Welcome to the City of Hamilton Council!

Welcome to the world of municipal governance, where decisions that shape our community are made. This chapter will guide you through the essentials of City Council meetings, helping you navigate the processes that keep our city running smoothly. Whether you’re here to learn, observe, or participate, this introduction will provide the foundational knowledge needed to effectively engage with your City’s government.

A Tour in the City of Hamilton’s Council Chambers

Unit Overview

1. City Council Structure and Roles
2. Meetings of Council
3. Agenda Preparation and Order of Business
4. Conduct of Meetings
5. Minutes and Records
6. Public Participation
7. Committees and Subcommittees
8. Ethical Conduct
9. Amendments to Procedural Rules
10. Miscellaneous Provisions
11. Steps in Council & committee meetings

1. City Council Structure and Roles

City Council Composition:

• Mayor: The head of the Council, responsible for presiding over meetings and representing the city at official functions.
• Councillors: Fifteen elected officials, each representing one of the city’s wards. Their primary role is to represent the interests of their constituents, participate in debates, and vote on municipal matters.

Roles and Responsibilities:

• Chair/Mayor’s Duties: Chairing council meetings, providing leadership to the council, and representing the city in ceremonial functions.
• Councillors’ Duties: Proposing and voting on policies, attending committee meetings, and engaging with community members to address their concerns.

Standing Committees:

• General Issues Committee: Addresses major city issues and policies.
• Public Health Committee: Focuses on health services and community well-being.
• Emergency and Community Services Committee: Deals with emergency services, social services, and housing.
• Planning Committee: Reviews planning and development proposals.
• Audit, Finance and Administration Committee: Manages the city’s finances and administrative functions.
• Public Works Committee: Oversees infrastructure, transportation, and environmental services.

2. Meetings of Council

Types of Meetings:

• Regular Meetings: Scheduled bi-weekly and open to the public. Agendas are posted online in advance.
• Special Meetings: Called to address urgent matters that arise between regular meetings. Notice is given at least 24 hours in advance.
• Closed (In Camera) Meetings: Held privately to discuss confidential matters such as legal issues, personnel matters, and property transactions. These are permitted under specific conditions defined by law.

Meeting Schedule:

• Regular meetings typically take place on Wednesdays at 5:00 PM. Check the City of Hamilton’s meeting calendar for specific dates and times.

3. Agenda Preparation and Order of Business

Agenda Preparation:

• The agenda is prepared by the City Clerk in consultation with the Mayor. It outlines the items to be discussed and is distributed to council members and the public in advance of the meeting.

General Order of Business:

1. Call to Order: The Mayor officially starts the meeting.
2. Land Acknowledgement: Recognition of the traditional lands of Indigenous peoples.
3. Approval of Agenda: Council members approve the meeting agenda.
4. Declarations of Interest: Members disclose any conflicts of interest.
5. Presentations and Delegations: Scheduled presentations by City staff or public delegations.
6. Reports from Committees: Updates and recommendations from various committees.
7. Motions: Formal proposals by council members for new policies or actions.
8. Notices of Motion: Announcements of future motions to be discussed.
9. By-laws: Formal approval of new laws or amendments.
10. Adjournment: The meeting is officially closed.

4. Conduct of Meetings

Rules of Order:

• Meetings are conducted according to the Council’s procedural by-law and Bourinot’s Rules of Order to ensure orderly and fair discussions. The Chair (or the Mayor) maintains order and ensures that all members have an opportunity to speak.

Participation Guidelines:

• Councillors: Must raise their hand to speak and wait to be recognized by the Chair. They should address their remarks through the Chair.
• Public: Observers can attend meetings but may only speak if registered as a delegation. Public participation is structured to maintain order and efficiency.

5. Minutes and Records

Minutes:

• The minutes provide a detailed record of the meeting, including all motions, discussions, and decisions. They are prepared by the Clerk and must be approved by the Council at the next meeting.

Record Keeping:

• All council documents, including minutes, agendas, and reports, are retained and made accessible to the public in accordance with provincial legislation and municipal by-laws.

6. Public Participation

Delegations:

• Members of the public can register to speak on specific agenda items. To become a delegation, you can submit a written request to the Clerk’s office before the meeting. Delegations typically have five minutes to present their views.

Observing Meetings:

• All regular and special council meetings are open to the public. You can attend in person or watch online. Closed sessions are not open to the public due to the sensitive nature of the topics discussed.

7. Committees and Subcommittees

Standing Committees:

• These committees handle specific areas of municipal governance and report their findings and recommendations to the full Council. Committees meet regularly and their meetings are also open to the public.

Sub-Committees and Task Forces:

• Formed to address specific issues or projects, these groups operate under the direction of standing committees and report back with their findings.

8. Ethical Conduct

Ethical Conduct:

• Members are expected to adhere to the highest standards of integrity and professionalism. The City has a Code of Conduct to guide behavior and decision-making.

9. Amendments to Procedural Rules

Amendment Process:

• Procedural rules can be amended by a majority vote of the Council. Proposed amendments must be submitted in writing and included in the meeting agenda for discussion and approval.

Periodic Review:

• The rules are reviewed periodically to ensure they remain relevant and effective in governing council proceedings.

10. Miscellaneous Provisions

Training and Orientation:

• New council members and staff receive training to familiarize them with procedural rules and their responsibilities. This ensures everyone is equipped to participate effectively in governance.

Accessibility:

• The City is committed to making meetings and materials accessible to all residents, including those with disabilities. Accommodations are provided in accordance with the Accessibility for Ontarians with Disabilities Act (AODA).

Use of Electronic Devices:

• Guidelines are in place for the use of electronic devices during meetings to ensure they do not disrupt proceedings.

Move on to Unit 2 Chapter I: Bourinot’s Rules of Order