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BYLAW - Procedure Bylaw Electronic Meetings (Amend 622819) - 20200331 - 624620The Corporation ofthe Town ofAurora By-law Number 6246-20 Being a By-law to amend By-law Number 6228-19, to govern the proceedings of Council and Committee meetings of the Town ofAurora. Whereas under subsection 238 (2) of the MunicipalAct, 2001, s.o. 2001, c. 25, as amended (the "MunicipalAct, 2001"), every municipality and local board shall pass a procedure by-law for governing the calling, place and proceedings of meetings; And whereas on December I O, 20'19, The Corporation of the Town of Aurora (the "Town") enacted By-law Number 6228-19, being a by-law to govern proceedings at Council and Committee meetings; And whereas on March 19, 2020 the Province of Ontario enacted the Bill 187, Municipal Emergency Act, 2020 to amend the Municipal Act, 2001 to enact subsection 238 (3.3) and subsection 238 (3.4) to permit meetings to be held electronically during an emergency declared pursuant to the Emergency Management and Civil Protection Act, R.S.0. 1990, c. E.9, as amended (the"Emergency Management and Civil Protection Acf'); And Whereas the World Health Organization has declared a worldwide pandemic regarding the Novel Coronavirus 19 (COVID-19); And whereas on March I 7, 2020, a Declaration of Emergency was made by the Province of Ontario pursuant to section 7.0.1 of the Emergency Management and Civil Protection Act related to COVID-I 9; And whereas on March. I 8, 2020, a Declaration of Emergency was made by the Town pursuant to section 4 of the Emergency Management and Civil Protection Act related to COVID-19: And whereas the Lieutenant Governor has issued Order-in-Council 520/2020, pursuant to the Emergency Management and Civil Protection Act, prohibiting all organized public events of over fifty people due to COVID-I 9; And whereas the Town considers the protection of the health and safety of the public to be a paramount concern, and has suspended the operations of all Town facilities and services, other than those deemed essential for the welfare of the citizens of the Town of Aurora during the COVID-19 emergency; And whereas the Town considers it desirable to put measures in place to ensure that urgent matters, where a Council decision is required, can still occur; Now therefore the Council of The Corporation of the Town of Aurora hereby enacts as follows: 1.By-law Number 6228-19 be and is hereby amended by adding the following section: "20.1 Emergency Meetings during a Declared Emergency By-law Number 6246-20 Page 2 of 5 Interpretation In this Section, the following shall apply, in addition to the definitions in Section I of this By-law: "Emergency" means any period of time during which an emergency has been declared to exist in all or part of a municipality by the Head of Council or the Province under sections 4 or 7.0.1 of the Emergency Management Act; "Electronic Meeting" means a meeting called and held in full or in part via electronic means (including, but not limited to, audio teleconference, video teleconference, or via means of the internet), and with or without in person attendance; "Emergency Management Acf' means the Emergency Management and Civil Protection Act, R.S.0. 1990, c. E.9, as amended. Electronic Meetings A regular meeting or special meeting oT Council may be conducted by Electronic Meeting during an Emergency, in accordance with this Section and any Emergency Electronic Meeting Protocol as may be approved. Quorum and voting for an Electronic Meeting Members attending and present during an Electronic Meeting shall be counted for purposes of quorum at the commencement and at any point in time during the meeting, and shall be entitled to vote through a vote recorded by the Clerk as if they were attending the meeting in person. Closed Session An Electronic Meeting may include a Closed Session, which shall be conducted in the absence of the public and in accordance with this Section. Delegations In Writing An Electronic Meeting shall not permit public delegations, except by way of electronic submission received in advance of the meeting, which shall be submitted to the Clerk's office in writing, preferably by email to clerks@aurora.ca prior to the start of the Electronic Meeting, and shall be provided to Members iT received prior to the Electronic Meeting. Application and Conflict Notwithstanding the foregoing, the Procedure By-law shall continue to apply to an Electronic Meeting held pursuant to this Section, except that this Section and any Emergency Electronic Meeting Protocol approved by Council and any By-law Number 6246-20 Page 3 of 5 Provincial legislation or order shall prevail to the extent of any conflict." By-law Number 6228-19 be and is hereby amended by adding the Following appendix: "Appendix "A" - Emergency Electronic Meeting Protocol" Enacted by Town of Aurora Council this 31st day of March, 2020. Michael de Rond, Town Clerk By-law Number 6246-20 Page 4 of 5 Appendix "A" Emergency Electronic Meeting Protocol General The method and technology used for an Electronic Meeting in Open Session or Closed Session shall be determined by the CAO and Clerk, in consultation with the Mayor, based on advice and resources available from the Town's Information Technology staff and the prevailing circumstances and context for a meeting. The Mayor or Acting Mayor (or designate) shall lead the Electronic Meeting and be present from a designated meeting location supported by the Clerk (or designate), where possible. Attending Members are required to participate via video to ensure quorum is maintained throughout the Electronic Meeting, and For voting purposes. Members follow meeting leadership from the Mayor as Chair. The Chair is to announce each agenda item on the floor of the Electronic Meeting and shall maintain an orderly meeting process keeping Members informed. Request to Speak and Speaker's List Any Member wishing to speak to an item on the floor must use the Electronic Meeting technology, or by some other means (text message to the Chair), to notify the Chair. The Chair shall keep a list, in order or request, of those Members who have asked to speak and shall call their name when the floor is turned over to them. The Chair shall ensure, before calling the vote, that all Members have had equal opportunity to participate in the debate. The Mayor may periodically confirm the remaining speakers on the list. Member Speaking Based on the provisions in Section 22, each Member will have two (2) opportunities to speak to a particular item Tor five (5) minutes each. Voting All votes shall be a recorded vote conducted by the Clerk, as directed by the Chair, unless Council decides otherwise. The Clerk will call each Member to record vote. The Clerk shall announce the result of all votes prior to moving to the next item. By-law Number 6246-20 Page 5 of 5 Member Conduct Each Member shall remain silent and attentive to the proceeding when not assigned the floor by the Chair. Each Member shall listen for their name to be assigned the floor to speak or to vote. Each Members shall take directions from the Chair in order to facilitate an effective, efficient and orderly Electronic Meeting.