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Home My WebLink About18 042 Municipality of Kincardine 2013 Procedure By-law Amendment (7) By-law THE CORPORATION OF THE MUNICIPALITY OF KINCARDINE KBT� 470/PALI 1100�• BY-LAW NO. 2018 - 042 BEING A BY-LAW TO AMEND BY-LAW NO. 2013-161; BEING A BY-LAW TO GOVERN THE CALLING, PLACE AND PROCEEDINGS OF MEETINGS WHEREAS pursuant to Subsection 238 (2) of the Municipal Act, 2001, S.O. 2001, c.25, every municipality and local board shall pass a procedure by-law for governing the calling, place and proceedings of meetings; • AND WHEREAS pursuant to Subsection 238 (2.1) of the Municipal Act, 2001, S.O. 2001, c.25, the procedure by-law shall provide for public notice of meetings; AND WHEREAS the Council of The Corporation of the Municipality passed By- law 2013-161 to govern the calling, place and proceedings of meetings; AND WHEREAS Council deems it advisable to amend By-law No. 2013 - 161 to include electronic participation at Committee meetings; NOW THEREFORE the Council of The Corporation of the Municipality of Kincardine ENACTS as follows: 1. That the following be added to Section C of By-Law No. 2013 - 161; C.12 Electronic Participation at Committee Meetings Members of Committees may attend an open meeting, regular or special but not closed, electronically via telephone or video conference, subject to the following. Committees with four or fewer • appointed members are not eligible to have members attend electronically, nor are Committee of Adjustment/Property Standards, Compliance Audit Committee, Emergency Management Program Committee, Fence Viewers, Police Services Board. For Committees with five or six appointed members, one Committee member may attend any given meeting electronically. For Committees with seven or more appointed members, two Committee members may attend any given meeting electronically. Committee members attending electronically do not count for quorum. A Committee member is restricted in the number of times he/she may attend electronically. For Committees which Terms of Reference set out a meeting schedule of six or less regular meetings per year, the member may participate electronically once per year, while Committees which Terms of Reference set out a meeting schedule of more than six regular meetings per year, the • member may participate electronically two times per year. Page 2 of 2 Municipality of Kincardine 2013 Procedure By-law Amendment (7) By-law By-law No. 2018 - 042 The Chair of the meeting cannot participate electronically and must be present in person. The Chair of the Committee may attend • electronically, however, may not chair the meeting, in which case, the Deputy Chair, if the Committee has appointed one, shall assume the responsibilities and have the powers of the Chair under this by-law. Should the Chair and Deputy Chair both attend electronically, the Committee shall, from amongst the members present in person, appoint a presiding officer, who, shall assume the responsibilities and have the powers of the Chair under this by- law. Committee members attending electronically shall have all the rights and powers as a member in attendance in person, including moving/seconding a motion, participating in debate, voting privileges. Operational Protocols for electronic participation at meetings are set out in Appendix "B". The Clerk is authorized to make minor adjustments, and/or exceptions, to these protocols where warranted. 410 2. That the attached Appendix "B", Operational Protocols for electronic participation at meetings, be attached to By-Law No. 2013 - 161; 3. That this By-law shall come into full force and effect upon its final passage. 4. This By-law may be cited as the "Municipality of Kincardine 2013 Procedure By-law Amendment (7) By-law". READ a FIRST and SECOND TIME this 18th day of April, 2018. READ a THIRD TIME and FINALLY PASSED this 18th day of April, 2018. r —se14,1x—L' -tratills12 Mayor Clerk 110 Municipality of Kincardine Procedure By-Law By-law No. 2013 — 161 Schedule "A" Appendix B Operational Protocols for Electronic Meeting Participation by Committee Members Committee members should dress (if video conference) and act as though in attendance in person. They are also responsible for ensuring there is no background noise at their location that would interfere with the meeting. Committee members wishing to attend a meeting electronically shall submit an application to the Clerk's Department no less than one week prior to the scheduled meeting. For special meetings called less than a week from the planned meeting date, the application must be submitted once special meeting is confirmed. If a Committee member is away when a special Committee meeting is called, notice of the meeting will be sent to their email address provided to the Municipality and they may submit a request for electronic participation electronically. As the number of Committee members who may attend electronically is limited, the privilege to attend electronically shall be based on order of request. Any costs associated with attending electronically shall be borne by the Committee member. Committee members must connect electronically with the Municipality no later than 15 minutes prior to the commencement of the Committee meeting. Committee members attending electronically may leave a meeting early, however, it is expected that members will attend a sufficient length of time to warrant the additional effort required by the Municipality to facilitate electronic attendance. Committee members must announce their departure prior to leaving the meeting. If electronic connection is lost during a meeting, no effort will be made to reconnect and the member attending electronically shall be considered to have left the meeting at the point of disconnection. The Chair shall be cognizant of all members whether attending in person or electronically and may establish provisions as to order of Committee members speaking to facilitate flow and pace of meeting. Members attending electronically shall verbally announce their vote. Information related to additions to the agenda or materials that were not included in the agenda package will be forwarded by email to Committee members attending the meeting electronically, provided time allows. It is the Committee member's responsibility to monitor email for this type of occurrence. Committee members attending electronically may not be able to see all other Committee members, presentations by delegations, etc. and the Municipality is not responsible for trying to accommodate this. Page 35 of 37 Municipality of Kincardine Procedure By-Law By-law No. 2013— 161 Schedule "A" Appendix B Committee members are responsible for providing their own method of transmission to the Municipality. The Municipality's conference phone system will be used for those attending via telephone. For video conferencing, the Municipality shall provide the means to receive the transmission from members attending electronically. The choice of software options is not restricted for Committee members, however, the chosen option must be compatible with the Municipality's systems. Page 36 of 37 Municipality of Kincardine Procedure By-Law By-law No. 2013 — 161 Schedule "A" u141civgt1rr z_40 great energy. balanced life. IQNCAR INL Appendix B Application to attend Committee Meeting Electronically Application must be submitted to the Clerk's Department no less than one week prior to the scheduled meeting. For special meetings called less than a week from the planned meeting date, application must be submitted once special meeting is confirmed. Name of Committee Member: Name of Committee: Date of Meeting: Time of Meeting: Type of Electronic Attendance: Telephone Video Conference (software program to be used ) If planning to leave meeting early, estimated time of departure: Signature Date Approval of the Clerk Date Personal information is collected under the authority of the Municipal Act, for the purpose of creating a record to be used for attending a Committee meeting electronically. Questions about the collection of the personal information may be addressed to the Clerk of the municipality of Kincardine, 1475 Concession 5, R.R. 5, Kincardine, Ontario N2Z 2X6. Phone: 519-396-3468. Page 37 of 37