HomeMy WebLinkAboutMay 6, 2021
Agenda
Pickering Anti-Black Racism Taskforce
May 6, 2021
7:00 pm
Electronic Meeting
Due to COVID-19 and the Premier’s Emergency Orders to limit gatherings and
maintain physical distancing, the City of Pickering continues to hold electronic
Council and Committee Meetings.
Members of the public may observe the meeting proceedings by accessing the
livestream.
1.Welcome and Call to Order G.Chang-Campbell
2.Delegations TBD
3.Disclosure of interest G.Chang-Campbell
4.Adoption of Agenda and Previous Minutes G.Chang-Campbell
Attachment 1: April 8, 2021 Minutes
5.Action Items Update Staff T.Ryce
5.1 Terms of Reference
Attachment 2: currently in draft format will be
finalized once a motion of council is received
5.2 Participation in Meetings
Attachment 3: Electronic Meeting Guidelines During
a Declared Emergency
5.3 Remuneration Process – update
5.4 Bang the Table – update
6.Updates from Executive All
6.1 Chair
6.2 Vice-Chair
For information related to accessibility requirements please contact:
Committee Coordinator
T: 905.420.4611
Email: clerks@pickering.ca
Agenda May 6, 2021
Pickering Anti-Black Racism Taskforce
Page 2 of 2
6.3 Secretaries
6.4 Treasurer
7. Action Plan Development C. Mosca
Please Note: Key Areas developed and listed in
April 1 Minutes
8. Sub-committees G. Chang-Campbell
8.1 definition of roles
8.2 nominations
8.3 elections
8.4 next steps
9. Other Business All
For information related to accessibility requirements please contact:
Committee Coordinator
T: 905.420.4611
Email: clerks@pickering.ca
Draft Minutes/Meeting Summary
Pickering Anti-Black Racism Taskforce
Thursday, April 8, 2021
Electronic Meeting
7:00 pm
Attendees: D. Ryan, Mayor, arrived at 8:04 pm
C. Addo-Bekoe, Manager, People and Culture (Staff Liaison)
T. Ryce, Supervisor, Cultural Services (Staff Liaison)
Z. Adatia, Pickering Anti-Black Racism Taskforce Member
G.Chang-Campbell, Pickering Anti-Black Racism Taskforce Member
S. Charles-Watson, Pickering Anti-Black Racism Taskforce Member
A. Davis, Pickering Anti-Black Racism Taskforce Member
R. Diaz-Matus, Pickering Anti-Black Racism Taskforce Member
H. Douglas, Pickering Anti-Black Racism Taskforce Member
M. Francis, Pickering Anti-Black Racism Taskforce Member
O.Grignon, Pickering Anti-Black Racism Taskforce Member
F. Heath, Pickering Anti-Black Racism Taskforce Member
C. Mosca, Pickering Anti-Black Racism Taskforce Member
T. Olanbiwonnu, Pickering Anti-Black Racism Taskforce Member
N. Sinclair, Pickering Anti-Black Racism Taskforce Member
C. Blumenberg, Deputy Clerk (Recording Secretary)
Absent: C. Farinha, Pickering Anti-Black Racism Taskforce Member
D. Governor, Pickering Anti-Black Racism Taskforce Member
A. Graham, Pickering Anti-Black Racism Taskforce Member
N. Holland, Pickering Anti-Black Racism Taskforce Member
A. Laylor, Pickering Anti-Black Racism Taskforce Member
K.Noronha, Pickering Anti-Black Racism Taskforce Member
J. Smith, Pickering Anti-Black Racism Taskforce Member
A. Vincent, Pickering Anti-Black Racism Taskforce Member
Item/ Details & Discussion & Conclusion Action Items/Status
Ref # (summary of discussion) (include deadline as
appropriate)
1. Welcome and Call to Order
C. Addo-Bekoe welcomed everyone in attendance
and called the meeting to order at 7:03 pm.
2. Disclosure of interest
M. Francis disclosed a pecuniary interest regarding
item 7, L.E.O.N. Presentation due to her connection
to The Henry Alexander House, a health and
Page 1 of 8
Refer to Item 4 of the Agenda
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Item/ Details & Discussion & Conclusion Action Items/Status
Ref # (summary of discussion) (include deadline as
appropriate)
wellness/development facility within Durham
Region.
