Governance and Operational Structures of Organized Hamlets

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The Saskatchewan (Organized Hamlets) Amendment Regulations, 2023, officially titled under The Municipalities Act introduces updates to the governance and operational structures of organized hamlets within Saskatchewan.

One amendment is the establishment of clear definitions for terms such as “municipality,” “resident,” and “voter.” A “resident” is defined as an individual who has lived in the hamlet for at least three consecutive months before the annual general meeting or who owns property there. A “voter” must be a resident eligible to vote in at least one municipality. Additionally, the regulations define an “active hamlet board,” which is required to hold annual meetings, submit meeting minutes to the municipality, and conduct regular meetings along with a budget submission.

Hamlet boards are now mandated to develop policies on various operational aspects, including meeting notices, election procedures, filling vacancies, disqualification processes, and board member duties and remuneration. These policies must be approved by the hamlet board prior to the 2024 annual general meeting and made available for public inspection. The regulations also stipulate that the first annual general meeting of a newly established organized hamlet must be scheduled by the municipality with at least 14 days’ notice, and public notice must be disseminated according to the municipality’s policy, with a designated chairperson presiding over the inaugural meeting.

Furthermore, the new regulations require hamlet boards to create notice policies for various meetings and documentation, ensuring at least seven days’ notice for both annual and board meetings, along with effective communication methods to reach residents. Annual meetings must include elections for board members and presentations of financial statements, proposed budgets, and previous meeting minutes, with the board responsible for determining the time, date, and location of these gatherings.

Hamlet boards are also required to hold at least four regular meetings each year, ensuring that no more than 120 days elapse between meetings. These meetings can be conducted electronically to enhance participation. The eligibility of voters for nominations to the hamlet board is clarified, and specific guidelines for submitting nominations and the election process during annual meetings are provided. Remote voting options may be introduced depending on board policy.

In terms of governance, the amendments outline conflict of interest rules for board members and establish grounds for disqualification, including excessive absences or legal convictions. Disqualified members must resign immediately. Financial management procedures have also been detailed, requiring municipalities to provide annual budget statements to hamlet boards, with specific percentages of municipal taxes and special levies allocated to hamlet accounts. Provisions for managing unexpended funds and establishing capital works plans are included.

Saskatchewan (77/2023) August 18, 2023