TAMRMS#: B06
9.1
REQUEST FOR DECISION
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Location Update for Standing Committee of the Whole Meetings
Presented by: Marta Caufield, Director, Legal, Legislative and Records Services
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RECOMMENDED MOTION(S)
recommendation
That effective immediately, the scheduled regular Standing Committee of the Whole meetings will occur in the Council Chambers or the Douglas Cardinal Boardroom at St. Albert Place, with an option for Council Members or the public to attend or participate through an electronic platform.
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SUMMARY
A motion of Council is required in order to amend the place where a regularly scheduled meeting of Council or Standing Committee of the Whole is held.
ALIGNMENT TO COUNCIL DIRECTION OR MANDATORY STATUTORY PROVISION
At the Council Organizational Meeting on November 3, 2025, Council passed the following motion:
AR-25-318
That the regular meetings of City Council will occur in the Council Chambers at St. Albert Place with an option for Council Members or the public to attend or participate through an electronic platform, and the scheduled regular Standing Committee of the Whole meetings will occur in the Douglas Cardinal Boardroom at St. Albert Place with an option for Council Members or the public to attend or participate through an electronic platform.
Section 9 of the Procedure Bylaw states the following:
“Council, by Resolution, may change the time, date or location of any Meeting. Changes to Meeting dates and times must be determined with input from the CAO and Clerk in order to ensure that Administration has adequate time to prepare background material, to minimize conflicts between Meetings and to ensure that notification of the change to Members and to the public can be achieved.”
BACKGROUND AND DISCUSSION
Although the Douglas Cardinal Boardroom served its purpose for regular SCOW meetings there have been challenges due to the lack of technology, in-camera discussions and the overall configuration of the room particularly where Council and administration are seated in relation to the public gallery and public presenters at the meetings. These issues have been discussed in the past with no solutions outside of fully renovating the room at a substantial cost.
Relocating all regular SCOW meetings will offer Standing Committee of the Whole an efficient way of conducting its meetings given that the Council Chamber supports electronic voting, public presentations, and in camera discussions. This change aims to improve efficiency, participation, confidentiality, and overall meeting outcomes.
STAKEHOLDER COMMUNICATIONS OR ENGAGEMENT
N/A
IMPACTS OF RECOMMENDATION
Financial:
None at this time.
Compliance & Legal:
The Procedure Bylaw definition of a “Meeting” includes Standing Committee of the Whole meetings. Accordingly, in accordance with section 9 of the Procedure Bylaw, a council resolution is required to change the location of future Standing Committee of the Whole meetings.
Program or Service:
Should Council wish to move any regular SCOW meeting to the Council Chambers or the Douglas Cardinal Boardoom the recommendation as set out above will provide that flexibility without having to bring forward a motion to relocate future SCOW meetings.
Organizational:
None at this time.
Risks
None at this time.
ALIGNMENT TO PRIORITIES IN COUNCIL’S STRATEGIC PLAN
N/A
ALIGNMENT TO LEVELS OF SERVICE DELIVERY
N/A
IMPACTS OF ALTERNATIVES CONSIDERED
Alternative 1 - Should Council wish to specify that future SCOW meetings may only be held in the Council Chamber, the following motion can be considered:
That effective immediately, the scheduled regular Standing Committee of the Whole meetings will occur in the Council Chambers at St. Albert Place, with an option for Council Members or the public to attend or participate through an electronic platform.
Financial:
None at this time.
Compliance & Legal:
None at this time.
Program or Service:
None at this time.
Organizational:
None at this time.
Risks
None at this time.
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Report Date: January 13, 2026
Author(s): Marta Caufield
Department: Legal, Legislative and Records Services
Chief Administrative Officer: William Fletcher