Virtual Public Meetings/Public Engagement During a Declared State of Emergency Policy (POL-COR-20-01) — full text

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POL.COR.20.01 Page 1 of 4 Virtual Public Meetings/Public Engagement During any Period Where an Emergency has been Declared to Exist in All or Part of the Municipality Policy POL.COR.20.01 Virtual Public Meetings/Public Engagement During any Period Where an Emergency has been Declared to Exist in All or Part of the Municipality Policy Type: Corporate Policy (Approved by Council) Date Approved: June 29, 2020 Department: Administration - Clerks Staff Report: FAF.20.047 By-Law No.: Policy Statement Policy direction establishing guidelines on how Committees of Council, Committee of the Whole, Committee of Adjustment, Council and The Blue Mountains Attainable Housing Corporation will pursue public engagement or receive public comments in response to a public notice during any period where an emergency has been declared to exist in all or part of the municipality. Purpose To promote transparency and efficiency in local government with respect to the receiving of comments from the public and agencies when virtual meetings are required. Application This Policy applies to public engagement (i.e. deputations), and public and agency comments received in response to notices for public open houses and public meetings/hearings. Definitions Livestream means the official livestream of the Town of The Blue Mountains meetings. Meeting means a Committee of Council Meeting, Committee of the Whole Meeting, Committee of Adjustment Meeting, statutory Public Meeting, Council Meeting or Blue Mountains Attainable Housing Corporation Meeting. POL.COR.20.01 Page 2 of 4 Virtual Public Meetings/Public Engagement During any Period Where an Emergency has been Declared to Exist in All or Part of the Municipality Virtual means a method of electronic communication through video and/or audio in which members of Committees of Council, Committee of the Whole, Committee of Adjustment, Council Meetings and The Blue Mountains Attainable Housing Corporation can convene to discuss business in a manner that can be made viewable to the public during any period where an emergency has been declared to exist in all or part of the municipality. Procedures 1. During any period where an emergency has been declared to exist in all or part of the municipality, Committees of Council, Committee of the Whole, Committee of Adjustment, Council Meetings and The Blue Mountains Attainable Housing Corporation Meetings will be held virtually using Microsoft Teams or any other approved Virtual Meeting system. 2. The Committee of the Whole and Council Virtual Meetings will be livestreamed, recorded and posted to the website following the Meeting. 3. The Committees of Council, Committee of Adjustment and The Blue Mountains Attainable Housing Corporation Virtual Meetings will be recorded and posted to the website following the Meeting. Deputation Requests: 4. Members of the public wishing to appear as a deputation at a Meeting are required to submit a deputation request form. Once received, staff will provide connection details to the person requesting the deputation as to how they may attend the Meeting virtually or via telephone. Public Meetings: 5. Members of the public are encouraged to provide comments or questions in response to Public Meeting Notices in writing, via email or regular lettermail. Any written comments received prior to a Public Meeting will be summarized and included as part of the record of the Public Meeting as referenced in the "Public Meeting Comments Policy, POL.COR.15.02". 6. Members of the public wishing to provide verbal comments at a Virtual Public Meeting are required to pre-register at least one clear business day in advance of the Meeting. Information will be included on the Public Meeting Notice providing details on how to pre-register for the Virtual Meeting. If a member of the public does not have a computer, they can contact staff via the telephone number provided in the Notice and staff will provide a telephone number to allow that member of the public to attend the Virtual Meeting via telephone. The Virtual Meeting link will not be posted online. POL.COR.20.01 Page 3 of 4 Virtual Public Meetings/Public Engagement During any Period Where an Emergency has been Declared to Exist in All or Part of the Municipality 7. Once pre-registered, connection details including a conference identification number will be sent to the person registering to speak at the Public Meeting. The conference identification number is not to be shared. 8. Should a member of the public wish to make a presentation (i.e. Powerpoint) at the Public Meeting, members of the public will be directed to submit a deputation request. Associated presentations are required a minimum of two business days prior to the Virtual Public Meeting. Staff will display the presentation on the screen during the Virtual Public Meeting using the 'share screen' function. 9. Members of the public attending the Virtual Public Meeting are instructed to join the meeting at least ten minutes prior to the scheduled start time. Upon joining the Virtual Meeting, speakers will be "muted" until it is their turn to speak. Speakers are to provide their full name and address. Once speakers have concluded their comments, they are asked to leave the Virtual Meeting. 10. Applicants, agents or consultants attending the Virtual Public Meeting are instructed to join the meeting at least ten minutes prior to the scheduled start time. Upon joining the Virtual Meeting, speakers will be "muted" until it is their turn to speak. Applicants, agents or consultants are to provide their full name, address and identify their client (if applicable). Once the Applicant, agent or consultant have concluded their comments, they are asked to mute their microphone and remain in the Virtual Meeting so as to be available to answer any further questions Council, Committee or the Board members may have. 11. Staff will ensure that the Public Meeting Notice indicates that the meetings may be recorded and reference details with respect to the Municipal Freedom of Information and Protection of Privacy Act. 12. Approved Minutes of the Virtual Public Meeting will be posted on the Town's website. Exclusions Nil References and Related Policies 1. POL.COR.15.02 Public Meeting Comments 2. Town of The Blue Mountains Procedural By-law, 2019-56, as revised. POL.COR.20.01 Page 4 of 4 Virtual Public Meetings/Public Engagement During any Period Where an Emergency has been Declared to Exist in All or Part of the Municipality Consequences of Non-Compliance Consequences shall commensurate with the severity of non-compliance of this policy Review Cycle Once per Term of Council