3. Adoption of Agenda and Previous Minutes
No changes to agenda or meeting minutes.
4. Delegations
There were none.
5. Stipend Update
T. Ryce confirmed remuneration for Taskforce T. Ryce to follow-up when
members will be paid from the Community Services stipend will be enacted and
Salary Account, and advised that a stipend will be process for remuneration.
paid to members of the Taskforce. The Taskforce
Terms of Reference are to be reviewed at each term
of the Taskforce by Human Resource, and a rate
assigned.
T. Ryce advised that in this term, the rate is set $65
per 2-hour regular Taskforce members and $75 for a
chair or sub-committee chair (active visible
participation in meetings is required). A rate of $25
set per hour of work; which is pre-approved by the
Taskforce, and recorded in the minutes.
A written request must be received by the Taskforce
liaison to receive payment. Payments will be issued
twice a year. Request for payment must be received
by December 15th of each calendar year. Requests
are to be provided to staff liaisons in a written
manner, either by email or a form. This is to be
determined.
A question and answer period ensued between
members of the Taskforce and staff regarding:
Timelines on implementation of stipend;
whether stipend will be retroactively paid.
Moved by M. Francis
Seconded by G. Chang-Campbell
That the stipend structure be accepted as reflected in
the terms of reference.
Carried.
6. Taskforce Name Change
Page 2 of 8
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Item/ Details & Discussion & Conclusion Action Items/Status
Ref # (summary of discussion) (include deadline as
appropriate)
A discussion ensued among Members of the F. Heath and M. Francis to
Taskforce regarding: review/research and bring
forward for inclusion at the
purpose of the name change for longevity of next applicable meeting as
the Taskforce an agenda item.
whether to replace name for “A movement for
change” may be premature at this stage;
option to refer themselves as “movement for
change” in community;
how the “movement for change” name is
broad, and Taskforce needs to come up with
mission and vision statement underneath a
potential name before changing name.
T. Ryce suggested that staff can request this be the
Taskforce’s hashtag, and tagline as “movement for
change” in marketing and communication materials.
7. L.E.O.N. Presentation
M. Francis outlined the details of the presentation A potential partnership with
with the aid of a PowerPoint, and advised that the The Henry Alexander House
City of Pickering is a welcomed partner with the L.E.O.N program will be
Henry Alexander House new program L.E.O.N.. M. discussed at a future
Francis noted that the L.E.O.N program is focused on meeting.
helping BIPOC youth become engaged with
opportunities for emotional, developmental and
employment growth. L.E.O.N is an acronym for
Leadership, Entrepreneurship, Opulence and
Nobility. Through the contibutions of the many willing
partners the program cost is $130 for 21 weeks of
training: The program teaches job readiness, critical
thinking, financial empowerment, well-being and
creates entrepreneurial opportunities for youth in
renovation trades. M. Francis outlined the various
partners of the L.E.O.N program, such as the
Canadian Real Estate Association, Green Renovator
and Habitat for Humanity. The taskforce inquired why
the request was coming to their meeting rather than
directly to the City. T. Ryce advised that the City felt it
was appropriate to received endorsement of the
taskforce for partnership requests related to the
Black Community.t...
A discussion ensued among Members of the
Taskforce regarding:
Page 3 of 8
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Item/ Details & Discussion & Conclusion Action Items/Status
Ref # (summary of discussion) (include deadline as
appropriate)
whether the program is available to all youth
with an application process or a referral;
more information on what kind of partnership
this would be with the City and Taskforce, with
M. Francis advising that an endorsement of
the program is important;
the program focus on BIPOC youth;
how the program lead is open to volunteerism,
donations and partnerships with other
agencies;
whether it may be premature to provide
support at this stage for the L.E.O.N program;
given that the action plan has not been set
and,
how determining the areas of focus, metrics
and targets for the Taskforce should be
established first, before determining support
for this, or other community programs.
Moved by F. Heath
Seconded by T. Olanbiwonnu
That the L.E.O.N presentation be discussed at a
future meeting of the Taskforce.
