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Policy Number 52
COUNCIL VIDEOCONFERENCING POLICY
PURPOSE AND DEFINITION
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
3. In this Policy, unless the context otherwise requires,
(1) "Council" means the Council of the Municipality of the District of Shelburne;
(2) "Council member(s)" include(s) the Warden; 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 Municipality of the District of Shelburne'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 warden 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 or designate may require all Council members to appear at a meeting by
videoconference if each Council member and the Municipality 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.
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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 or designate 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) Councillors will make every effort to attend meetings in person. A member
of Council may attend and participate in an in-person meeting of Council by
electronic means provided that one of the following criteria is met and the
member is not on extended vacation or unexcused leave of absence:
(a) the member of Council is away due to work or family commitments; or
(b) there is inclement weather and business cannot be postponed; or,
(c) the member is not able to attend in person for health reasons but is
able to attend by electronic means.
(3) 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.
(4) the Municipality 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 or designate 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.
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PROCEDURES
12. All rules pertaining to in-person Council and committee meetings, and those related to
in-camera meetings, conflict of interest, apply equally to virtually attended meetings.
13. During in-camera sessions, all meeting participants shall maintain complete privacy in
their off-site meeting space. This will ensure all discussions are kept confidential and
are only heard by those invited to and attending the meeting.
14. Attendance shall be taken and duly recorded to ensure participants are recognized as in
attendance.
15. Subject to any conditions, or limitations provided for under the Municipal Government
Act, regulations, by-laws or this policy, a Council or committee member who
participates in a meeting through electronic means shall be deemed to be present at the
meeting and will be recorded as in attendance at and part of the quorum of the
meeting.
16. The Chair will ensure declarations of conflict of interest are heard by all present and that
those participating have an opportunity to verbally declare any conflict.
17. In no circumstance are discussions in the 'chat" function of virtual meeting software to
be copied and saved by meeting participants or included as part of the official meeting
minutes.
18. Those participating in a virtual meeting shall notify the Chair of their departure (either
temporary or permanent) from the meeting before absenting themselves in order to
ensure a quorum is maintained.
MEETING DECORUM
19. Persons wishing to be audience members shall contact the office to obtain a link.
Contact information will be listed on the Municipal website.
20. Anyone disrupting the meeting and not following the direction of the Chair will be
removed and not permitted back in for the duration of the meeting.
21. Audience members must keep cameras and microphones off unless registered to speak
for a public hearing or presentation agenda item. Registered speakers shall only turn on
their camera and microphone when invited to speak by the Chair.
22. Any open chat windows in the technology must be used only to resolve technological
problems - it should not be used for side discussions, lobbying other participants or
voicing support/non-support for motions on the floor. Council members meet and have
authority only as a collective with due order.