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RFD- 3046 Business Items   Item #   11. c.    
Regular Council Meeting Agenda
Meeting Date: 06/26/2017  
Title:    Council and Committee of the Whole Meeting Calendar - Goodwin
Department: Corporate Services  
Strategic Vision Element: This topic relates to all three of the City’s strategic vision elements contained in Council’s Strategic Plan Related Goal:

Request for Decision Summary
Administration is recommending adjustments to the Council and Committee of the Whole meeting calendar for the remainder of the 2017 meetings in order to most effectively meet the business requirements coming before Council.

Proposed Motion
That the revised Council and Committee of the Whole meeting calendar be approved as presented.

Council expressed a desire to improve meeting efficiency through commencing their meetings at 5:00 p.m. and balance the opportunity for public input by having public hearings and other public facing items commence at 6:00 p.m. This change was implemented at the beginning of 2017.

Meetings have commenced at 5:00 p.m. without issue. Both members of the public and developers have been consistently arriving at 5:00 p.m. for Council meetings and no complaints have been received to date with respect to the change.
Of the 9 Council meetings held from January 9 to May 8, 2017, the order of the agenda was adjusted during the meeting 6 times so to avoid a recess between completed business and the start of the public hearings.
The following was the impact of adjusting the agenda during those meetings:
  •  Public question and answer period was moved ahead on the agenda and held prior to 6:00 p.m. 6 times with questions being asked 5 times. Public arrived at 5:00 p.m. in all cases.
  •  Public hearing start times were negatively impacted for 3 of the 6 public hearings held during the time period. Start times were delayed by a minimum of 19 minutes and maximum of 47 minutes.
  •  Presentations were made to local sports teams on two occasions. They were delayed due to the late public hearings causing teams and their family members to wait outside chambers an additional 30 minutes on one occasion and over an hour on the other.
Also of note is the fact that developers have been moving forward on projects, responding to an upswing in the market and as a result nine public hearing are anticipated to come forward in July and possibly one in August.
July and August Council meetings are currently slated to commence at 3:00 p.m. and public hearings would commence at 6:00 p.m.
Administration will be recommending the following:
  1. July and August Council meetings commence at 4:00 p.m. with public hearings advertised for 5:00 p.m.; and
  2. All remaining meetings start at 5:00 p.m. with public hearings advertised for 5:00 p.m.
The proposed change is reflected in the attached meeting calendar with the specific changes being highlighted. This would support an effective and predictable flow to the meeting itself as well as eliminate the negative impacts listed above. 
The matter was discussed with the Senior Leadership Team and administration surveyed prior to coming before Council.
The change will be advertised and highlighted through the normal channels used by the City.
An effective and predictable flow to the meeting as well as maximizing efficiency is the goal with this proposed change.
Revised Meeting Calendar

City Council and Committee of the Whole agendas and minutes are posted on the City of Spruce Grove website for information purposes only. These agendas may be changed at the discretion of Council by the addition or deletion of items. Anyone reviewing the draft agenda should do so on the understanding that it is subject to change by Council.

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