Special Council

THAT the Addenda to the Special Agenda of Council dated July 21, 2025, be added to the agenda as printed.

THAT Mike Sullivan be heard.

THAT the City Clerk be directed to include the following time limits for delegations in the draft Procedural By-law:  a member of the public will be permitted to speak for 10 minutes at a Committee meeting regarding a matter;  a member of the public will be permitted to speak for 10 minutes at a Council meeting regarding a matter; and  if a member of the public speaks at a Council meeting for a second time, they will be permitted to speak for 5 minutes and they will be limited to providing new information only. Members of Council and staff held a discussion regarding the motion as follows:  a member noting they would prefer ten minutes for each delegation but would support the motion;  a member noting that a further consideration of the matter beyond the current meeting may be needed if there are a number of delegation requests received; and  five minutes being sufficient as requestors can provide additional information regarding their delegation prior to the meeting; Councillor Sebben requested a recorded vote. The Mayor called the question on the motion and a recorded vote was undertaken. Special Council Minutes 6 July 21, 2025 In Support (5): Councillor Sebben, Councillor Biehn, Councillor Wordofa, Mayor Ritsma, and Councillor Henderson Opposed (5): Councillor McCabe, Councillor Briscoe, Councillor Beatty, Councillor Hunter, and Councillor Nijjar

THAT the City Clerk be directed to include the following time limits for delegations in the draft Procedural By-law:  a member of the public will be permitted to speak for 10 minutes at a Committee meeting regarding a matter; and,  a member of the public will be permitted to speak for 5 minutes at a Council meeting regarding a matter. Members of Council held a discussion regarding the motion as follows:  Council members being elected to represent the public and hearing them being part of the job;  the proposed five-minute limit not stepping beyond the best practice as per the study conducted of other municipalities;  there being support for the five-minute limit from the public feedback gathered;  there being mechanisms to enhance discussion such as Council having the ability to suspend the rules; and  the five-minute limit not being inclusive of the time to address questions from Council. The Mayor called the question on the motion.

THAT the City Clerk be directed to include a start time of 6:00 p.m. or 7:00 p.m. for Regular Council meetings in the draft Procedural By-law. Members of Council held a discussion regarding the motion as follows:  a member noting their support for opening up Council meeting start times;  consistent evening meeting schedules being preferred to avoid confusion; and  a member noting that not everyone will have the flexibility to adjust their schedules affecting their ability to attend different meeting start times. The Mayor called the question on the motion.

That the City Clerk be directed to include a one-hour limit for all scheduled delegations in the draft Procedural By-law. Members of Council and staff held a discussion regarding the motion as follows:  a member requesting clarification on how many meetings have occurred where delegations have gone over one hour;  a member clarifying that they would like to see a one-hour limit for all delegations scheduled in one meeting; and  the City Clerk noted that staff can gather additional information on the duration of delegations and present this to Council at a future meeting. The motion was

THAT the City Clerk be directed to include provisions to permit delegations at Ad Hoc Advisory Committee meetings in the draft Procedural By-law. Members of Council and staff held a discussion regarding the motion as follows:  delegations being provided the opportunity to present at Council where they can provide their input on the Ad Hoc Committee's recommendation;  delegations informing the recommendations made by Ad Hoc Committees;  Ad Hoc Committees having the ability to invite presenters at their meetings to provide information; and,  a member noting that Ad Hoc Committees can hold open houses and other public consultation events. The Mayor called the question on the motion.

THAT the City Clerk be directed to include an Open Forum, scheduled at the beginning of the Council meeting, in the draft Procedural By-law. Members of Council and staff held a discussion regarding the motion as follows:  a member noting that they would prefer a town hall format instead of open forum at every meeting;  an open forum providing Council an opportunity to hear from the public regarding concerns;  Council having a list of items to get through during meetings; and,  a member noting that having a space in City offices where members of Council can meet with constituents would be helpful. Special Council Minutes 9 July 21, 2025 The Mayor called the question on the motion.

THAT the City Clerk be directed to gather information regarding the holding of bi-annual town hall meetings. Members of Council and staff held a discussion regarding the motion as follows:  the town hall being an additional avenue for the public to speak with Council;  clarification being sought regarding quorum;  a town hall not constituting as a meeting as Council will not be making decisions to advance City business; and  the City Clerk noting that staff will review options and look at structure considerations for Council. The Mayor called the question on the motion.

THAT the proposed revisions to the Procedural By-law as amended be approved; THAT staff be directed to prepare a draft Procedural By-law; AND THAT staff be directed to proceed to a Public Meeting to receive comments from members of the public on the draft Procedural By-law. Members of Council held a discussion regarding the motion as follows: Special Council Minutes 10 July 21, 2025  a member noting they cannot support the changes related to the reduction of delegation times;  public input regarding the draft By-law potentially resulting in changes to the recommendations; and,  the Mayor noting that Council had a fulsome discussion regarding the matter. The Mayor called the question on the motion.

THAT André Morin be appointed Chief Administrative Officer for The Corporation of the City of Stratford effective September 2, 2025.

THAT By-laws 81-2025 and 82-2025 be taken collectively.

THAT By-laws 81-2025 and 82-2025 be read a First and Second Time.

THAT By-laws 81-2025 and 82-2025 be read a Third Time and Finally Passed.

THAT the July 21, 2025 Special Council Meeting adjourn.