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RICHMOND
MUNICIPALITY OF THE COUNTY OF RICHMOND
Virtual Meetings Policy
Policy Review Date:
Approved by Council:
Policy Review Notification:
March 21, 2022
April 25, 2022
I certify this to be a true copy of the Virtual Meetings Policy as adopted by the
Mu
ipal Council of Richmond County at a Public Meeting held April 25, 2022.
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Y'{< nne Boudreau
M~ icipal Clerk
1. Purpose
To ensure that Council members and Committee members can fully participate in meetings of
Council, Committees of Council, and in public hearings by videoconference when it is deemed
necessary, and that members of the public are able to see and listen to the proceedings
electronically as they are occurring.
2. Scope
This Policy applies to all meetings of Council, Committees of Council and all public hearings.
3. Policy Statements
3.1
The procedural requirements in this Policy are intended to complement and supplement,
and not to replace, the requirements contained in:
3.1.1
The Municipal Government Act. 1998, c. 18, s. 1;
3.1.2
The Municipal Conflict of Interest Act. R.S., c. 299, s. 1;
3.2
Participation in a Meeting by telephone is not permitted as the public and other Meeting
participants are unable to see the person phoning into the Meeting.
3.3
A member of Council or a Committee, participating in a Meeting by Videoconference, is
deemed to be present at the Meeting.
3.4
A Council Meeting or Committee Meeting may be conducted by electronic means
pursuant to s. 19A (1) of the Municipal Government Act.
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Municipality of the County of Richmond
Virtual Meetings Policy
3.5
Closed Session
3.5.1
If Council or the Committee must meet in closed session pursuant to s.22 of the
Municipal Governmen~ Act,
3.5.1.1 The transmission of audio and video signals of the Meeting to the public: will
' cease until the closed session is concluded; and
3.5.1.2 During the closed session, all members of Council or the Committee will continue
to be able to see, hear and speak with each other whether they are participating
in-person or by Videoconference. The person(s) attending virtually shall not
permit any other person(s) to hear or observe such person's video or audio feed.
3.6
Conflict of Interest
3.6.1
Discussion of Conflict of Interest in Open Session
3.6.1.1 Should a member of Council or a Committee participating in a Meeting by
Videoconference declare a Conflict of Interest regarding a matter under
discussion in Open Session, the Chair shall ensure that the member's microphone
is muted and their webcam is turned off until after discussion of the matter has
concluded and, if applicable, a motion on the matter has been voted on.
3.6.1.2 The member whose participation in the Meeting has been suspended because of
the declaration of a Conflict of Interest may continue to observe the Meeting on
the Videoconference feed until discussion and, if applicable, voting on the
motion has concluded. The Chair will then permit the member to re-join the
Meeting by allowing the member to unmute their microphone and turn on their
webcam.
3.6.1.3 The Clerk/Committee Recorder shall record the member who declared a Conflict
of Interest as being absent during the time their microphone and webcam were
turned off, and as being present at the time their microphone and webcam were
turned back on.
3. 7
Discussion of Conflict of Interest in Closed Session
3.7.1.1 Should a member of Council or a Committee participating in a Meeting by
Videoconference declare a Conflict of Interest regarding a matter under
discussion in Closed Session, the Chair shall ensure that the member leaves the
Videoconference so they are unable to see or hear the Meeting.
3. 7.1.2 Once discussion of the matter has concluded the Chair will notify the member by
email or by other acceptable means that they may re-join the Meeting by
Videoconference.
3.7.1.3 The Clerk/Committee Recorder shall record the member who declared a Conflict
of Interest as being absent during the time they left the Videoconference, and as
being present at the time they returned to the Videoconference.
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3.8
Public Participation
3.8.1
The Chair will only permit the member of the public to unmute and turn on video
in the Meeting by Videoconference during a specified Question Period as
outlined in the agenda and will mute them and turn off video once they have
finished speaking and Council or Committee members have concluded
comments and questions directed to the member of the public.
3.9
Technological problems, Failure to Connect or Disconnection, and Temporary Absence
from a Meeting
3.9.1
If technological problems prevent a Council or Committee member from
participating in a Meeting prior to the Meeting commencing, the Council or
Committee member shall be marked absent from the Meeting.
3.9.2
If the technological problems are resolved during the course of the Meeting
allowing the Council or Committee member to join the Meeting, the minutes
shall reflect that the Council or Committee member joined the Meeting at the
time of connection.
3.9.3
If a Council or Committee member becomes disconnected from the Meeting due
to technical problems or other reasons, the minutes shall reflect that the Council
or Committee member left the Meeting at the time of the disconnection.
3.9.4
If a Council or Committee member must temporarily leave the meeting and turn
off their webcam and/or microphone, the member will advise the
Clerk/Committee Recorder of the need to do so using the direct electronic "chat"
messaging feature of the Videoconference platform, and the Clerk/Committee
Recorder will note the time the member left the meeting. The member will
advise the Clerk/Committee Recorder of when they have returned to the
meeting using the same feature, and the Clerk/Committee Recorder will note the
time the member returned to the meeting. If the absence exceeds five (5)
minutes, or if a vote is held during the absence, the absence will be recorded in
the minutes of the Meeting.
4. Responsibilities
4.1
Council will:
4.1.1
Ensure that the Municipality has a current and comprehensive policy for
conducting Council and Committee Meetings by Videoconference; and
4.1.2
Review and amend this Policy as required.
4.2
The Chief Administrative Officer or designate will:
4.2.1
Implement and administer this Policy;
4.2.2
Ensure staff is advised of this Policy;
4.2.3
Identify and propose revisions to this Policy; and
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4.2.4
Identify improvements to Videoconference technology which would facilitate the
administration of this Policy.
Version
Number
1
4 I Page
Virtual Meetings Policy
Notice Given:
Motion to Adopt:
March 21, 2022
April 25, 2022
April 25, 2022