Peter Fay, City Clerk, provided a verbal update on the provisions of the Ontario Municipal Act and Council’s Procedure By-law as they relate to hybrid (in-person and remote) meetings of Council and Committee.
Mr. Fay confirmed that staff is proposing to continue the current practice for hybrid meetings until the end of 2021, with the Mayor and some City staff participating in person, members of the public continuing to participate virtually, and should additional Members request to attend in-person, their participation would be subject to appropriate distancing.
Mr. Fay provided information relating to hybrid meetings in 2002, should public health orders and guidance still be in effect, as follows:
- a total of five Members could be accommodated in-person in Chambers with the appropriate distancing, efforts will be made to accommodate Members in their assigned seating
- potential changes in Chambers to meet public health guidance, i.e. plexiglass barriers
- masks are to be worn by all in-person attendees when not speaking
- Members interested in attending meetings in-person should notify the City Clerk no later than 4:30 p.m. on the day prior to the meeting
- should more than five Members wish to attend a meeting in person, a rotation could be developed for this purpose
- during hybrid meetings in Chambers, the equipment (request to speak, recorded votes, etc.) would not be utilized
Mr. Fay confirmed that details regarding hybrid meetings would be outlined in a formal communication and provided to Members of Council.
In response to questions from Committee, Mr. Fay outlined accommodations for Members and staff during Closed Session, current registration system for in-person attendance by members of the public, remote participation by Members and the public after the municipal declaration of emergency has been discontinued, proof of vaccination requirements for staff, volunteers and contractors, and the potential for holding Closed Session in Council Chambers.
The following motion was considered.