For in camera meetings, Councillors and Administration could attend either via teleconference or in person at City Hall.
This “hybrid” option is being adopted or considered by several municipalities across the province including:
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Region of Waterloo
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Region of Halton
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City of Toronto
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Thunder Bay
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City of Markham (may choose to go virtual only due to physical limitations of its Council Chambers)
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City of Kitchener (may choose to go virtual only due to physical limitations of its Council Chambers)
Given the options available, Administration recommends that City Council approve the hybrid meeting option for open City Council Meetings and In Camera meetings. This will allow for the greatest amount of participation in the meetings while respecting all health and safety considerations associated with the pandemic.
Risk Analysis:
The Novel Coronavirus (COVID-19) pandemic has had the potential to disrupt the meetings of Council and its committees. However, electronic participation in Council Meetings and Committee Meetings has allowed meetings and the work of Council and its Committees to continue.
Continuing with electronic or hybrid electronic/in person meetings carries little risk and provides the most opportunity for participation for Councillors, Administration and the public. Solely in-person Council Meetings would carry the most risk as any large group gathering during the pandemic carries health and safety risk. Further, such a format would limit the number of persons that can attend a meeting and thus could impact on the public perception of governmental transparency.
Financial Matters:
Immediate costs associated with implementing the technology to allow electronic participation will be within existing budgets and using the new, existing technological infrastructure embedded in Council Chambers and dedicated meeting room(s), located in the new 350 City Hall Square building.