qathet Regional District’s (qRD) board of directors will consider an amended procedure bylaw that will allow for greater flexibility for electronic meeting participation.
According to a staff report, in June 2020, the provincial government issued an order authorizing all local government meetings and public hearings to be held by electronic means. This officially ended on September 28.
The staff report stated that if the regional district wishes to continue to hold meetings by electronic means after September 28, the procedure bylaw would require amendment.
At the October 14 committee of the whole meeting, city director George Doubt said it was a good amendment that allows participation either virtually, or in person. He said when he views the meetings that have happened so far, the view for the public of the boardroom, if meetings are being viewed online, currently includes a camera that is behind any of the public that attend.
“If they were to make a presentation, the camera takes a nice picture of the back of their head while they might be speaking and I wonder if we are going to upgrade that system in some way so we can see the faces of members of the public who are trying to participate and talk to the board,” said Doubt.
Corporate officer Michelle Jones said there are plans to install a secondary camera for delegations.
“At this point in time we are using a web camera, so when a delegation comes and presents in person, we are hoping to mount a camera so their face can be seen,” said Jones.
Doubt said it is important to him, when people are making presentations, to see their expressions and get an idea of how they really feel.
Electoral Area D director and committee of the whole chair Sandy McCormick said when trying to chair a meeting remotely, and when trying to look at the people sitting in the boardroom, it’s really difficult to see, remotely, the people who are in the boardroom.
“Is there a way of improving the view if the chairperson will now be able to chair the meetings remotely?” asked McCormick. “I support it and it’s a good way to go. Can we improve the view of the people in the boardroom so the chair can see them?”
Jones said staff could examine that if directed to do so.
Electoral Area B director Mark Gisborne said McCormick’s discussion reminded him of a discussion he had with directors of the Sunshine Coast Regional District, who were having a similar issue of one camera looking at the whole room. He said the solution they proposed was using electronic devices, such as tablets, that the regional district had issued directors.
“What they ended up doing was getting the directors to sign onto the Zoom meeting with the electronic devices and keep themselves muted, relying on the audio system already in the room,” said Gisborne. “That way, members of the public watching online are able to see all members of the assembly and see their faces.”
The committee recommended the regional board endorse the procedure amendment bylaw, and that it be forwarded to the October 28 board meeting for first reading through adoption.
