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Council Videoconferencing Policy
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1.
This policy is entitled the "Council Videoconferencing Policy".
2.
The procedural requirements in this Policy are intended to complement and
supplement, and not to replace, the requirements contained in
(1)
the Municipal Government Act; and
(2)
the Town of Oxford's Council Meetings and Proceedings Policy.
3.
In this Policy, unless the context otherwise requires,
(1)
"Council" means the Council of the Town of Oxford;
(2)
"Council member(s)" include(s) the Mayor; and
(3)
"meeting" means a regular or special meeting of Council.
Public Notice
4.
A council meeting or council committee meeting may be conducted by
videoconference if, at least two days prior to the meeting, notice is given to the public
respecting the way in which the meeting is to be conducted;
5.
The notice to the public referred to in section 4 must be given by:
(1)
publication in a newspaper circulating in the municipality;
(2)
posting on the Town of Oxford's publicly accessible Internet site and in at
least five conspicuous places in the municipality; or
(3)
such other method permitted by regulation.
6.
Notwithstanding section 5, where the Mayor determines that there is an emergency, a
meeting may be conducted by videoconference without notice or with such notice as is
possible in the circumstances.
All Council members attend by videoconference
7.
The Clerk may require all Council members to appear at a meeting by videoconference
if each Council member and the Town of Oxford have videoconferencing equipment
available that will:
(1)
enable the public to see and hear each Council member participate in the
meeting by videoconference;
(2)
enable each Council member to see and hear every other Council member
participate in the meeting by videoconference.
One or more Council members attend by videoconference
8.
Except as provided in section 7, Council members must attend Council meetings in
person or, if approved by the Clerk pursuant to section 9, one or more Council members
may appear at a meeting by videoconference.
9.
Subject to the other provisions of this Policy, the Clerk shall grant permission to a
Council member to participate in a meeting, or part of a meeting, by videoconference
if:
(1)
prior to the meeting, the Council member provides written notice to the
Clerk indicating that the Council member wishes to attend the meeting by
videoconference;
(2)
the Council member has videoconferencing equipment available that will:
(a)
enable the public to see and hear the Council member participate in
the meeting by videoconference; and
(b)
enable the Council member to see and hear each of the Council
members who are attending the Council Meeting by
videoconference or in person.
(3)
the Town of Oxford has videoconferencing equipment available that will:
(a)
enable the public to see and hear the Council member participate in
the meeting by videoconference;
(b)
enable the Council member to see and hear each of the Council
members who are attending the Council Meeting by
videoconference or in person; and
(c)
enable every Council member who is attending the meeting by
videoconference or in person to see and hear all other Council
members who are attending the meeting by videoconference or in
person.
10.
Any Council member participating by videoconference in a meeting shall be deemed
to be:
(1)
present at those parts of the meeting in which a Council member is permitted
to participate by videoconference under this Policy; and
(2)
absent for any parts of the meeting in which a Council member is not
permitted to participate by videoconference under this Policy.
11.
The Clerk shall not grant permission to a Council member to participate by
videoconference in any of the following:
(1)
any part of a meeting during which the issue under discussion will be
decided by a vote held by secret ballot;
(2)
a vote held by secret ballot.
Technological problems - failure to connect or disconnection
12.
If technological problems prevent a Council member from participating in a meeting
prior to the meeting commencing, the Council member shall be marked absent from
the meeting.
13.
If a Council member becomes disconnected from the meeting due to technical problems
or other reasons, the minutes shall reflect that the Council member left the meeting at
the time of the disconnection.
Certification
I, Linda Y. Cloney, Town Clerk of the Town of Oxford, do
hereby certify that the policy of which the foregoing is a true
copy was duly passed at a duly called meeting of the Town
Council of the Town of Oxford held on the 21st day of March,
2022.
GIVEN under the hand of the Town Clerk and the corporate
seal of the Town of Oxford this 22nd day of March, 2022.
______________________________
Linda Y. Cloney
Town Clerk