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Wilmot citizens had been complaining to Council that the existing rules for who, when, how shareholders (citizens) could make presentations and delegations to its elected representative, were “flawed”. Citizens were continuing to complain that the Council was not listeneing to their concersn and the formal “rules of procedure” were an obstacle.

At the Regular Wilmot Council Meeting on July 29, 2024, Council directed staff to make amednments to the existing Procedural By-law, specifically relating to delegations.

The Manager of Legislative Services is proposing a revised wording in the form of By-law 2024-42.

The webmaster has reviewed the proposed wording and has several suggestions and some concerns requiring amendments to the proposed By-law:

• There is a connection between how a corporation is hierarchically structured for authority and communications purposes, and how its rules for conducting Council and Committee meetings are formulated.
• This connection determines whether the corpporation will operate efficiently and effectively, or whether it will operate with confusion, misinformation, or conflict among its membership – the citizens of wilmot Township.
• Several clauses are contradictory – one is the reverse of another.
• There has been, over several Councils’ terms, a gradual reversal of authority and responsibility and accountability roles between the Executive and the Administrative bodies. Administrators, especially in the CAO’s Office have come to perceive themselves as the leaders, policy setters, arbitrators of what “is best for Wilmot” and consider themselves to be the “Senior Leadership Team”. According to the Ontario Municipal Act it is the CEO (Mayor) and Senior Executive Officers (Councillors) that have that duty and authority. Administrators are optional under the OMA and are hired at the will and direction of Council to execute actions as directed by the elected Council.
• The voters tell the successful candidates (Councillors & Mayor) what direction they want to go. The Council sets those policies and directs the Administration to execute accordingly. Council also has a responsibility to track the performane of its hired administrators and ensure accountability processes are in place and executed.

The webmaster prepared to delegate to Council on August 26th with his suggestions:

• Introductory overview comments.

• Graphics to illustrate various “authority / power structures

  “: [Clicking here causes a “download” on your computer which you have to open from your download” ICON]

  • generic ‘top-down’
  • Wilmot’s existing structure with 8 “departments”
  • Wilmot’s existing structure as interpreted with 6 “service areas”
  • An optimum authority structure per the requirements of the Ontario Municipal Act:
    • roles required by the OMA
    • optional roles (hired by Council)
  • Identification of where the flow of communication up-and-down is constricted
  • An alternative communication flow model with 6 ‘Board” members acxting as communication liaisons to 6 “service Areas’ Directors” (Management BY Walking Around – MBWA)
• A summary of the rationale for amendments to the proposed By-law

• A detailed summary of specific amendments with item number, page number, and amended wording samples.