Motions PROCESS

1. Preparation of the Motion

As a City Councillor, I cannot direct the public service. As councillors, our role revolves around policy, the city budget, and advocating on behalf of our community. Most changes at the council level involve policy changes, which must go through council. This is where motions come in. Below is a detailed step-by-step outline of the process, along with the timeline and committees involved before a final decision is made:

Timeframe:

A councillor drafts a motion, which can involve consultations with staff, legal advisors, or stakeholders. This motion can be put forward at a Community Committee, Standing Policy Committee, or Council.

Details:

The motion must clearly outline specific actions or directives, its alignment with city policies, and potential implications.

Standing Policy Committee:

The councillor may discuss the motion with colleagues or relevant committees to gather support and refine the proposal.

Variables to Consider:

• Viability: Initial consultations may reveal legal or logistical challenges that could delay or alter the motion.
• Budgetary Impact: Early assessments should consider potential budget implications, as significant financial aspects may require additional review from the Finance Committee.

2. Submission to the Appropriate Standing Committee

Timeframe:

Winnipeg City Council has several Standing Committees, including:

• Executive Policy Committee (EPC): Handles city-wide policy and major decisions.
• Standing Policy Committee on Property and Development, Heritage, and Downtown Development: Focuses on development, heritage, and downtown-related matters.
• Standing Policy Committee on Finance: Reviews financial and budgetary matters.

Other relevant committees may include Public Works, Water and Waste, or Community Services, depending on the topic of the motion.

Variables to Consider:

• Submission Deadlines: Missing submission deadlines may delay the motion to the next scheduled meeting, adding weeks to the process.
• Budgetary Concerns: If the motion involves a significant budget request, it may trigger a mandatory referral to the Finance Committee for review.

3. Consideration by the Standing Committee

Timeframe:

The motion is typically reviewed at the next scheduled Standing Committee meeting, which may occur monthly.

Details:

The committee discusses the motion and may request reports from city administration or external consultations to assess its viability, budgetary impact, and public implications.

Possible Outcomes:

• Approve: The committee may approve the motion as-is and send it to the next stage (Executive Policy Committee or City Council).
• Amend: The committee may suggest or require changes to the motion.
• Refer for Further Review: If the motion requires more data or public input, the committee can request additional reports, delaying the process.
• Reject: The motion can be rejected at this stage if it lacks viability or sufficient support.

Variables to Consider:

• Public Consultation Requirements: If the motion affects specific communities or policies, public hearings or stakeholder consultations may be required, extending the process.
• Legal Review: Some motions may need a legal review, especially those involving zoning changes or by-laws.

4. Recommendation to the Executive Policy Committee (EPC)

Timeframe:

After Standing Committee approval, the motion moves to the Executive Policy Committee (EPC), typically within a few weeks.

Details:

The EPC reviews the broader policy and financial implications of the motion, ensuring it aligns with the city’s strategic priorities.

Possible Outcomes:

• Approve and Recommend to City Council: The EPC may send the motion to City Council for final review.
• Amend: The EPC may suggest changes, which could send the motion back to the Standing Committee for re-approval.
• Request Further Information: The EPC may ask for additional reports or budgetary details, delaying the motion’s progress.
• Reject: The motion can be rejected at this stage if it is deemed misaligned with city policy or financially unfeasible.

Variables to Consider:

• Substantial Amendments: If significant changes are made, the motion may be referred back to the original Standing Committee, restarting the review process.
• Finance Committee Referral: If the motion has significant budget implications, it may be referred to the Finance Committee for a separate review before proceeding.

5. Review by City Council

Timeframe:

City Council typically meets once a month.

Details:

City Council reviews the motion, allowing for debate, amendments, and final voting. Councillors may request additional clarification or modifications before the vote.

Public Input:

In some cases, the public may be allowed to present opinions or objections to the motion during this stage.

Possible Outcomes:

• Approve: The motion is passed by a majority vote.
• Amend: Councillors may propose amendments, which may require further review by the EPC or Standing Committee.
• Refer Back: The motion can be sent back to a previous committee if changes or further input are necessary.
• Reject: If the motion does not secure enough votes or is deemed unviable, it can be rejected.

Variables to Consider:

• Length of Debate: Debate on controversial or complex motions can extend this stage.
• Amendments: If amendments are made, they may require the motion to go back through the EPC or committees, adding time to the process.

   6. Implementation (If Approved)

Timeframe:

Once passed by City Council, the motion is handed over to the relevant city department for implementation.

Details:

This process may involve drafting by-laws, allocating funding, or coordinating with provincial or federal agencies to ensure proper execution.

Variables to Consider:

• Implementation Challenges: Some motions may face practical challenges during implementation, such as budget constraints, legal hurdles, or delays in coordinating with other levels of government.
• Budget Allocation: Motions involving significant financial commitments may experience delays if the budget requires further adjustments or approvals.

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   What Happens If a Committee Changes the Motion?

   Standing Committee Changes

• Scenario: If the Standing Committee changes the motion, the revised motion is forwarded to the next stage (EPC) if the changes are minor. However, if the changes are substantial, the motion may be referred back to the original committee for further discussion and review.
• Possible Outcomes:
  • Minor changes proceed, while substantial changes delay the process by requiring further review.

Executive Policy Committee (EPC) Changes

• Scenario: If EPC changes the motion, the amended version is sent to City Council. If the changes are substantial, it may be referred back to the Standing Committee for further approval.
• Possible Outcomes:
  • Substantial amendments delay the process as they must be re-approved by the committee.

   City Council Changes

• Scenario: City Council can propose amendments during debate. If the changes are significant, the motion may be sent back to EPC or the Standing Committee for further review.
• Possible Outcomes:
  • Substantial amendments may lead to delays or even rejection if the motion no longer aligns with its original intent.

   Potential Variables and Delays:

Additional Variables to Consider:

• Public Hearings and Consultations: If required, these may add weeks or months to the process.
• Budgetary Concerns: If the motion has a financial component, further reviews and approvals from the Finance Committee may delay proceedings.
• Legal Review: Complex legal matters may require extensive consultation, potentially causing delays.
• External Coordination: If the motion involves provincial or federal authorities, coordinating with external agencies can extend the timeline.