Title
Bylaw 2026-16 - Agenda Review Committee
Proposed Motions
1. That Bylaw 2026-16 receive first reading.
2. That Bylaw 2026-16 receive second reading.
3. That Bylaw 2026-16 be presented at this meeting for third reading.
4. That Bylaw 2026-16 receive third and final reading.
Body
Administration Recommendation
Administration recommends that Council pass Bylaw 2026-16 to establish an Agenda Review Committee and formalize the County’s agenda management process.
Purpose
To present Bylaw 2026-16 - Agenda Review Committee to Council for consideration.
The purpose of the Agenda Review Committee is to support achieving Council's strategic goals by:
- Reviewing of the list of proposed agenda items for upcoming Council meetings and Governance and Priorities Committee meetings.
- Confirming that agenda items are in alignment with Council’s strategic priorities and applicable legislation.
- Providing direction with respect to agenda sequencing and timing.
- Identifying additional items to schedule on the Agendas for future Council meetings or Governance and Priorities meetings.
Summary
The proposed Agenda Review Committee is intended to function as an administrative and legislative support body, consistent with Council’s authority under the Municipal Government Act and Parkland County’s Meeting Procedures Bylaw.
The Agenda Review Committee supports Council’s responsibility to conduct meetings in an orderly, transparent, and efficient manner by reviewing and organizing agenda items in advance, maintaining focus on Council's strategic priorities, and ensuring procedural consistency from meeting to meeting.
It is proposed that the Committee be composed of the Mayor, acting as Chair, the Deputy Mayor, the Chief Administrative Officer (CAO) or designate, and administrative staff designated by the CAO. This composition reflects the Meeting Procedures Bylaw’s distinction between Council’s governance role and Administration’s responsibility for operational support.
Quorum requires either the Mayor or Deputy Mayor, along with at least one member from Administration. This ensures that elected and administrative perspectives are present. Council may also appoint up to two Councillors as alternates at the annual Organizational Meeting to ensure continuity when the Mayor or Deputy Mayor are unavailable.
The Mayor will be the Chair of the Agenda Review Committee. The Chair is responsible for calling and presiding over meetings and ensuring that discussions remain within the Committee’s mandate. The Chair also confirms the Agenda Review Committee's agenda content, sequencing, and prioritization to keep the meetings focused and efficient. Committee members will be responsible for reviewing proposed agenda items in advance. Administration supports the Committee by preparing the proposed agenda list weekly and revising the list during Committee meetings to reflect the Committee’s direction.
The Committee will meet once per week on a Monday, Tuesday or Wednesday and may meet either in person or electronically. Agendas for Council and Governance and Priorities Committee meetings are approved during the week of publication. Once published, additions or deletions to the agenda may only occur by resolution at the adoption of the agenda, in accordance with the Meetings Procedure Bylaw. Any supplementary materials must be distributed to all members of Council and the Chief Administrative Officer prior to consideration.
These meetings are administrative working sessions focused on agenda preparation and do not involve Council decision-making; therefore, they are not open to the public.
If a meeting is cancelled, the Chief Administrative Officer is authorized to approve the agenda for the next meeting to be published to ensure legislative timelines are maintained.
The Agenda Review Committee has authority limited to agenda management. This includes confirming readiness or recommending deferral to a future meeting based on timing, completeness, or legislative requirements, determining the order and flow of agenda items, assigning items to Council or Governance and Priorities Committee meetings, identifying whether items are for decision, information, or direction, and recommending agenda prioritization.
In accordance with Parkland County's Meeting Procedure Bylaw and the Municipal Government Act, the Committee does not have authority to make decisions on behalf of Council, alter Council approved priorities, adopt policy, or direct staff outside the authority delegated to the Chief Administrative Officer.
All substantive decisions remain the responsibility of Council.
All materials and discussions of the Agenda Review Committee are confidential and subject to applicable access to information, privacy, and records management legislation.
The Terms of Reference will be reviewed every two years, or sooner if directed by Council, to ensure continued alignment with Council’s Meeting Procedures Bylaw, governance practices, and operational needs.
The following summarizes common perceptions associated with Agenda Review Committees and the mitigations proposed in this model.
1. Filters what reaches Council
This perception usually arises because items may be deferred for various reasons, sequenced based on priority, and that agenda items are reviewed by a small group. While this improves efficiency, it can also create a sense of exclusion for those not involved, or a public perception that decisions are being influenced outside open meetings. This perception can be mitigated through documenting the process, such as the Terms of Reference, and adhering to it.
2. Blurring of Administrative and Political Roles
Agenda readiness and prioritization involve judgment and may result in the appearance that decisions are being shaped outside Council. This perception can be mitigated by consistently reinforcing mandate boundaries, using precise language focused on readiness rather than merits, and ensuring members are clear on governance versus administration roles.
3. Centralized Influence Over Meetings
Agenda Review Committees are intentionally small, often involving senior leadership, for the purpose of achieving efficiency in the agenda review process.
Mitigations include allowing alternates where possible, such as Deputy Mayor rotation, using a standardized submission process for all agenda items, and periodically reporting Committee processes back to Council.
4. Practical Pressures
Urgent items arising, capacity constraints, tight meeting management deadlines are practical pressures that Council and administration must navigate in the agenda management process. These pressures can lead to rushed decisions, perceptions of inconsistency, or concerns about secrecy if they’re not managed deliberately.
Clear deadlines, defined urgency criteria, strong records practices, and disciplined handling of confidential material all help maintain quality and credibility.
Historical Information:
None
Strategic Plan/Policy/Legal/Staff Implications:
Responsible Leadership: maintain the public's trust through transparent and fair decision-making, superior service delivery, and effective engagement.
Financial Impact:
Cost:
Source of Funding:
Other:
Implementation of an Agenda Review Committee will add an additional responsibility to the roles of the Mayor and the Deputy Mayor.