Carried
8. Executive Board Nominations and Appointments
T. Ryce provided an overview of the Sub-Committees Once Terms of Reference
and Executive Board Nominations and Appointments are approved by Council,
process. staff and members will
recruit former applicants A discussion ensued among Members of the from the PABRT Preparatory Taskforce regarding: Sub-committee & Task
the need and importance for Youth Force applicants, as
representatives on all sub-committees; required.
how youth can bring back their learning to their
committee and inform the discussion on
separate committees, being mindful of not
creating duplication of efforts;
how if all voices are at the table, including
youth there will be a more cohesive approach
to getting the work accomplished; and,
How youth are ready to speak up and be given
a seat at the table.
Moved by G. Chang-Campbell
Page 4 of 8
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Item/ Details & Discussion & Conclusion Action Items/Status
Ref # (summary of discussion) (include deadline as
appropriate)
Seconded by O. Grignon
That all sub-Committees must include at least
oneyouth representative..
Carried
It was the consensus of the Taskforce to agree to the
following:
Sub-Committees must include a youth
representative from the Youth-Sub Committee;
Co-chairs for all sub-committees to recruit and
Co-chair to manage committee administration
(unless otherwise indicated)
Recommended that the City Diversity Strategy
presentations come to the full Taskforce
Sub Committees (require Co-chairs, except
where identified)
It was the consensus of the Taskforce to agree to the
following executive positions by Taskforce
membership:
Executive:
o Chair – Staff/Government Liaison
o Vice Chair – Action Plan
Development/Tracking/ Presentations
o Secretary (two positions) – Taskforce
Administration – Advocacy,
Compliance/Accountability/Ethics HUB Liaison
Mediation
o Treasurer
Moved by F. Heath
Seconded by C. Mosca
That these will be the guiding principles of the
Pickering Anti-Black Racism Taskforce (PABRT);
and,
That Executive membership of the PABRT will
consist of a Chair, Vice-Chair, Secretary (2) and
Treasurer.
Carried
T. Ryce provided an overview of the different Sub-
Committees proposed by the Taskforce.
Page 5 of 8
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Item/ Details & Discussion & Conclusion Action Items/Status
Ref # (summary of discussion) (include deadline as
appropriate)
A brief discussion ensued on the removal of Chair in
the Education and Policing Sub-Committees.
Moved by O. Grignon
Seconded by H. Douglas
That the Chair, under the Education and Policing
Sub-Committee be replaced with a “Member with
Expertise”.
Carried
It was the consensus of the Taskforce to agree to the
following Sub-Committee Memberships:
1. Executive Advisory S ub Committee eg. Police –
Services, Human Resources, Faith Groups
[Chair + 1]
2. Fund Development [Treasurer +1 ]
3. Policy / Best Practice [research and presentations]
4. Youth
5. Outreach/Communications - Social Media, 'Bang
The Table/ Fundraising/ Youth Recruitment
6. Education – [Member with Expertise as partner
with DDSB]
7. Employment / Entrepreneurship
8. Health (mental and physical wellness)
9. Policing [Member with Expertise as partner with
DRPS]
10.Events, Community Engagement, Programming
11.Recognition Program eg. Procurement / Allyship /
Community Champion / Achievement [Chair, Vice
Chair, Secretary, Treasurer]
12.Housing/Construction
Moved by S. Charles-Watson
Seconded by C. Mosca
That the Taskforce structure and its Sub-Committees
be approved and duly created.
Carried
Page 6 of 8
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Item/ Details & Discussion & Conclusion Action Items/Status
Ref # (summary of discussion) (include deadline as
appropriate)
9. 2021 Meeting Schedule
It was the consensus of the Taskforce to adopt the Staff to share the updated
2021 meeting schedule, inclusive of a July 15, 2021 2021 meeting schedule.
and August 5, 2021 summer meetings for the
remainder of the year whereby the next meeting will
occur on Thursday, May 6 at 7:00 pm.
10. Nominations & Elections
Chair – Staff/Government Liaison
Moved by F. Heath
Seconded by H. Douglas
That Gena-Chang Campbell be appointed as Chair of
the Pickering Anti-Black Racism Taskforce.
