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unofficial consolidation, the official version is held by the municipal clerk.
POLICY TITLE: PAPERLESS COUNCIL MEETINGS
POLICY NUMBER: 2023-3
VERSION NUMBER: 1
DATE APPROVED: JANUARY 4, 2023
EFFECTIVE DATE: JANUARY 4, 2023
1.01
The Rural Community of Fundy Shores will conduct Council meetings without the use of
paper for elected officials.
1.02
To reduce paper and photocopying costs, including employee time, to prepare and
produce information packages for Council.
Also, to improve Council's access to and
awareness of relevant files and information through wireless technology.
1.03
All Council meetings will be conducted without the use of paper for elected officials.
Relevant files and information will be stored electronically in a fashion that they can be
accessed by any elected official, at any time, from Community approved electronic
equipment.
The only exception will be items deemed confidential, they may, at the
discretion of the CAO be managed by paper files.
Elected officials will be provided with suitable mobile computer equipment to access the
files.
1.04
Administrative Staff
Administrative staff has the responsibility of ensuring that an electronic file storing and
sharing system is implemented and maintained.
Administrative staff has the responsibility of preparing Council packages and ensuring
that the information is uploaded to the designated file sharing location within the
timelines established by the Procedural By-law.
Administrative staff shall also ensure that each Member of Council, including the Mayor,
is provided with suitable mobile computer equipment, based upon current best practices
and business norms. Administrative staff shall provide elected officials with training on
this equipment, if necessary.
1.05
Council
Each Member of Council, including the Mayor, is responsible for the care of the provided
mobile equipment, and must return the equipment in working order at the end of their
term of office. Should the equipment malfunction during the length of the term, through
no fault of the elected official, it will be repaired or replaced with a suitable piece of
equipment at no cost to the elected official.
1.06
Each Member of Council, including the Mayor, is responsible for accessing the on-line
information for their meetings prior to any meeting, and for bringing the mobile
equipment to the meetings to have access to the files during the meeting. Paper copies of
information will not be provided at the meeting.
1.07
Community Internet Use Policy and Electronic Mail Use Policy shall apply to each
Member of Council, the Mayor and Administrative Staff.
1.08
File Organization
Files shall be organized by meeting date. They shall be visible to all elected officials via
the internet, through current software. Elected officials may have access to comment on,
but not modify, files.
1.09
File Access
Access to files shall be as follows:
Full access to meeting files shall be granted to Council and the CAO.
1.10
Access to Information and Protection of Privacy
All elected officials will be required to follow applicable legislation regarding access to
information and protection of privacy, including purging or destruction of files and
documents.
1.11
Passwords
Council and Staff will be required to turn over passwords to devices and e-mails, these
passwords will be locked in the Community's safe for use only for investigations should
they be required. Investigations may take place at the request of the RCMP or any other
law enforcement agency, if requested or to staff for a Right to Information Request in
accordance with Provincial Statues.
VERSION LOG
Version Number
Amendment
Description
Approved By
Approval Date
1
N/A
Council
January 4, 2023
ANNOTATION FOR OFFICIAL POLICY BOOK
This is to certify that the foregoing is a true and accurate copy of the Rural Community of Fundy Shores'
Paperless Council Meeting Policy, which was adopted by Council at its duly convened meeting held 4th
day of January, 2023.
______________________________________
____________________________________
Linda N. Sullivan Brown
Date
CAO/Clerk - Treasurer
Rural Community of Fundy Shores