Loading...
HomeMy WebLinkAboutLGS-006-22Staff Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: General Government Committee Date of Meeting: March 21, 2022 Report Number: LGS-006-22 Submitted By: Rob Maciver, Director of Legislative Services Reviewed By: Mary-Anne Dempster, CAO File Number: Resolution#: By-law Number: Report Subject: Return to Council Chambers for Council and Standing Committee Meetings Recommendations: 1.That Report LGS-006-22 and any related communication items, be received; and 2.That Council provide direction regarding the Joint and General Government Committee (GGC) Chair by selecting one of the following options: a.Mayor chairs the whole Joint/GGC meeting from the main desk; or b.Chair rotates during the Joint/GGC meeting, while seated at their seats in Council Chambers; or c. Different Member chairs whole Joint/GGC meeting from the main desk in person only, by last name alphabetically in rotation; 3.That Staff be directed to provide an amendment to the Procedural By-law, as appropriate, based on the above direction. Municipality of Clarington Page 2 Report LGS-006-22 Report Overview As the Province begins to loosen COVID-19 restrictions, this report explains the plan for Clarington Council, Staff, and residents to “return to Council Chambers”. 1. Background 1.1 In March, 2020, the Province allowed municipalities to participate electronically in Council meetings during emergencies. As a result, on March 23, 2020, Council passed By-law 2020-022 to amend the former Procedural By-law to accommodate these emergency provisions. 1.2 Arising out of Report CLD-011-20, Council passed By-law 2020-046 to amend the former Procedural By-law to allow for electronic participation during routine periods. 1.3 The current Procedural By-law 2021-054 incorporated the following for routine periods: 2.4.3 A member of Council, of a local board or of a committee of either of them is permitted to participate electronically in a meeting and may be counted in determining whether or not a quorum of members is present at any point in time. 2.4.4 For clarity, a Member of Council, of a local board, or of a committee of either of them, can participate electronically in a meeting that is closed to the public. 2.4.5 The protocol for participating electronically shall be set out by the Municipal Clerk and may be amended from time to time. 1.4 Since COVID-19 began, Council and Standing Committee meetings have effectively been held as hybrid meetings, with all particip ants participating remotely except for the Chair, accompanied by the Clerk/Deputy Clerk and the recording secretary. 2. Return to Council Chambers Plan 2.1 Whether meetings are hosted entirely virtually, or in a hybrid manner, the audio -video upgrades to the Council Chambers supports both formats. Municipality of Clarington Page 3 Report LGS-006-22 2.2 Electronic participation is beneficial to some members of the public for reasons such as travel distances, adverse weather conditions, temporary illness, accessibility considerations, and the convenience to attend meetings from any location. Electronic participation provides another method for members of the public to be engaged in municipal business and participate in local government. 2.3 With the recent Provincial changes regarding screening (i.e. going from active screening to passive screening), Staff have reviewed the current restrictions . 2.4 As a result, effective April 4th (i.e. the first Council meeting in April), all Council and Standing Committee (General Government Committee (GGC) and Planning and Development Committee (PDC) meetings), including Joint meetings, will be held using a true hybrid model, in a phased in approach, beginning with Members of Council, as shown below. Who May Return? How? Timing? Next change? Members of Council (Can still attend virtually) Return to Chambers, spread out – two on each side of outer ring; one on each side of inner ring April 4 Return to regular seating or MS Teams after Social Distancing is removed. CAO/Department Heads/Staff MS Teams only; with option to attend in person, seated at Staff table. April 4 Return to regular seating or MS Teams when Social distancing is removed. Delegations/Presenters (non-Planning Public Meetings) Continue to pre-register; will have the option of in-person or MS Teams May 2 N/A Delegations for Planning Public Meetings Continue to pre-register; will have the option of in-person or MS Teams May 16 N/A Audience/Gallery Continue to provide the option of viewing the video online OR attending in person. 50% capacity, with the use of two overflow rooms (1A & 1C) for viewing of online video. Limited capacity can also provide a level of comfort to attendees. May 16* No capacity limits when Social distancing is removed. Municipality of Clarington Page 4 Report LGS-006-22 2.5 The above approach comes with the following assumptions and parameters:  All these plans are contingent on active screening not being in place.  