Governance Review Sub-Committee

That Report FCS23032(a), respecting Feedback from the Advisory Committees on the Code of Code of Conduct for Local Boards, be received. Result: Motion

That the Procedural Handbook for Citizen Appointees to City of Hamilton Local Boards, attached hereto as Appendix ‘A’, be approved. Result: Motion

WHEREAS, the City’s Procedural By-law 21-021, as amended, at this time strictly prohibits the use of all electronic devices during closed session meetings; WHEREAS, members of Committee and Council are required to use their computers/laptops during closed meetings, to review reports and add their names to the speaker list; and WHEREAS, members of Committee and Council from time to time are required to respond to email and text inquiries during a closed meeting; THEREFORE, BE IT RESOLVED: That Section 8.7 of the City’s Procedural By-law 21-021, as amended, be amended to allow the use of computers/laptops during Closed Meetings, and that notice of the proposed amendment be given pursuant to the City’s Public Notice Policy By-law 07-351: 8.7 Electronic devices at IN-PERSON / VIRTUAL / HYBRID meetings: (a) Every person shall have all electronic devices, including but not limited to phone, computers, and similar electronic devices, etc. switched to a non-audible function during Council and Committee meetings. (b) The use of personal electronic devices at IN-PERSON / VIRTUAL / HYBRID Closed Meetings be strictly prohibited; (c) The use of City electronic devices at IN-PERSON / VIRTUAL / HYBRID Closed Meetings be limited to text communications; (d) The use of all electronic devices at IN-PERSON / VIRTUAL / HYBRID Closed Meetings are not to be used as a telephone, recording device or camera; Governance Review Sub-Committee May 25, 2023 Minutes 23-002 Page 3 of 8 (e) Staff from the Off

That the May 25, 2023 Agenda of the Governance Review Sub-Committee be approved, as amended. Result: Motion

Governance Review Sub-Committee May 25, 2023 Minutes 23-002 Page 4 of 8 That the Minutes of the March 27, 2023 meeting of the Governance Review Sub-Committee be approved, as presented. Result: Motion

That the motion respecting Use of Electronic Devices During Closed Meetings, be amended, as follows: 8.7 Electronic devices at IN-PERSON / VIRTUAL / HYBRID meetings: (a) Every person shall have all electronic devices, including but not limited to phone, computers, and similar electronic devices, etc. switched to a non-audible function during Council and Committee meetings. (b) The use of personal electronic devices at IN-PERSON / VIRTUAL / HYBRID Closed Meetings be strictly prohibited; (c) The use of City electronic devices at IN-PERSON / VIRTUAL / HYBRID Closed Meetings be limited to text communications. (d) The use of all electronic devices at IN-PERSON / VIRTUAL / HYBRID Closed Meetings are not to be used as a telephone, recording device or camera. (e) Staff from the Office of the City Clerk are exempted from subsection 8.7(c) when using electronic devices for record- keeping purposes Result: Amendment

That the following amendments to the Outstanding Business List, be approved: Governance Review Sub-Committee May 25, 2023 Minutes 23-002 Page 7 of 8 13.1 Amendments to the Outstanding Business List (a) Items Considered Completed and to be Removed 1. Code of Conduct and Conflict of Interest Education and Communications (HUR22011(a)/CM22018(a)) (City Wide) Item on OBL 22-E Addressed as Item 10.5 on the March 27, 2023 agenda 2. Integrity Commissioner and Lobbyist Registrar Contract (FCS22074) (City Wide) Item on OBL: 22-D Addressed as Item 10.6 on the March 27, 2023 agenda 3. Mandatory COVID-19 Vaccination Verification Policy for Members of Council and Members of Council Appointed Committees (FCS22016 / HR22010) (City Wide) Item on OBL: 22-C Addressed as Item 4 on the September 9, 2022 agenda 4. Feedback from the Advisory Committees on the Code of Conduct for Local Boards (FCS23032) Item on OBL: 23-A Addressed as Item 9.1 on today's agenda 5. Procedural Handbook for Citizen Appointees to City of Hamilton Local Boards (FCS23034) Item on OBL: 23-B Addressed as Item 10.1 on today's agenda Result: Motion

That, there being no further business, the Governance Review Sub-Committee meeting be adjourned at 11:34 a.m. Result: Motion