Carried
Vice Chair – Action Plan Development Tracking/
Presentations
Moved by F. Heath
Seconded by S. Charles-Watson
That Catherine Mosca be appointed as Vice-Chair of
the Pickering Anti-Black Racism Taskforce.
Carried
Secretary (two positions)
1st Position:
Moved by A. Davis
Seconded by C. Mosca
That Floyd Heath be appointed as Secretary of the
Pickering Anti-Black Racism Taskforce.
Carried
2nd Position:
Moved by G. Chang-Campbell
Seconded by N. Sinclair
Page 7 of 8
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Item/ Details & Discussion & Conclusion Action Items/Status
Ref # (summary of discussion) (include deadline as
appropriate)
That Odessa Grignon be appointed as Secretary of
the Pickering Anti-Black Racism Taskforce.
Carried
Treasurer
Moved by F. Heath
Seconded by O. Grignon
That Suzanne Charles-Watson be appointed as
Treasurer of the Pickering Anti-Black Racism
Taskforce.
Carried
It was the consensus of Taskforce to appoint Sub-
Committee members at the May 6, 2021 meeting.
11. Other Business
T. Ryce provided an update on Bang The Table T. Ryce to provide an update
software and its capabilities for use by Taskforce. on Bang The Table.
She noted that training will be provided prior to the
launch of the platform in May.
12. Adjournment
Meeting Adjourned at 8:44 pm.
Copy: (Acting) Director, Community Services
City Clerk
Page 8 of 8
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Draft Terms of Reference – Pickering Anti-Black Racism Taskforce
Terms of Reference – Pickering Anti-Black Racism
Taskforce
Revised April 8 by PABRT Appointees
1.0 Mandate
The Pickering Anti-Black Racism Taskforce (PABRT) is a committee of Council
appointees who work in partnership with the Pickering community, Durham-based
organizations, businesses, stakeholders, and the City to:
•identify barriers and areas of opportunity, in order to enhance the shared
experience and opportunities afforded to Black residents,
•identify and coordinate opportunities for stakeholder and community
engagement,
•provide expert input and action on matters relating to the provision of anti-
Black racism initiatives within the community; and,
•celebrate and promote the Black community, and promote Black culture.
2.0 Goals, Objectives and Responsibilities
The Pickering Anti-Black Racism Taskforce will identify and implement actions to
fulfill the following goals and objectives:
1.Work towards the continued reduction of anti-Black racism;
2.Ongoing communication with the residents of Pickering to identify existing
systemic barriers for Black residents and develop/provide opportunities to
address these barriers, provide education, and effect change;
3.Act as a partner in collaboration with the City on initiatives related to anti-Black
racism and Equity, Diversity and Inclusion as a stakeholder;
4.Provide advocacy and act as a liaison on behalf of the Black community to the
City, as well as organizations and businesses serving the City of Pickering;
5.Strengthen and support Black-led economic development and Black
employment initiatives;
6. Support and promote the creation and success of the Black community and
cultural organizations;
7. Provide educational resources to build allies within and for the Black
community;
8.Conserve and promote Black history and heritage;
9.Celebrate and support success within the Black community;
10. Provide opportunities for the creation, education, and enjoyment of Black
culture;
11. Build partnerships and share resources with like-minded organizations to
maximize effect, be aware of global best practice, to reduce potential for
overlap of services and initiatives;
12. Be inclusive of community residents as per the charter of rights and freedoms;
and,
Refer to Item 5.1 of the Agenda
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Draft Terms of Reference – Pickering Anti-Black Racism Taskforce
13. Engage stakeholders, businesses, and cultural organizations as partners in the
delivery of initiatives.
