STAFF REPORT: Advisory Committee Meetings

TOWN OF VIEW ROYAL COUNCIL REPORT

TO: Council DATE: October 27, 2021 FROM: S. Jones, Director of Corp. Administration MEETING DATE: November 2, 2021

ADVISORY COMMITTEE MEETINGS

RECOMMENDATION:

That the Advisory Committees continue to meet electronically on the Microsoft Teams Meeting platform until June 30, 2022 when their meetings can once again be held fully in-person only on an alternating basis in Council Chambers.

AND THAT the June 30, 2022 end date for Advisory Committee electronic meetings be reevaluated in the spring of 2022.

CHIEF ADMINISTRATIVE OFFICER’S COMMENTS:

I concur with the recommendation.

PURPOSE OF REPORT:

To put forward an extension on the use of the electronic meeting platform for use by the Advisory Committees due to COVID-19 concerns.

BACKGROUND:

At the July Committee of the Whole (CoW) meeting, elected officials discussed potential changes to Procedure Bylaw No. 677 in light of then forthcoming Provincial legislation to facilitate expanded electronic meeting provisions. Also considered in July were Advisory Committee meetings.

From that July CoW meeting, the following Council resolution was approved on July 20, 2021:

THAT, in anticipation of Provincial government regulation that will amend the Community Charter and in support of a hybrid Council meeting model:

The required amending bylaw to Procedure Bylaw No. 677, 2007 to facilitate electronic regular and committee meetings and public hearings be prepared, and
The Advisory Committees continue to meet electronically on the Microsoft Teams Meeting platform until the end of 2021 when their meetings can once again be held fully in-person only on an alternating basis in Council Chambers. (C-87-21)

At that time, staff advised that an amendment would be brought forward to the Advisory Committee Procedures to formally outline these changes.

DISCUSSION:

As the Province is still at Step 3 of the Restart Plan instead of Step 4 – which, in July when this matter was originally discussed, was anticipated for September 7, 2021 – and with variants of concern still present, it is proposed that the current Microsoft Teams Meeting platform be extended to the end of June 2022 and be reevaluated in the spring.

This electronic meeting format facilitates both access for the public who can phone in and listen to the meeting as well as joint meetings where necessary (for example, a presentation from an applicant) while at the same time alleviates concerns about physical distancing and possible COVID-19 transmission.