Governance
RM of Vanscoy No. 345 Council
The RM of Vanscoy No. 345 Council consists of a Reeve and six Councillors.
Municipal elections are held every two years, with Councillors from even and odd numbered divisions elected on alternating election cycles. The Reeve is elected every four years during the same election as the odd numbered divisions.
Understanding Council Meetings
Delegation Process:
What is a Delegation?
A delegation is an opportunity for residents, groups, or organizations to appear before Council to present information, raise concerns, or request consideration of a matter.
Delegations are an important way for the public to participate in local decision-making and ensure their voice is heard
🗣️ When Should You Request a Delegation?
You may request a delegation if you wish to:
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Present a concern or issue to Council
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Provide information or background on a topic
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Request a decision or action from Council
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Speak on behalf of a group or organization
📝 How to Request a Delegation
To be scheduled for a Council meeting:
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Submit your request in writing to the RM Office
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Requests should be submitted at least 7 business days prior to the meeting (timing may vary depending on the complexity of the matter)
Your request must include:
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The subject matter you wish to discuss
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The purpose of your presentation
🔍 Administration Review
Before being placed on the agenda, Administration may:
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Confirm that the matter falls within RM jurisdiction
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Contact you to clarify your request or desired outcome
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Recommend deferral or refusal if the matter is not appropriate for Council
🏛️ What to Expect at the Meeting
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Delegations are presentations to Council, not debates
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Delegates are expected to remain respectful and focused on their topic
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Council may:
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Receive the presentation for information
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Ask questions for clarification
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Refer the matter to Administration for review
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🏛️ What to Expect at the Meeting
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Delegations are presentations to Council, not debates
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Delegates are expected to remain respectful and focused on their topic
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Council may:
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Receive the presentation for information
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Ask questions for clarification
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Refer the matter to Administration for review
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💬 Public Forum vs. Delegation
It’s important to understand the difference:
Public Forum
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Intended for brief comments or statements
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Council does not provide direction or make decisions during this time
Delegation
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A formal presentation to Council
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Typically involves a specific request, issue, or proposal
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May result in follow-up or further review
⚠️ Important Notes
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Delegations are advisory only—final decisions are made by Council
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Not all matters may be appropriate for delegation
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Complex issues may require additional review or follow-up
📞 Request a Delegation
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Click HERE for a delegation request form
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or pick up a form from the RM Office
Council Meetings: Frequently Asked Questions
❓ What does “In Camera” mean?
"In Camera" is a Latin term meaning "in private." These are closed sessions of Council held to discuss confidential matters such as legal issues, land negotiations, or personnel matters, as permitted under Section 120 of The Municipalities Act. No members of the public or media may attend these portions of the meeting.
❓ What is a Resolution?
A resolution is a formal decision made by Council. Once passed by a majority vote, it becomes an official action or direction that the RM must follow.
❓ What is a Bylaw?
A bylaw is a law or regulation adopted by Council. Bylaws cover a wide range of local matters, such as zoning, road use, animal control, and taxation. Most bylaws require three readings by Council before being adopted.
❓ What is a Motion?
A motion is a proposal made by a Councillor during a meeting. If the motion is seconded and passed by Council, it becomes a resolution.
❓ What is a Public Hearing?
A public hearing is a scheduled opportunity for residents to voice their support or concerns about certain decisions, such as zoning changes or bylaw amendments. These are required under The Planning and Development Act, 2007 for certain types of applications.
❓ What does Delegation mean?
A delegation is when a person or group requests to speak at a Council meeting, often to present information or express concerns. A formal request must be submitted in advance.
❓ What is the Agenda?
The agenda is the official list of topics that Council will discuss during a meeting. It is posted publicly before the meeting so residents can see what will be addressed.
❓ What are Meeting Minutes?
Minutes are the official written record of what happened at a Council meeting, including decisions made and who voted. Once approved, they are posted publicly.
❓ What is a Quorum?
A quorum is the minimum number of Council members who must be present for the meeting to proceed and decisions to be valid. Without quorum, no formal decisions can be made.
❓ Can the public attend Council meetings?
Yes! Regular Council meetings are open to the public, and residents are encouraged to attend to stay informed. Some portions of the meeting (e.g., “in camera” items) may be closed for legal or confidential reasons.
❓ Where can I find Council agendas and minutes?
Council agendas and minutes are available on the RM’s website or by contacting the municipal office.
❓ What is a Special Meeting?
Council may hold special meetings to deal with specific issue(s). The administrator shall call a special council meeting whenever requested to do so by the reeve or by a majority of the councillors. The administrator shall call a special council meeting by giving notice at least 24 hours before the meeting to each member of council and to the public. A special council meeting may be held with less than 24-hours' notice to the members of council, and without notice to the public, if all members of council waive notice in writing with respect to that meeting before its commencement.