Meetings, Minutes & Agendas

City Council and Governance and Priorities Committee meetings are held in Council Chambers at City Hall, 202 Burrows Ave W. 

Attendance is open to the public. View the Council Meetings Schedule.

Agendas & Minutes 

Agenda items, requests for delegations and correspondence for the regular Council meeting must be submitted to the City Clerk by 12:00pm, at least 4 working days prior to the meeting. Please note that unless it is deemed confidential by the Clerk, all correspondence and communication received by Council becomes a public document, which is made available to the media. 

Agendas will be posted by 4:00pm, 4 days prior to the meeting.    

Minutes are posted once officially approved at the next regular meeting. For access to Minutes older than two years, please contact the City Clerk's Office.   

City Council Meetings 

City Council Meetings are legal meetings at which City Council has jurisdiction to conduct City business and transactions and to make decisions 

Governance and Priorities Committee Meetings 

Governance and Priorities (GPC) Meetings provide Council with additional time to study and review issues in more detail. Issues discussed at these meetings may be brought forward to future Council Meetings for decision. City employees typically attend both Council and Governance and Priorities (GPC) Meetings to provide information and background on issues as required.    

Special Meetings 

The Mayor may call Special Meetings if an emergent matter requires attention 

The proceedings of Council are governed by the City of Melfort Council Procedures Bylaw 2023-31, the Cities Act and all other pertinent legislation.   

The public present in Council Chambers shall adhere to the following standards of conduct: 

  • No crude, vulgar, obscene or offensive language or gestures are allowed at any time in Council Chambers, including on clothing; 
  • No person attending a meeting may approach or speak to the Mayor or Councillor while the meeting is in progress unless acknowledged by the chair to speak as a delegation or during the public hearing portion of a meeting; 
  • No signs, place cards or banners of any kind are allowed in Council Chambers except with the express permission of the chair; and 
  • Electronic messages shall not be sent to the Mayor or any Councillor participating in a meeting. 

Any person who does not adhere to the rules listed above will be asked to leave the Council Chambers. If they fail to do so the meeting will be recessed, and the City Clerk will have them removed. Any person removed from Chambers shall not be allowed to return for a period determined by the Mayor. 

Each meeting is limited to two delegation presentations.  

If you or your organization would like to appear before Council as a delegation, you must complete the delegation request form. All delegation request forms shall be submitted to the City Clerk’s Office at least 4 business days prior to the proposed date for the delegation.  

The City Manager in Consultation with the City Clerk will review each request to determine if the subject matter is in accordance with the regulations set forth in the Council Procedure Bylaw. After review, of the application the applicant will be notified via email if the application is approved or rejected.  

In situations where a delegation consists of many people, one spokesperson must be appointed for the group.  

All delegations are limited to ten (10) minute presentations.  

Delegations are only for presenting information. No Council decisions will be made at the meeting of the presentation, any considerations will be done at future meetings. 

Given the public nature of Council Meetings, an individual who submits an email or any other written correspondence or documentation to a member of Council or administration for a public hearing, and/or a delegation, should expect that the information, including their personal information (name and address) might be disclosed at a Council meeting and may form part of the meeting minutes of such meeting as a matter of public record. 

This also means that if a copy of the correspondence or documentation presented to Council and/or administration regarding a public hearing or delegation is requested by a third party (the media) it may be disclosed.