The agenda for public meetings shall be published no later than end of day,
eleven (11) days prior to the meeting. In addition to the agenda, notice of the
public meeting shall be given to the appropriate parties in accordance with the
Planning Act. The order of agenda items for public meetings shall be determined by the Clerk.
06.04 The Chair of public meetings shall be rotated each meeting amongst Councillors,
in alphabetical order by last name. If prior notice is provided to the Clerk that the
Chair will not be attending the meeting, the Councillor who is next in alphabetical order will assume the position of Chair for that meeting. If the Chair has not given prior notice to the Clerk and does not attend the public meeting within fifteen (15) minutes after the hour is fixed for the holding of the meeting, the Chief Planner,
or their designate, shall assume the position of Chair for that meeting.
06.05 Public meetings shall be held on the second Monday of each month at 7:00 p.m. Public meetings shall be held in the Council Chambers at the City of Pickering Civic Complex unless otherwise decided by the Clerk. If a public meeting falls on a public or civic holiday, the meeting shall be held at the same hour on the
following day which is not a public or civic holiday. The dates and times for public
By-law No. 8168/25 Page 3
meetings shall be included for reference purposes in the annual Committee & Council Meeting Schedule.
06.06 Should a public meeting need to be changed to an alternate date, or cancelled due to there being no agenda items, it shall be done through written notice from
the Clerk and sent to all Members of Council and applicable staff provided all
notice requirements under the Planning Act are met.
06.07 The rules regarding the hearing of a Delegation as provided for in this By-law shall apply to public meetings, including provisions regarding speaking time and decorum. Delegations for public meetings, who are participating electronically,
must register with the Clerk by 12:00 noon on the business day prior to the
meeting.
06.08 Delegations appearing in person for public meetings are encouraged to register with the Clerk by 12:00 noon on the day of the Meeting. Delegations at public meetings will be permitted from the gallery without prior registration under the
provisions of the Planning Act, but shall be heard after all Delegations, either
electronic or in-person, who have pre-registered with the Clerk by the applicable deadlines. The restrictions listed in Section 08.01 (a) of this By-law shall not apply to Delegations at a public meeting. All procedural rulings and interpretation regarding a Delegation shall be at the discretion of the Chair.
06.09 The public meeting for each application shall proceed as follows:
a)City Development staff shall provide a brief overview of the application;
b)The applicant or their representative may appear and provide informationregarding the application;
c)Members of the public and/or stakeholders may make an oral submission;
d)The Chair may call on the applicant and/or staff to provide clarification on
matters raised by members of the public and/or stakeholders.
06.10 The recording secretary shall capture oral submissions from the public and stakeholders at the public meeting and shall forward a copy of the minutes capturing such submissions to all Members of Council once prepared.
06.11 Where applicable, all other provisions of this By-law shall apply to public
meetings.
9.That Section 07.08 be amended by adding a new Item (d) as follows:
d) The record of minutes for Standing Committees and Council Meetings shall beincluded on the next Council Meeting agenda for adoption. There shall be no debate
on the minutes from a previous Meeting with the exception of a Member moving a
motion for errors or omissions contained in the minutes. There is no ability to amendminutes in such a way that would change or reconsider a decision of a Committee orCouncil and any decisions that are to be reconsidered shall be done in accordancewith Section 26.14 or 26.15 of this By-law.
By-law No. 8168/25 Page 4
10. That Section 08.05 be amended by deleting the following:
For Statutory Public Information Meetings, where more than one person wishes to makea Delegation on a particular matter, the proponent or their authorized representative, willbe listed last in order to afford the proponent the opportunity of making a Delegation
after all other interested persons have done so.
11. That Section 11.01 be amended by adding a new Item (b) titled “Playing of “O Canada”and the remaining items renumbered accordingly.
12. That Section 13 (a) be repealed and replaced with the following:
a)Presentations may be made to or from charities, organizations, individuals, or staff
to recognize events or achievements.
13. That Section 20.01 be repealed and replaced with the following:
20.01 At an Executive Committee or Council Meeting under Other Business, Membersmay congratulate, report on events and promote upcoming events of public importance or interest however, such comments shall not be included in the
official Meeting minutes.
While Members may make inquiries of staff on status updates regarding matters previously discussed or decided by Council, there shall be no discussion of any matter that leads into debate under Other Business.
There shall be no Other Business at Planning & Development Committee
Meetings.
14. That Section 22.01 be amended by adding the following to (f) Other Business:
f) Other Business (applies to Executive Committee only)
15. That Section 26.15 (a) be amended to add the following after “By-law”:
The resolution proposed for recission will be placed on the next Regular Council
Meeting agenda under New and Unfinished Business for reference purposes only and a
motion to rescind the decision will be required to give effect to the rescinding of thedecision.
16. That Section 28, Contingencies, be repealed in its entirety and the remaining Sectionsrenumbered accordingly.
17. That Section 2 of Schedule “A” to By-law 8019/23 be amended by adding a new Item
2.4 as follows:
2.4 If the Mayor chooses to exercise their Powers regarding Committees, Sections05.03, 07.03, and 07.04 of this By-law may not apply pursuant to the Mayoral Decision rendered and the extent to which the Mayor’s Powers regarding
Committees are utilized.
By-law No.8168/25 Page 5
18. That Section 7.7 of Schedule “A” to By-law 8019/23 be repealed and replaced with thefollowing:
7.7 Members of Council looking to bring forward an amendment(s) to the budget shalldo so in writing on the Proposed Amendment Form prescribed by the Clerk which
shall require a seconder prior to the amendment being included on a Meeting
agenda. Any proposed amendment(s) to the budget must be discussed with the Treasurer and any other relevant staff and any financial impacts of the proposed amendment must be included on the Amendment Form.
By-law passed this 24th day of March, 2025.
Original Signed By:________________________________
Kevin Ashe, Mayor
Original Signed By:________________________________
Susan Cassel, City Clerk