Policy statement

1   Timely submission of council reports is critical in the preparation of council meeting agendas.

Purpose of this policy

2   The purpose of this policy is to establish clear expectations of when council reports must be submitted for inclusion within a council meeting agenda.

Interpretation

3   The Interpretation Bylaw applies to this policy.

Definitions

4   In this policy:

"agenda review committee" means an administrative committee appointed by the City manager to review council meeting agendas;

"council meeting" includes

(a) a regular council meeting within the meaning of the Community Charter,

(b) a special council meeting within the meaning of the Community Charter,

(c) a council meeting closed to the public in accordance with section 90 meetings that may or must be closed to the public of the Community Charter,

(d) a meeting of the executive committee of council within the meaning of the Council Procedure Bylaw, and

(e) a meeting of the Committee of the Whole within the meaning of the Council Procedure Bylaw;

"council report" means a report or presentation to the City council and includes supporting visual presentations;

"general manager" has the same meaning as in the Officer Designation and Delegation of Authority Bylaw;

"visual presentations" includes PowerPoint slide decks and audio-visual presentations;

Time limit for council reports

5   General managers must work with their departments to ensure each council report is submitted for the City manager's approval by the end of the day that is 14 days before the council meeting at which the report will be presented.

Distribution and publication of council reports

6   (1) The City clerk must cause council meeting agendas and council reports to be distributed tocouncil members by noon on the Wednesday before each council meeting.

(2) The City clerk must cause the council meeting agendas and council reports to be published and available to the public by noon on the Friday before each council meeting, except in relation to meetings closed to the public in accordance with section 90 meetings that may or must be closed to the public of the Community Charter.

Exemptions

7   A council report may be exempted from this policy at the discretion of the City manager or agenda review committee.