CARSTAIRS - In order to ensure proper council meeting planning going forward, the Town of Carstairs' council has approved a new policy outlining a clear communication process for members’ absences from meetings.
Council Quorum Notification Policy No. 11.027-25 was approved at the recent regularly scheduled council meeting. It includes guidelines outlining consequences of unscheduled absences.
A quorum is the minimum number of council members who must be present for a meeting to proceed and for decisions to be legally binding.
The policy establishes a clear communication process for council members to report planned and unplanned absences, with the purpose of helping manage quorum requirements effectively and ensure proper meeting planning.
The policy applies to all councillors and the mayor.
Under the policy, “council members are asked to notify the chief administrative officer (CAO) and/or executive assistant of any planned absences due to actions, personal leave, or other circumstances that may impact quorum at council meetings.
“Unplanned absences, such as those due to illness or emergencies, should be communicated as soon as reasonably possible.”
The policy is strictly for notification purposes and does not require approval for absences. It is designed to “support transparency and operational planning,” the policy states.
The policy sets out three types of absences: emergency absence, extended absence, and unscheduled absences.
“Unscheduled absences means an absence win which the council member fails to notify the CAO or executive assistant within the required timeline, or does not provide a valid reason for the absence.”
Council members should submit written notice of any planned absences at least 14 days prior to a scheduled meeting date.
As for consequences of unscheduled absences, the policy states, in part, that, “Councillors who missed meetings without prior notice or valid excuse may be subject to review by the council for appropriate action in according with the Municipal Government Act (MGA).
“Repeated or extended unscheduled absences may result in formal disciplinary actions, which could include removal from certain council duties or responsibilities, or, if the absences meet the criteria under Section 174 of the MGA, the council may declare the seat vacant, leading to a potential by-election or appointment to fill the vacancy.”
In the case of prolonged approved absences, the mayor or council may suggest temporary adjustments to councillor responsibilities, which could include the temporary reallocation of tasks among council members.”
Town chief administrative officer Rick Blair told the Albertan the new policy was not promoted by any issue with absences, but rather to bring the town into line with other area municipalities.
“We wanted to head off any issues that might happen,” he said. “We’ve never had a meeting with not enough for quorum, but administratively we had seen other municipalities are putting something in to ensure that councillors were letting administration know.”
The complete new policy, which was accepted by motion, can be found on the town’s website.
