Document 11

 

Standing Committee – Joint Meeting PRocedure

 

Approved By Standing Committee Chairs

 

Approval Date: May 23, 2006

 

Section Corporate Services

 

Effective Date: May 23, 2006

 

Subsection City Clerk’s Branch

 

Revision Date:

 

Policy Statement

 

Purpose

The purpose of the policy is to clearly define the circumstances under which a joint meeting may be called and the procedures to following.

Note:  Council may direct two or more committees to hold a joint meeting.

Application

This policy applies where an issue is relevant to the mandate of more than one Standing Committee.  (See Procedure By-law (Section 80)

 

Requirements

Quorum:  majority of the combined number of members of the Committees, excluding the Mayor.  The Mayor, if present, shall be counted as one member and shall have one vote.

Chair:  When a joint meeting consists of the CSED Committee, the Mayor shall Chair the joint meeting.

The affected Chairs shall decide who will chair the meeting; if no decision can be reached, the joint committee shall select the Chair.

Vote:  Each member of the Committees shall vote in unison and the question decided by a majority of votes.

 

Responsibilities

Committee Chairs will meet to determine which Committee will be responsible for an issue, or alternatively whether a joint meeting should be held. 

 

Joint Standing Committee meetings will be held in the Council Chamber in order to accommodate the number of members present.  In order to facilitate the functioning of the meeting, Council members will sit in their regular Council seats to enable the use of the name handling software available in that meeting room.  The Chair will take the Mayor’s seat in the meeting, the Mayor, if in attendance, will take the seat of the member chairing the Joint Committee meeting.  

 

References    

Procedure By-law 2005 - 431

 

legislative & administrative authorities

See Above “Reference” Section.

 

Enquiries

Manager, Council & Committee Services

City Clerk’s Branch

City of Ottawa

110 Laurier Avenue, West

Ottawa, Ontario, K1P 1J1

(613) 580- 2424 – Ext. 26836