Governance Review Committee

That subsections 6.2.9 and 6.2.10 be further amended to add the words “or the Chair” at the end of the reordered clauses. A recorded vote was taken as follows:

That a review of remote participation rules in the procedure by-law be completed at the December 9, 2024, Governance Review Committee. A recorded vote was taken as follows:

That Procedure By-Law Section 6.1.1(i) be deleted and replaced with: Members of Council shall: (i) when reasonably possible, inform staff prior to a meeting where an issue may be introduced or debated of any relevant questions to be asked by the Member at a meeting so that staff may be able to have appropriate information at such meeting if necessary and; That the intent behind Section 6.1.1 (i) regarding the matter of Members of Council asking staff questions prior to any meeting be eligible for consideration when completing the review of Procedure By-Law Section 7.2, with respect to agenda publishing deadlines, as a part of the Council approved Procedure By-Law workplan in July 2024. A recorded vote was taken as follows:

That the current Corporate Policy template attached as scheduled A to Staff Report 2024-0350 be repealed; and That the proposed Corporate Policy template attached as Schedule B to Staff Report 2024-0350 be approved as the Corporate Policy Standard for use in the updating, development, or continued maintenance at the Town of Caledon. A recorded vote was taken as follows:

That the proposed Corporate Policy Framework be approved as outlined in Schedule A of Staff Report 2024-0351. A recorded vote was taken as follows:

Whereas the proposed Corporate Policy Framework is to be presented to Governance Review Committee on the June 17, 2024 for recommendation of adoption to Council at their June 25, 2024 meeting; and Whereas establishment of a Corporate Policy Framework enables policy reviews to proceed as a component of Governance Review Committee’s main role as described in Procedural By-Law Subsection 3.8.1 c); and Whereas the Public Notice Policy is referenced in Procedure By-Law Subsection 4.4.1 c) which was the section reviewed in June 2024 as part of the Procedure By-Law review; and Whereas the local newspaper circulation options within the Town of Caledon have been reduced; and Whereas it is integral that residents receive and maintain access to public notice requirements for vital municipal services of Roads & Highways, Regulatory By-laws & Variances, and Financial Administration; Therefore be it resolved that the Public Notice Policy be prioritized for review and reported back by the Municipal Clerk with recommended policy updates at the October 21, 2024 Governance Review Committee meeting. A recorded vote was taken as follows:

Whereas a public Question and Answer Period at Council and Committee meetings serves as a vital tool for transparency and accountability; and Whereas such a period enhances public access to Town information; and Whereas the Governance Review Committee's roles, as outlined in Procedure By-Law section 3.8.1, includes the provision of transparency and accountability tools and the enhancement of public access to information; and Whereas the Council-approved Procedure By-Law work plan in March 26, 2024 addresses Council and Committee meetings proceedings to be completed in November 2024; Therefore, be it resolved that the Municipal Clerk prepare a report on the proposed addition of a public Question and Answer Period as a potential meeting proceeding for consultation by the Governance Review Committee at their October 21, 2024 meeting; and Governance Review Committee Meeting Minutes Monday, June 17, 2024 Page 7 of 8 That the Committee's consultation be included as part of the staff recommendation for the report to the November 12, 2024 General Committee Procedure By-Law Review Part 8 (Meeting Proceedings). A recorded vote was taken as follows:

Whereas the Association of Municipalities Conference of Ontario (AMO) annual conference is held in Ottawa between August 18 to 21, 2024; and Whereas Caledon Council members are anticipated to attend this conference on behalf of the Town of Caledon; and Whereas Council resolution 2012-307 requires that: 1. Any elected official who attends a conference must file a report that is information to Council and for (the members of public in) Caledon 2. Such a report should be filed within a month after the conference 3. Such a report should be shared with all decision makers at the Town of Caledon and the public as information at the next possible Council meeting after the report is filed; and Whereas three elections have passed since this Council resolution and knowledge of this decision has likely faded over four different Terms of Council; and Whereas a Council approved policy has more lasting effect and relevance than a resolution over time; and Whereas policy implementation can be more effectively adhered to through staff monitoring, knowledge transfer and continuity; and Whereas the public would benefit from access to information reported from these conferences attended by Council; and Whereas the Governance Review Committee's roles, as outlined in Procedure By- Law section 3.8.1, includes the review of all Council approved policies and the enhancement of public access to information; Therefore be it resolved that compliance to Council resolution 2012-307 be met for the 2024 AM