Taskforce responsibilities include:
a) Regularly communicate with Pickering residents, businesses, stakeholders, and
like-minded organizations (includes taskforces) to fully identify issues, barriers,
and opportunities within the mandate of the taskforce.
b) Develop an annual action plan for presentation to Council; which identifies
primary goals, strategies, implementation schedule, measurement tools, and
budgets in response to the goals and objectives of the Taskforce.
c) Regularly review the action plan and track results.
d) Provide quarterly updates to Council on Taskforce activities.
e) Schedule meetings, set agendas, review minutes, and organize sub-
committees as needed.
f) Promote and support grass roots organizations and community-led anti-Black
racism initiatives.
g) Deliver programs, education, reconciliation circles, and develop as needed
educational resources and toolkits in partnership with the community, related to
anti-Black racism, alliance, heritage, and culture.
h) Develop and implement recognition and incentives for initiatives that support
the Black community and anti-Black racism.
i) Advocate, provide guidance and support or partner with initiatives of Durham
Region Police Service and Durham School Boards related to anti-Black racism,
Black culture, and safety of Black community members.
j) Encourage and promote effective communication between the Black
community, community cultural groups, individuals, and the City.
k) Advise and develop working relationships with owners of businesses, and the
Chamber of Commerce.
l) Work collaboratively with the City to align priorities and to aid Diversity and
Inclusion initiatives of the City.
m) Provide consultation, research, resources, report findings and make
recommendations as necessary on matters of anti-Black racism, and the
promotion of Black culture within the City of Pickering.
n) Facilitate education and awareness of federal, provincial and local legislation
related to anti-Black racism, accessibility, equity, and inclusion, human rights,
and labour.
o) Advocate and promote the value and benefit of anti-Black racism initiatives, and
Black culture for all.
Members do not have the authority to assign work to staff but will work
cooperatively and assume related duties as directed by the Taskforce.
More specifically, the PABRT will not be responsible for the following:
1. Development of City Diversity & Inclusion initiatives or strategy;
2. Budget approval;
3. City programming or events;
4. Day-to-day operations of the City or City facilities; and
5. Administrative matters including direction given to staff.
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Draft Terms of Reference – Pickering Anti-Black Racism Taskforce
3.0 Composition
Up to 20 Taskforce members will be appointed, including:
•8 resident representatives (maximum);
•12 stakeholders representatives (maximum);
All appointees will be voting members regardless of age.
3 City representatives will attend meetings to provide support, and facilitate
meetings.
•2 City staff liaisons; and,
•the Mayor
As per Policy ADM 040 resident members must be 18 years of age, reside in
Pickering, and represent a broad range of interests, ages, backgrounds, and
experience. Youth representation is essential and must be provided a right to vote
on the Taskforce. It is strongly recommended that at least one youth sub-
committee be mandated who set their own plan in line with the goals and
objectives of the Taskforce.
Community Organization representatives must be from organizations that serve
the City of Pickering.
Where possible, appointments to the Committee shall include community leaders,
and stakeholder representatives from the African diaspora and the following
organizations/associations/areas:
•Active anti-Black racism Organizations
•Black Business Owners/Chamber of Commerce
•Black Cultural Organizations/Diversity Groups
•Community Development Council of Durham
•Community Safety Organization or Committee
•Cultural Advisory Committee
•Cultural Expressions - Durham Black History Month
•Durham Human Resources Professional Association
•Human Rights Organization
•LGBTQ Organization
•Mental or Public Health Organization
•Pickering Public Library
•Youth Organization
City Staff from the following departments will act as liaisons to the committee:
•Community Services Department
•Human Resources Department
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Draft Terms of Reference – Pickering Anti-Black Racism Taskforce
Staff from other departments, including Legislative Services, Economic
Development, and Corporate Services, will be called upon as required by the work
of the Taskforce.
4.0 Member Qualifications
Qualifications include the skills, knowledge, and lived-experience needed to
contribute effectively to Taskforce goals and objectives. Membership will be sought
on the basis of broad interest, understanding and commitment to the development
of anti-Black racism initiatives in the municipality, in addition to specific expertise
and interest related to Black business, culture, education, employment, health,
heritage, and safety. Resident appointees must be residents of the City of
Pickering.
5.0 Meeting Schedule
The Pickering Anti-Black Racism Taskforce meets a minimum of 9 times per year.
Established meeting dates and times shall not be changed unless circumstances
warrant special consideration. Meetings will not be held in the months of July,
August or December unless determined by the Taskforce that a meeting is
necessary to meet the mandate or work plan of the Taskforce.
During a Municipal election year, meetings shall continue unless determined by the
Taskforce that a break in service is necessary.
