Section 31 – Responsibilities of the Chair to Govern Commission Meetings

  1. The Chair is responsible for:
    (1) Objectively presiding over the Meeting as described in the Procedural By-law;
    (2) Enforcing the Procedures By-law’s rules;
    (3) Announcing the business before the Commission and the order in which it is to be considered;
    (4) Receiving, stating and framing all Motions presented to clarify their intent as moved;
    (5) Ruling on whether a Motion is in order;
    (6) Protecting the Commission from Motions that are obviously frivolous or tended to cause delay, by refusing to acknowledge them;
    (7) Providing information to Members on any matter related to the business of the Commission;
    (8) Deciding whether to acknowledge a Member on a Point of Order or a Point of Privilege;
    (9) Ruling on whether a Point of Order or Point of Privilege is in order;
    (10) If the Point of Order or a Point of Privilege is in order, Ruling on the Point of Order or the Point of Privilege and giving the facts, circumstances and reasons for the Ruling;
    (11) If necessary, recessing a Meeting for a brief specified time to consult with the Chief Financial & Administration Officer or other TTC staff, or to consult Roberts Rules of Order for guidance in ruling;
    (12) If there is a threat or imminent threat to the health and safety of any person, or if there is a possibility of public disorder, recessing the Meeting for a specified time;
    (13) Ensuring that all Members who wish to speak on a motion have spoken, subject the rules of debate as set out in this Procedures By-law;
    (14) Reading, as necessary, all Motions before any vote, to ensure that the Members understand the Motions before voting;
    (15) Putting all Motions to a vote and announcing the results;
    (16) Voting on all matters, unless the Municipal Conflict of Interest Act prohibits it;
    (17) Declining to put to a vote any Motion contrary to the Procedures By-law’s rules;
    (18) Calling a Member to order;
    (19) Ordering a Member, or any other person, from a Meeting, in accordance with the rules of the Procedures By-law.
    (20) Ensuring the public knows the status of the business of the Meeting throughout the Meeting;
    (21) Adjourning the Meeting when the business is finished; and
    (22) When the Chair, or a Member, considers that a Member has either indirectly or directly, questioned the integrity of an official, permitting the official to make a statement to the Commission.
  2. The Chair must not speak, ask questions, or make Motions about a matter under debate while in the Chair.
  3. By notice of Motion, a Member, with the consent of the majority of the Members present, may request that the Commission censure a Chair who fails to perform his or her duties in accordance with the Procedures By-law.

Section 32 - Members’ Responsibilities

  1. Members are responsible for:
    (1) Attending scheduled Meetings;
    (2) Carefully considering and making decisions about Meeting business;
    (3) Voting on motions put to a vote;
    (4) Respecting the rules of the Procedures By-law;
    (5) Speaking respectfully at all times;
    (6) Listening attentively, participating in a Meeting, and not interrupting the proceedings;
    (7) Remaining silent in their seats while the Commission votes and until the Chair announces the result of the vote;
    (8) Refraining from using any offensive, disrespectful or unparliamentary language about any Member, TTC officials or other TTC employee, or the Commission as a whole;
    (9) Respecting and following the Commission’s decisions;
    (10) Speaking only on the matter under debate or related Motions during debate;
    (11) Not wearing political or biased slogans on clothing or buttons during a Meeting;
    (12) Respecting the confidentiality of matters discussed in a Closed Meeting and not disclosing the subject or substance of these discussions, unless authorized to do so; and
    (13) Obeying the Chair’s rulings and Commission’s decisions.
  2. If a Member disobeys a rule in this Procedures By-law or a Chair’s ruling, the Chair:
    (1) After the first time, gives a formal verbal warning to the Member; and
    (2) After the second time, calls the Member to order.
  3. If the Chair takes actions under both Section 32(B)(1) and (2) and the Member continues to disobey the Procedures By-law or the Chair’s rulings, the Chair immediately orders the Member to leave for the rest of the Meeting, and if the Member refuses to do so, the Chair may request that law enforcement officials remove the Member.
  4. Any Member other than the Member ordered to leave the Meeting may appeal the Chair’s Ruling and the Commission may overturn the Chair’s ruling.
  5. If the Member ordered to leave the Meeting informs the Chief Financial & Administration Officer that he or she wishes to apologize, the Chief Financial & Administration Officer tells the Chair of the Member’s request. At such time, the Chair allows the Member to return to the Meeting solely to apologize to the Commission and after an apology, the Commission, may consent to allow the Member to return to the Meeting.

Section 33 – Chief Financial & Administration Officer’s Responsibilities

  1. The Chief Financial & Administration Officer is the Meeting manager of the Commission and may assign any of his or her duties to another employee of the Commission.
  2. The Chief Financial & Administration Officer is responsible for:
    (1) Establishing and enforcing deadlines for agenda business;
    (2) Preparing, publishing, and distributing an agenda for each Meeting, and providing appropriate notice;
    (3) In the absence of the Chair, Vice-Chair or any other Member designated to Chair in the Chair’s absence, calling the meeting to order and presiding until the Commission immediately elects an Acting Chair;
    (4) Providing procedural advice to Members on agenda business and on preparing Motions;
    (5) Informing the Chair and the Commission when items need to be added to or removed from agenda;
    (6) Serving as the parliamentary expert to the Commission by advising the Chair on the rules and on matters of parliamentary procedures;
    (7) Calling to the attention of the Chair any error in proceedings that may affect the rights of any Member or the Commission;
    (8) Advising the Commission or Members on matters of procedure subject to the duty of the Chair to make the final ruling;
    (9) Informing the Chair, if, in the Chief Financial & Administration Officer’s opinion, an issue that the Commission is discussing in a Closed Meeting is not procedurally appropriate under the Act or the Procedures By-law;
    (10) Taking minutes and keeping a record of all the proceedings, including the votes, of the Commission;
    (11) Maintaining records of the by-laws, special rules of order, standing rules, and minutes, including any amendments to these documents;
    (12) Making the minutes and records of Commission meetings available to members and the public on request, in accordance with any applicable law and subject to receiving payment of any fee the Commission has approved; and
    (13) Performing other duties that the Commission assigns.