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The cut off for having an item appear on the Agenda is Thursday, Noon prior to the meeting;
however, delegations have the opportunity to appear before Council right up until the meeting
stats by asking the City Clerk or any Council member that they wish to address Council
regarding any given subject, so that the relevant infonnation or background information can be

obtained to facilitate meaningful dialogue or answers.

The "Delegation" section maintains the integrity of due process by limiting discussion of legally
sensitive items.

The practice of preparing an In-Camera Agenda and Minutes for the public was introduced in the
Fall of 1993. By providing an "Agenda only" it will give the public the nature of business being
discussed at the In-Camera sessions. The minutes provide no additional information to the

public.

Producing a set of mock minutes requires the maintenance of another set of records in the event
that someone should ask about an item in these mock minutes, say, 2 land item discussed three
months ago or a year ago; which may or may not have been approved to proceed.

When an item has been discussed In-Camera and then brought forward for Council approval, it
is introduced prior to the regular Council meeting. Resolutions of Council dictate that Land,
Legal and Personnel items are the only items discussed In-Camera of these three only Land

would come before Council for formal approval. Council does allow discussion on tins
consuming items In-Camera; however, the reports are brought forward to a Council mecting for

formal approval.

Information Reports

It has previously been policy that only reports containing a request for a Resolution of Conncil
be included in Council Agenda. In the past year a number of reports have been coming forward
"For Information Only"; It was felt that these items should be forwarded to Council members

separately for their perusal.

226/109