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Skip Navigation LinksElectronic-Meeting-Participation Electronic Meeting Participation
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On May 20, 2020, Council approved By-law 2020-33 - Electronic Meeting Protocol. This by-law outlines the rules and protocol for electronic participation in Council meetings and other public meetings.

To participate electronically during a Council meeting or other public meeting, please review the below instructions for Deputations and Public Meetings:

Deputations

The provisions respecting Deputations outlined within Section 10.11 Deputations/Petitions of Procedure By-law 2018-62 remain in effect. This policy incorporates additional provisions for Deputations occurring during an Electronic meeting.​

Make a Deputation to Council

  1. ​​​Anyone wishing to appear as a scheduled deputation must complete the Deputation Request Form. Completed forms must be received by 12:00 p.m. (noon) on the Tuesday one week prior to the scheduled Council meeting, along with any presentation materials.

  2. The Clerk’s Office will confirm the deputation date and time with the requester.

  3. The method of electronic participation will be determined in consultation with the Clerk’s Office.

  4. PowerPoint presentations will be controlled by the Town and will be viewable to all through a shared screen. During the presentation, the individual making the presentation will be asked to state “advance slide” when ready to advance to the next slide.

  5. Deputations will be recorded as part of the virtual meeting and will be available for viewing via Rogers​TV (cable 53), the RogersTV live stream or on the Town’s YouTube channel​ in the event RogersTV is unable to record the meeting.

Participation via Video

  • Anyone wishing to participate by video will require a computer with suitable internet access, microphone and webcam.

  • Those participating by video will receive an email from the Clerk’s Office on the Friday before the meeting which will include an invite to join the Council Meeting as a “Guest” via “Teams”. The subject line will read “Guest for Teams Council Meeting.”

  • On the day of th​e meeting, individuals making a deputation to Council will only be permitted to join the meeting if they can be identified by their name. Guests will be required to join the meeting ten minutes before the scheduled meeting time.

  • The Chair will call each individual by name in the order listed on the Council Agenda to provide their deputation. The individual making a deputation will be “admitted” to the Teams meeting by the Clerk.

  • ​​In the event the connection is lost and cannot be reconnected within five minutes, the delegation / presentation will be rescheduled.

Participating by Telephone

  • ​​​Those that do not have the necessary technology to participate by video or do not wish to participate via video may join the meeting by telephone.

  • ​​Anyone participating by phone will be required to provide their name, address and the phone number they will be using to participate in the meeting. The name of the individual participating by phone will be made public; however, their address and phone number will be kept private.

  • ​​​The Clerk will contact the individual making the deputation when it is their turn to address Council.​

​​Public Meetings

The provisions respecting Public Meetings outlined within Section 10.9 Public Meetings and Hearings of Procedure By-law 2018-62 remain in effect. This policy incorporates additional provisions for Public Meetings occurring during a virtual meeting.​

Participate in a Public Meeting

Oral Statements

  1. Anyone wishing to make an oral statement during a Public Meeting shall email the Clerk’s Office at clerks@midland.ca by 12:00 p.m. (noon) on the Tuesday prior to the scheduled meeting to register. Instructions on how to connect to the virtual meeting will be forwarded to the individual.

  2. An applicant or applicant’s agent wishing to present to Council shall email the Clerk’s Office at clerks@midland.ca by 12:00 p.m. noon, on the Tuesday one week prior to the scheduled meeting to register and to submit any digital presentation materials (i.e. PowerPoint presentation, etc.). Instructions will be provided on how to connect to the virtual meeting.

  3. PowerPoint presentations will be controlled by the Town and will be viewable to all through a shared screen. During the presentation, the individual making the presentation will be asked to state “advance slide” when ready to advance to the next slide.

  4. All oral statements will be recorded as part of the virtual meeting and will be available for viewing via RogersTV (cable 53), the RogersTV liv​​e stream​ or on the Town’s YouTube channel​ in the event Rogers TV is unable to record the meeting.

Written Statements
  1. Written statements received prior to commencement of the meeting and that comply with the conditions outlined below, will be read by the Chair at the meeting and will form part of the public record.

  2. It is recommended that all comments or questions on planning applications be submitted in writing as noted in the Notice of Application and/or Notice of Public Meeting.

  3. No anonymous written statements will be permitted.

  4. If a statement essentially duplicates another statement that has been received, the Chair shall advise that an additional statement has been received expressing the same comments/concerns as the statement that was previously read. The Chair shall state the name and address of the individual. Where multiple statements have been received that essentially duplicate another statement that has been read aloud by the Chair, the Chair shall recite the names of all individuals that submitted statements for the public record.

  5. All written statements will be added to the posted agenda for the public’s viewing.

  6. Statements that do not relate to an item on the meeting’s agenda may not be read.​

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