Understanding a Council Agenda
Council agendas can contain a lot of information, reports, and supporting documents. Understanding how an agenda is organized can make it easier to follow what Council is discussing and where to find the information behind each item.
This guide explains the common sections of a Council agenda and what residents may want to look for.
For a list of available policies and Bylaws Please refer to the link to the county website.
1. The Agenda Package
The agenda package contains the information prepared for a Council meeting.
It may include reports, correspondence, financial information, bylaws, policies, maps, and other supporting documents.
What to look for:
Start with the table of contents. Look for topics that affect your property, services, taxes, roads, or community. Supporting documents often provide more detail than the agenda title alone.
2. Adoption of the Agenda
Before Council begins discussing the items on the agenda, Council adopts the agenda for the meeting.
Council may make changes to the agenda before it is adopted.
Once adopted, the agenda sets out the business Council will consider during the meeting.
3. Minutes
The minutes are the official written record of a Council meeting.
They generally record decisions made by Council, including motions and voting results where recorded. Minutes are not a word-for-word transcript of everything discussed.
What to look for:
Compare the minutes with the agenda to see what decisions were made and whether Council approved, defeated, postponed, or changed an item.
4. Delegations and Presentations
Delegates- Are a person or group who has requested to come and speak before council on a concern, topic or request.
Delegations and presentations provide an opportunity for individuals, organizations, or groups to present information directly to Council.
The agenda package may include letters, reports, presentations, or other supporting documents related to the delegation.
What to look for:
Look at who is presenting, the purpose of the presentation, and whether they are asking Council to make a decision, provide funding, or take further action.
5. Department and Administration Reports
Council agendas may include reports from County departments or Administration.
These reports can provide updates on work, projects, services, finances, resident concerns, or other County activities.
What to look for:
Check whether the report is simply being received for information or whether Council is being asked to provide direction or make a decision.
6. Requests for Decision
A Request for Decision is a staff report prepared for a matter Council is being asked to consider and includes a recommendation.
It may include background information, financial information, options, and a recommended motion.
Important to know:
A recommendation from Administration is not the same as a Council decision. Council considers the matter and makes its decision through a motion.
What to look for:
Look at the proposed motion, financial implications, supporting documents, and whether other options are identified.
7. Policies
Policies provide direction for how the County handles particular matters, services, or processes.
Council may be asked to approve a new policy or consider changes to an existing policy.
What to look for:
Is this a new policy or an amendment to an existing one? Look for what is changing, why the change is being proposed, and who may be affected.
8. Bylaws
Bylaws are municipal laws adopted by Council.
A bylaw must receive three readings before it is passed. The readings may occur at different meetings or, in some circumstances, at the same meeting.
Important to know:
Seeing a bylaw on an agenda does not necessarily mean it has already been approved.
What to look for:
Check which reading is being considered, what the bylaw would do, and whether supporting documents or a public hearing are part of the process.
9. Notices of Motion
A Notice of Motion is a way for a councillor to give notice that they intend to bring a matter forward for Council consideration.
The matter may be discussed or considered at a future meeting, depending on Council's procedures.
What to look for:
Look at the topic being raised and when it may return to Council for discussion or a decision.
10. Council Reports
Councillors may provide reports on committees, boards, meetings, conferences, or events they have attended.
These reports can help residents see some of the work councillors are involved in outside regular Council meetings.
What to look for:
Look at the committees or organizations being reported on and whether any issues, updates, or matters may return to Council.
11. Closed Session
Council may move into a closed session to discuss matters that legislation permits to be considered outside the public meeting.
Before closing part of a meeting to the public, Council must pass a resolution identifying the part of the meeting being closed and the basis under the Access to Information Act for closing it.
County Definition of Closed session- Means a meeting or part of a meeting that is closed to the public in accordance with the Municipal Government Act and the Access to Information Act and Protection of Privacy Act.
Important to know:
Council does not make the final decision while the meeting is closed. Council must return to the public meeting before passing a motion or making a decision.
What to look for:
Look at the reason listed for the closed session and check the open meeting record for any motions made after Council returns.
12. Business Arising from Closed Session
After Council returns to the public meeting, matters discussed in closed session may result in a motion being considered in open session.
What to look for:
Check whether Council makes a motion after returning to the public meeting. The public motion records the decision Council made, although confidential details may not be included.