Anyone (delegates, presenters, Council, staff) can still attend via MS Teams but need to provide advanced notice to the Clerk’s Division at clerks@clarington.net if they plan to attend in person.  Every Member of Council, and Staff, should use a device/laptop with a “raised hand feature” enabled on MS Teams, even in the Council Chambers (because the Chair will need to see all hands whether Members are remote, or in-person).  The Chair (see discussion regarding Chair for Joint/GGC) will be in Council Chambers and need to use a device/laptop, to be able to see raised hands of those attending virtually at the same time as raised hands of those attending in- person.  Anytime staff or Council are in-person, they MUST have their device/laptop muted (to avoid feedback) and must use the desk microphone to speak (so that both virtual and in-person participants can hear) and display their video during discussions and voting.  Prior to the official return of staff to in person, if not all Members of Council are in attendance in person, the CAO and Department Heads may be able to sit in their assigned seating, depending on social distancing.  Any changes to the timing of the above return needs to ensure that there is a two month lead-time for the notice for Public Meetings for Planning Purposes. 2.6 This phased-in approach provides protection against a possible “roll-back” if public health measures should have to be tightened. Additionally, it allows each “returning group” an opportunity to be comfortable with the “new normal” before introducing the next “returning group”. 3. Discussion regarding the Joint/GGC Chair 3.1 Arising out of the meeting experience during COVID-19, and after reviewing the approach of other municipalities, Staff are recommending a change to how Joint/GGC meetings are chaired. 3.2 During COVID, the Chair has chaired remotely (except for the portion chaired by the Mayor). This is not ideal even currently as it is dependent on good internet and the approach does not lend itself to the Clerk/Deputy being able to advise the Chair or get their attention for parliamentary reasons. 3.3 Over concern for cleaning practices surrounding the “switching of Chairs during Joint/GGC meetings”, Staff are recommending that Council change this practice. Municipality of Clarington Page 5 Report LGS-006-22 3.4 Staff have reviewed best practices within the Region of Durham and, other than the Region, the other municipalities do not “switch chairs during a meeting”. As a result, Staff are suggesting that Council choose from the following approaches, as outlined below with pros and cons: Option Pros Cons 1.Mayor chairs the whole Joint/GGC meeting from main desk  Smoother meeting; no interruption from one Department to another  Clerk able to advise Chair  No opportunity for other Members to have experience in Chairing meetings 2. Chair rotates during the Joint/GGC, while seated at their seats  Opportunity for Members to share chairing duties  More interruption of the meeting  Clerk unable to easily advise Chair 3.Different Member chairs whole Joint/GGC from main desk, in person only, by last name alphabetically in rotation.  Opportunity for Members to share chairing duties  Smoother meeting; no interruption from one Department to another  Clerk able to advise Chair  Member may only get a couple of opportunities a year to chair. 3.5 Staff also considered an option where a different Member chairs the whole GGC from main desk in person OR virtually, by last name alphabetically in rotation. However, the “virtualness” results in the problems with internet and smooth running of a meeting, so Staff are not recommending it. 3.6 The above options come with the following:  Requirement that all participants be on MS Teams to use the hands feature.  Provides the option of allowing the member to be “seen” by turning on their video.  For Option #1 & #3, if a Chair was scheduled and is unable to attend in person, they skip their turn. Municipality of Clarington Page 6 Report LGS-006-22  The provision that the Chair can “step down”, to participate in debate, still remains. 4. Change to Procedural By-law - Chair 4.1 Depending on the option decided for the Joint/GGC Chair, the procedural by-law may need to be changed and the draft amending by-law will be brought forward at the next Council meeting. 5. Concurrence Not applicable. 6. Conclusion It is respectfully recommended that Council provide direction on how to proceed regarding the Joint/GGC Chair. Staff Contact: June Gallagher, Municipal Clerk, 905-623-3379 ext. 2102 or jgallagher@clarington.net. Attachments: Not applicable Interested Parties: There are no interested parties to be notified of Council's decision.