Understanding CRTO Meetings

Council

Formal settings where final decisions are made and binding motions are passed.

Committee

Working groups where research is done and recommendations are formed.

Information

Purpose: Council receives information it needs to fulfil its oversight role — no decision is required.

Examples: Financial reports, committee updates, regulatory changes, environmental scans, educational briefings, reports from outside advisors, internal operational data.

Council’s role: Members may ask questions or discuss implications. No motion is required.

Minutes record: “Council received [the report] as part of its oversight role and discussed the implications.”

When a formal motion is needed to receive a report — for example, financial statements — motion wording matters. See the Motion Makeover gem. Routine information items are often grouped on a Consent Agenda to save meeting time.

Discussion

Purpose: Council deliberates on a topic to build shared understanding or shape future direction — without making a formal decision at this time.

Examples: Strategic priorities, emerging regulatory trends, policy options under development, environmental scan results, stakeholder feedback, risk scenarios.

Council’s role: Members ask questions, share perspectives, and explore implications. No motion is required.

Minutes record: “Council discussed [the topic], including [key themes raised]. No motion was required.”

Decision

Purpose: Council makes a formal, binding choice. A properly worded motion is required and recorded in full.

Examples: Adopting a policy, approving the budget, authorizing a consultation process, directing staff to take specific action.

Council’s role: Members debate the motion, propose amendments if needed, and vote. The result is binding.

Minutes record: The full motion text and vote result are recorded verbatim.

Motion wording is the legal record of Council's intent. See the Motion Makeover gem to master the right verb for every situation.