What is an agenda summary? Also known as an "agenda
index", the agenda summary lists all agenda items and sub-items with
links to background information. The background information usually
consists of action or information reports from City staff. The City
Clerk's Office may update this consolidated list of agenda items on
the date of the meeting. The update will include new business items
that members of the committee or community council will introduce
during the meeting. Check out the City's new Meeting
Monitor for the most up-to-date agenda information. As an HTML
page, the agenda summary allows you to conveniently browse the
background documents on-line for each agenda item.
What is a detailed agenda? The detailed agenda is a
comprehensive version of the regular or main agenda. It includes the
summary and recommendation information from background attachments
and lists communications that City Clerk's Office staff received
from the public before they finalized the agenda. As a PDF document,
this is the version that staff print and distribute.
What is a supplementary agenda? From time to time,
City Clerk's Office staff will receive urgent additional staff
reports and communications related to items already on the agenda
after they have distributed it. Staff may then distribute a second
or supplementary agenda listing these items. They will format the
supplementary agenda so that it only contains these additional late
items to save paper.
What is a committee decision document? If possible,
the City Clerk's Office usually publishes a decision document about
one business day after each committee or community council meeting.
The committee decision document summarizes the committee's or
community council's decisions on all agenda items. The decision
document lists a community council's final decision on delegated
matters under the title "committee decision". For other items that
are not delegated and that the committee or community council has adopted
the decision document lists "committee recommendations". After they
have produced the decision document, staff will forward a committee
report with committee or community council recommendations to
City Council for it to consider and approve. Decision documents do
not normally include details on the speakers (deputations) or
motions - the City Clerk's Office publishes this information later
in the committee
What are committee minutes? After City Clerk's Office
staff produce the committee
decision document, they compile the committee minutes. The
minutes detail further information for each agenda item, including
the background motions that committee or community council members
moved or submitted. Staff use the motions to assemble additions,
changes and deletions to update the committee or community council
recommendations (or community council decision for delegated
items). The minutes also list registered speakers (or deputations)
and the original staff recommendations.
What is a committee report? The
committee report lists only items that committee or community
council staff are forwarding to City Council for it to consider and
approve. In addition to including committee or community council
recommendations for items that the committee or community council
adopted or amended, the committee report also lists speakers who
made a presentation or spoke to the committee or community council
on a specific item. For community councils, the committee report
does not include delegated
items. The community council decision
document and minutes
will include final decisions for delegated
What is an agenda notice? When a committee or
community council needs to provide notice of a special or additional
meeting, staff dsitribute an agenda notice. (City Council approves
the dates and times of all regular standing committee meetings once
a year and the the City's website offers information on the schedule
of these regular committee meetings.)
Agenda Decision and Meeting Terminology
Adopted - An item with an "adopted" status
indicates that the committee or community council has agreed to the
item without amending it. A majority of adopted committee items are
forwarded to City Council in a committee report, for final
consideration and approval. However, "delegated" community council
items that have been adopted require no further approval.
Amended - An item with an "amended" status
indicates that the committee or community council thas agreed to the
item but has amended the recommendations.
City Council Consideration Date - The date when
City Council will consider committee report items. City Council may
decide to "adopt" or "amend" the items in turn.
Deferred - An item with a "deferred" status
indicates that the committee or community council will consider this
item at a later meeting.
Delegated - A "delegated" matter is one for
which City Council has authorized a community council to make the
final decision. Under certain circumstances, City Council may
re-open the matter or item.
Held - During a meeting, an item with a "held"
status indicates that the committee or community council has held
the item to consider and debate at a later time during the
Item Number - The City Clerk's Office assigns a
unique reference number to each item within an agenda to help
Councillors, staff and the public refer to the item easily during a
meeting or in a decision document.
Item Status - An item can have a status that
refers to the type of decision (or disposition) that a committee or
community council made about an item. The decision status of an item
can be "Adopted", "Amended", "Deferred", "Referred", "Recieved",
"Noted/Filed" or "Withdrawn".
Meeting Status - After a committee or community
council has started its meeting, the meeting is "in progress". When
the committee or community council takes a break for lunch, it is
"recessed". When the committee or community council has dealt with
all items, the meeting is "completed".
Noted / Filed - When a committee or community
council has "noted and filed" an item, it has decided not to make
recommendations on the item until later, so that the members can
take time to consider the item.
Received - A decision acknowledging that the
committee or community council has received an item or matter, but
it will take no future action on it.
Referred - An item with a referred status means
that the committee or community council referred the item to staff
for further information or to another committee or to City Council.
Withdrawn - For procedure or mandate reasons an
item may have a "withdrawn" status indicating the item was removed
from the agenda.