Meeting Types & Protocols

Council uses different meeting types for different purposes. Some meetings are used for formal decisions. Some are used for discussion. Others give the public an opportunity to speak directly to Council. 

The City posts meeting notices, agendas, minutes, recordings and registration information to help you follow Council business and take part when opportunities are available.

For upcoming meeting dates, agendas, minutes and recordings, visit Council Agenda & Meetings. The City may also post meeting notices on the events calendar.

Meeting Type Purpose Public Access What to Expect Frequency
Council meeting Formal meeting where Council considers items and makes decisions Open to the public, except for "closed sessions" (sometimes referred to as "in-camera"). Open sessions usually begin at 6 pm. Agendas are posted before the meeting. Minutes are posted after approval. Meetings are recorded and shared online. Regular meetings happen twice a month and have a break in the summer and in December.
Committee of the Whole (COTW) Discussion meeting where Council reviews topics in more detail. Some items are for information only and others come back to a later Council meeting for a decision. Open to the public, except for "in camera" and "closed sessions." Open sessions usually begin at 5 pm. These meetings are used for discussion and review. A final Council decision is usually made at a later Council meeting. Regular meetings happen once a month and have a break in the summer and in December.
Special Council meeting Additional Council meeting held outside the regular schedule. Public access may be limited. Meeting notices are still posted so you know the meeting is taking place. Some special Council meetings may move into closed session shortly after they begin. As needed.
Open Forum Opportunity to speak directly to Council about a matter of public interest. Open to the public. Held as part of a regular council meeting or COTW. Presentations are limited to 5 minutes, not including questions from Council. Each council meeting has capacity for three Open Forum presentations. You must register in advance. Registrations will be honoured in the order received. If capacity is met, your presentation will be scheduled for a future meeting. Open Forum is part of every regular Council meeting and COTW agenda.
Public hearing Opportunity to speak to Council or submit a written statement before Council makes a decision on certain bylaws and other matters. Open to anyone who received a notice or who believes a proposed change affects them. Open to the public. Notices are posted in advance. Individuals can speak in person, present virtually or submit a written statement, depending on the notice and deadline. As required.

Some meetings, or parts of meetings, may move into closed session (also referred to as “in-camera”) as permitted by legislation. Closed sessions are not open to the public.

Even when public attendance is limited, the City may still post a meeting notice so you know the meeting is taking place.

A public hearing is a formal opportunity to speak to Council or submit a written statement before Council makes a decision on a matter that requires a public hearing, often related to a bylaw. Some hearings are required by legislation. Council may also choose to hold one.

Upcoming hearings are posted as Public Notices. Public Hearing Registration is available for anyone who wants to speak or submit comments.

Please note:

  • Written submissions must be sent by the deadline listed in the notice
  • Virtual presentations must be registered by the deadline listed in the notice
  • In-person speakers may be able to register in advance or at the hearing, depending on the notice
  • Names of presenters and written submissions become part of the public record

View all public hearings >>

Register for a public hearing

Open Forum

Open Forum is a chance to speak directly to Council about a matter of public interest. Presenters will have a maximum of 5 minutes. You must register to speak at any Open Forum.

To present at Open Forum, complete Open Forum registration and review the meeting details on Council Agenda & Meetings.

Open Forum Registration

Register to speak to Council at an upcoming Council meeting. Each council meeting has capacity for three Open Forum presentations. Registrations will be honored in the order received. If capacity is met, your presentation will be scheduled for a future meeting.

Name(Required)
Anonymous registrations are not accepted.
Email(Required)
Dates and times of council meetings are found at the top of this page.
Please indicate the topic/issue you wish to speak to.
If you need help or have questions, please include them here.
The personal information collected is authorized under Section 4(c) of the Protection of Privacy Act and is managed in accordance with the Act. The information collected will be used to facilitate participation in the City's Open Forum process. If you have questions about the collection or use of your personal information, please contact the Privacy Officer at 780-929-8782.

Please be aware:

  • Speakers are limited to five minutes, plus time for questions from Council.
  • Each council meeting only allows three Open Forum presentations (per the Meeting Procedures Bylaw). Registrations are honoured in the order received. If capacity is met, you will be offered opportunities to reschedule for a future meeting.
  • Names of presenters become part of the public record and are made available as part of the minutes posted on the Council Agendas and Meetings page, under “Past Meetings”. Other personal information is protected by the privacy provisions of the Freedom of Information and Protection of Privacy Act or any successor legislation.
  • The Open Forum portion is held at the beginning of the meeting. Please arrive on time. Scheduled start times noted.
  • Register to speak at Open Forum by noon on the day of the meeting.

Related bylaws

File (opens in new tab)
1014-22
Meeting Procedures Bylaw

*Office consolidation* The purpose of this bylaw is to establish procedures of council and committee meetings.