6.0 Term of the Taskforce
Taskforce members will serve for a term of four years starting in March of the year
following a Municipal Election until they are no longer able to serve or a new taskforce is
appointed.
At the end of 2022, the Taskforce will consider in their report to Council
broadening the activities to include Community-wide Racism, becoming the Anti-
Racism Taskforce.
The Taskforce will provide an update before the end of 2022 to be provided to the
incoming Council with actions, achievements, and a recommendation/plan on how
the Taskforce should continue in the next term.
7.0 Taskforce Structure and Positions
The Taskforce may choose to appoint a committee chair, or subcommittees in
accordance with Boards and Committee Policy ADM 040.
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Draft Terms of Reference – Pickering Anti-Black Racism Taskforce
Chairpersons and Sub-committee chairs will be nominated by a member of the
taskforce and receive a majority vote to hold the position.
Chair persons will hold a term of no more than 12 months. Should a chair person
not be able to attend a meeting, they will assign chair duties to a second member
of the taskforce, or request the staff liaisons to lead the meeting.
The chairperson will manage the activities of the meeting, develop agendas, and
follow up on action items with taskforce members and staff liaisons.
The following Executive and Sub-Committee positions are adopted for the 2021 –
2023 Term of the Taskforce:
Executive
1.Chair – Staff/Government Liaison
2.Vice Chair – Action Plan Development Tracking/Presentations
3.Secretary (two positions) – Committee Administration, Advocacy,
Compliance, Accountability, Ethics, Community Hub Liaison, Mediation
4. Treasurer
Sub-committee Positions
1.Executive Advisory Sub Committee eg. Police Services, Human
Resources, Faith Groups [Chair + 1]
2.Fund Development [Treasurer +1 ]
3.Policy / Best Practice [research and presentations]
4. Youth
5. Outreach/Communications - Social Media, 'Bang The Table',
Fundraising, Youth Recruitment
6. Education as partner with DDSB
7.Employment / Entrepreneurship
8.Health
9.Policing as partner with DRPS
10. Events, Community Engagement, Programming
11. Recognition Program e.g. Procurement, Allyship, Community
Champion/Achievement [Chair, Vice Chair, Secretary, Treasurer]
12. Housing/Construction
Subcommittees (ADM 040 Section 16.09) will be struck at the direction of the
Taskforce by a majority vote, and must include at least two members of the
Taskforce, and can include additional relevant stakeholders, experts, or members
of the public as needed. Sub-committees must include at least one youth
representative from the youth sub-committee.
Sub-committee Co-chairs will report to the Taskforce during regular meetings, and
results will be recorded as part of the meeting minutes. Sub-committees Chairs will
be responsible for recruitment of sub-committee members and organizing activities
of the sub-committee in line with the action plan and approval of the taskforce. The
Chairs will manage their own administrative practice including meeting schedules,
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Draft Terms of Reference – Pickering Anti-Black Racism Taskforce
meeting platform, minutes, agendas, tracking and reporting. Reports to Council
regarding sub-committee work will be presented by the Taskforce.
8.0 Budget
The Taskforce activities will be paid from the Community Services Boards and
Committees account.
Remuneration for appointed Taskforce Members will be paid from the Community
Services Salary Account.
A stipend shall be paid to Members of the Taskforce. The Taskforce Terms of
Reference to be reviewed at each term of the taskforce by Human Resource, and
a rate assigned.
For this term, the rate set is $65/Member and $75 for the Chair or Sub-Committee
Chair, per each 2-hour regular Taskforce Meeting (active visible participation in
meetings is required).
A rate of $25 per hour shall be paid to appointed Members of the Taskforce for
work which has been pre-approved by the Taskforce, and recorded in the
minutes.
A written request must be received by the Taskforce liaison to receive payment.
Payments will be issued twice a year. Request for payment must be received by
December 15th of each calendar year.
Maximum yearly income per Taskforce Member is $1,000.00. A T4 will be issued
at the conclusion of the year, or the service of the Taskforce Member.
