ELORA – Council is deciding whether to scrap its monthly committee of the whole meetings and have two council meetings a month instead.
But it did agree to a policy on hybrid meetings.
Clerk Kerri O’Kane told council that new audio-visual equipment in council chambers means it’s easier to have meetings where some people are present in chambers and others attend electronically.
Council agreed that hybrid meetings allow better access for councillors, staff, consultants, delegates and the public.
Councillors agreed it’s preferable to be physically present but could foresee occasions when the hybrid option makes attending meetings possible.
Council approved the hybrid meeting policy.
O’Kane also presented council with the draft 2024 committee and council meeting schedule, and it recommends eliminating committee of the whole meetings.
It also recommends adding planning meetings to the end of council meetings rather than holding planning meetings on a separate night.
One council meeting a month is proposed to start at 2pm; the second meeting at 6pm.
“Holding two council meetings per month with afternoon and evening start times provides flexibility and efficiency for members of council, staff, consultants and most importantly the general public,” O’Kane wrote in her report.
“This schedule compliments other steps recently taken, such as the adoption of a new procurement by-law, a delegated authority by-law and hybrid meetings to streamline and enhance the decision-making process, provide flexibility, cost savings and a more efficient use of resources.”
Councillors weren’t sure about that.
“Committee of the whole allows more informal discussion,” said councillor Jennifer Adams. “This would take away these frank discussions.”
CAO Dan Wilson noted that motions can only be passed at council meetings, and with only one council meeting a month, “It can delay the process, especially with planning applications. There’s only one opportunity a month,” he said.
“We’re trying to get a volume of reports through the system.”
Wilson said it takes a lot of staff time to prepare for and attend meetings – council meetings, advisory committee meetings and committee of the whole – “and staff capacity is a concern.”
“Committee of the whole is our opportunity to talk,” said councillor Barb Lustgarten-Evoy. “To lose it is not the right way to go – especially in our first year.”
“I’m not suggesting we take away the opportunity to collaborate. You are doing it today, as we speak,” Wilson countered.
Councillor Bronwynne Wilton was also concerned about “stacking” planning matters to the end of council meetings. Long meetings make for tired councillors and possibly bad decisions
“It’s not feasible,” she said. “My preference is more, shorter meetings. That creates more reasonable hours for everyone.”
Managing director of planning and development Brett Salmon, said some of the planning applications are straightforward and would only add a few minutes to a council meeting.
But some planning proposals can be controversial, he acknowledged, and “there will be times when we need special nights.”
“I would like to see this deferred and for staff to come back with more justification,” Adams reiterated, and put a motion to defer on the table.
After some discussion, council voted to defer the motion till next month.
