REPORT TO COUNCIL REPORT NUMBER: LS-012-2020 DEPARTMENT: LEGISLATIVE SERVICES – By-law MEETING DATE: August 10, 2020 SUBJECT: Extension of Virtual Council, Board and Committee Meetings RECOMMENDATION: Be It Resolved, that Council of the Township of Clearview hereby support the recommendation from the Medical Officer of Health for Simcoe Muskoka Health Unit and continue to facilitate all council, board and committee meetings electronically. BACKGROUND: On July 20, 2020, Dr. Gardner issued a letter to state gatherings of up to 50 people were permitted in the Province of Ontario, however, the Simcoe Muskoka Health Unit continues its advice to encourage municipal councils to hold electronic meetings rather than in person meetings of any nature. COMMENTS AND ANALYSIS: The health and safety of council, volunteers, members of the public and staff must be taken into consideration when planning any in person interactions. This includes public gatherings of council and board/committee meetings. To date, many municipalities have agreed to continue electronic meetings well into the Fall. This includes the City of Barrie, Oro-medonte, Tiny, Innisfil, Penetanguishene, Collingwood and Midland. The Township of Springwater will be holding electronic meetings for the balance of 2020. There is no doubt COVID 19 pandemic has changed the way municipal government functions. It has been difficult to adjust to the changes, and the Township has had to take a different approach to how we continue operations and services. This includes how council, board and committee meetings are conducted during the pandemic. Staff hope these changes will be temporary in nature and activities can Page 1 of 3 return to “normal” soon upon advice from the appropriate medical officers of health. Meetings: Staff recommend not holding in person public meetings (including council, board and committee meetings) until directed otherwise through advice of the Medical Officer of Health for Simcoe Muskoka Health Unit. The Township does not want to be in a position of encouraging gatherings, which dependent on topic could reach more than 50 persons. It is further not recommended that persons would be turned away at the door and thus not able to or feel discouraged from participating in the democratic process. Some boards have passed resolutions that their facilities will not be open until a vaccine is found and distributed, while some boards have expressed interest in meeting in person when it is safe to do so. Online deputations and public meeting delegates: With further continuation of electronic meetings, staff recommend providing the opportunity for members of the public to address council virtually as delegations and through the planning public meeting process. To date, the Township has only accepted written comments, but many municipalities are starting to branch out to virtual participation by members of the public. Staff do not recommend any changes to public participation. The online submission form has been working very well to date. Technology: Staff have conducted a review of the technology available to continue council and board/committee meetings. Although there are several options available, staff recommend continuing with the Zoom technology. It is easy to use and provides a direct link to upload a live feed to Clearview Township’s youtube station. Resident’s have requested the continued broadcast of council meetings to stay informed on local issues. The extension of electronic council meetings will allow the seamless continuation of this effort. Second Wave Covid-19: The Province of Ontario and medical professionals are preparing for a “second wave” to possibly occur in Fall 2020. Staff will continue to monitor the news and directions from Queens Park and medical officers of health to determine if re-elevation to move to in person meetings is required. CLEARVIEW STRATEGIC PLAN: Governance COMMUNICATION PLAN: Staff will continue to share meeting information on social media platforms, Township website, and agenda materials. Page 2 of 3 FINANCIAL IMPACT: The Township purchased a one-year subscription to Zoom. There are no additional costs associated with extending electronic board, committee and council meetings. REPORT SCHEDULES: Letter from Dr. Gardner, Simcoe Muskoka Health Unit dated July 20, 2020. PREPARED BY: Pamela Fettes, Director, Legislative Services/Clerk REVIEWED BY: Steve Sage, CAO Page 3 of 3 July 20, 2020 Dear municipalities in Simcoe County, the District of Muskoka, the Cities of Barrie and Orillia, and of the four First Nations located in Simcoe Muskoka: I am writing in follow up to my letter dated June 30th, 2020 with respect to questions pertaining to municipal council meetings being held in person with members of the public attending. On Monday, July 13, 2020, the Province of Ontario announced Phase 2, Stage 3 of the Re-Opening Ontario Plan. With the initiation of Stage 3, the Simcoe Muskoka District Health Unit (SMDHU) provides the following communications with regards to your respective public council and other public government meetings that you may have scheduled following the initiation of Stage 3 on Friday, July 17, 2020. In accordance with Ontario Regulation 364/20 (Rules for Areas in Stage 3), indoor gatherings are permitted to a maximum of 50 persons. Further, persons attending an organized public event shall comply with public health guidance on physical distancing. Accordingly, for the purposes of municipal council and public meetings associated with municipal matters, the following applies: • Municipal council and public meetings associated with municipal matters are permitted to a maximum of 50 persons. • Physical distancing between individuals is required to take place in ensuring a distance of 2 meters or greater • In the event that space for the gathering does not permit 50 persons with physical distancing in place, the maximum number of persons permitted should align with the spacing associated so that each person is distanced at least 2 metres from one another. • Aisles and walkways should be designated as one way where possible • As per the instructions provided on July 7, 2020 (revised July 15, 2020), face coverings must be worn inside businesses and/or organization at all times in publically accessible spaces. Exceptions are provided under the instructions. FAQs are continually revised, including a recent addition regarding public speaking In keeping with the above, in person council meetings would be allowed within the requirements specified. However given these limitations, in keeping with the June 30, 2020 communication, SMDHU suggests continuing alternative means of meeting and of seeking public input, where possible, for the duration of the pandemic as an ongoing preventative measure. Such alternative means include electronic council meetings with public access which is in alignment with Bill 187 which allows for quorum to be counted if municipal council members are participating virtually with all other council meeting requirements remaining. In discussions with the Association of Municipalities in Ontario (AMO), they have advised that they have worked with the Association of Municipal Managers, Clerks and Treasurers of Ontario (AMCTO) and the Municipal Information Systems Association (MISA) on virtual meeting guidelines to fulfill all the Municipal Act requirements during virtual meetings including committee meetings which can be found here. SMDHU remains committed to providing web updates on the provincial Emergency Orders and information for the public and our municipalities with regards to public gatherings. Further information pertaining to COVID-19 can be found at the following page: http://www.simcoemuskokahealth.org/Topics/COVID-19. Sincerely, ORIGINAL Signed By: Charles Gardner, MD, CCFP, MHSc, FRCPC Medical Officer of Health CG:SR:LS:sh .