Annual Municipal Meetings
Municipal councils must present the annual municipal report and consider submissions and questions from the public at an annual meeting. The goal is to facilitate public access to the meeting and give citizens a chance to review and discuss the annual report, including the previous year's objectives and future goals.
The primary purpose of the annual municipal meeting is to provide a forum to allow citizens to ask questions on the report and other matters.
Each year, after the annual municipal report has been prepared and released for public inspection, a municipal council must consider the report at a public meeting. Council may want public input on the format of the meeting and what advertising will be sufficient to make the public aware of the time and place of the annual meeting.
The meeting may be part of a regular council meeting, a special council meeting or another public meeting, or council may choose to hold a dedicated meeting.
The meeting must occur at least 14 days after the annual report is released for public inspection and before June 30. Council must publish and post notice of the date, time and place of the meeting.
The regular meeting location is appropriate for municipal council meetings however, it may not be the best setting for the public and council to review the annual municipal report. Council may choose a less formal setting, such as a community centre, theatre or school gymnasium for this meeting.
There is no legislative requirement for a municipal council to make a public presentation about the annual report. However, a presentation from council may add value to the discussion and help to explain the content of the report.
Municipal council members and staff may not be able to answer every question that is posed at the annual meeting. Recording questions that require follow-up allow for answers to be provided by council members and staff at a later date. Answers can be communicated to the public through the municipality's website, in a local newspaper or municipal newsletter, or at a subsequent meeting.
Council members may wish to accept questions about the annual report in writing. This provides an opportunity for the council members or staff to prepare answers and respond appropriately.