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Electronic Meeting Guidelines
During A Declared Emergency
Advisory Boards and Committees
Page 1 of 3
1.General
a)All electronic meetings shall use the video/audio conference solution as
determined by the City Clerk in coordination with the Division Head, Information
Technology and/or their designate.
b)The Recording Secretary will ‘host’ the meeting and the Host shall have the ability
to mute individuals who do not have the floor if the background noise is interfering
with the meeting.
c)All members shall participate using the video conference solution unless otherwise
determined that this solution is not compatible or viable. In such cases, an alternate
solution, such as connection by audio only, may be utilized.
d)Members or Staff shall not forward or share the meeting invitation for the electronic
meeting to any other individual other than individuals who are listed on the agenda.
e)The Division Head, Information Technology, and/or designated staff will ensure
that any electronic meetings are available to the general public to view and hear
using a livestream solution in order to ensure that the meeting is open, accountable
and transparent and viewable in real time.
f)All other provisions of the Procedure By-law or simplified rules of procedure shall
apply during all Electronic Meetings and the Staff Liaison shall determine and
maintain order as needed.
2.Process for Participation by Members
a)Members will be asked to join the meeting 15 minutes prior to the start to ensure
that any connection issues can be resolved prior to the scheduled start of the
meeting.
b)Members must keep their microphones on mute until they need to be recognized
or have already been recognized by the Staff Liaison.
c)Once recognized by the Staff Liaison, the member shall unmute their microphone
prior to speaking so that all participants are able to hear what the Member is
saying.
d)A member may be allowed to join a meeting after the meeting has been called to
order providing quorum was achieved prior to that member joining.
3.Member Speaking
a)Each member must be acknowledged by the Staff Liaison before speaking or
voting on an item.
b)The Staff Liaison will acknowledge a member upon seeing the member’s hand
physically raised on the video screen or if only using audio, the Staff Liaison will
ask each member if they wish to speak in alphabetical order. If some Members are
participating by video and others by phone, the Staff Liaison will look for video
participants who wish to speak and will note the order, the Staff Liaison will then
Refer to Item 5.2 of the Agenda
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Electronic Meeting Guidelines
During A Declared Emergency
Advisory Boards and Committees
Page 2 of 3
ask those participating by audio if they wish to speak and will note them in order
also.
c) Before a member speaks when only audio is being used, they should state their
name for the benefit of those listening (if using video, once the Staff Liaison
acknowledges the Member, anyone watching will see which Member has the floor).
4. Voting
a) Each member shall vote by show of a physically raised hand and shall keep their
hand raised until they are acknowledged by the Staff Liaison. If some members
are participating through audio only, the Staff Liaison will ask those members for
their vote in alphabetical order. This does not constitute a recorded vote and is
only used so that the Staff Liaison can ascertain whether the motion has been
carried.
5. Loss of Communication
a) If communication is lost to one or more electronic participants during a meeting,
every effort will be made to reestablish the connection .
The Staff Liaison will call for a 10 minute recess to reestablish the
connection.
After a recess is called, the Webex Host will attempt to re-invite the
participant by either email for video conference or by phone for audio
conference on the number provided to attempt to reestablish the
connection.
If after 10 minutes, the connection is not reestablished, the minutes wi ll
reflect the time the connection was lost.
Members shall reconnect at any point in the meeting, subject to the
capabilities of the electronic meeting platform, and the minutes will reflect
when the connection was reestablished if possible.
If after 30 minutes a link cannot be reestablished and there is not a quorum
of members, the Recording Secretary will deem the meeting to be
adjourned.
6. Tips for Electronic Participation
a) Have a printed copy of the full agenda package in front of you so that you don’t
have to toggle between screens to view both the agenda and the electronic
meeting
b) Speak clearly and slowly while looking into the video camera.
c) Do not speak over another Member as this will distort the audio for other
participants.
d) Ensure your workspace is quiet and that you will not be interrupted.
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Electronic Meeting Guidelines
During A Declared Emergency
Advisory Boards and Committees
Page 3 of 3
e) Keep your body movements to a minimum as it can pixelate and degrade the
picture.
f) Members shall refrain from using the chat and virtual hands features during a
meeting to avoid any chats being visible to others and the public as well as the
creation of records.
Note: These Guidelines will be reviewed and revised as needed as Electronic
Meeting Participation evolves.
Last revision date – May 5, 2020
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