FINANCE & ADMINISTRATIVE COMMITTEE
	TO:	Mayor and Members of Council
	FROM:	Sheila Birrell, Town Clerk
	PREPARED BY:	Judy Kee, Committee Clerk
	DATE OF MEETING:	November 22, 2004
	SUBJECT:	Recording Devices at Meetings

RECOMMENDATION:

THAT a by-law be enacted to amend By-Law 2001-1, "A By-law to Govern the Proceedings of Council and Committees of Council", (as amended), to:

· Permit the use of audio and video recording equipment in the Council Chamber by the public or media, within a *designated area, provided it is not disruptive to the meeting, and;

· Provide that external communication devices, such as blackberries, be turned off during meetings.

PURPOSE:

The purpose of this report is to respond to a request from the Finance & Administrative Committee to provide information on other municipalities' procedures regarding the use of recording equipment; the use of cell phones and other electronic devices; and the rules of decorum during Council and Committee meetings.

BACKGROUND:

Section 2.7 of By-law 2001-1, "A By-law to Govern the Proceedings of Council and Committees of Council", currently states:

"Regular Council meetings shall be recorded through audio streaming on the website.

The use of other video or audio recording equipment or devices during a Council or

Committee meeting is not permitted without the approval of Council. The use of cell phones is prohibited in Council meetings."

OPTIONS/DISCUSSION:

A survey of five major municipalities within the Greater Toronto Area was undertaken.

Recording Equipment

Both audio and video recording is permitted, subject to prior approval; it being located in a designated area, and not disruptive to the meeting.

Cell Phones and Blackberries

Where policies were established, they required cellular telephones and other electronic devices, including Blackberries, to be turned off during meetings of Council and committees.

Media Guidelines

Media should not approach individual Members of Council in the Chamber or in the Committee Room. Filming is only permitted in the media areas.

Following a review of the procedures of other municipalities, staff recommend that Section 2.7 of the current Procedural By-law be amended, as follows:

· Permit the use of audio and video recording equipment in the Council Chamber by the public or media, within a *designated area, provided it is not disruptive to the meeting, and;

· Provide that external communication devices, such as blackberries, be turned off during meetings.

*Note: "designated area" refers to the four media areas, which are located directly behind the last row of seats in the Council Chamber of the Markham Civic Centre.

FINANCIAL CONSIDERATIONS:

None

ENGAGE 21ST CONSIDERATIONS:

Providing convenient access to Council and Committee meetings by public or private broadcast aligns with the Town's Corporate Goal: "Quality Community".

BUSINESS UNITS CONSULTED AND AFFECTED:

None

ATTACHMENTS:

Appendix A - Draft By-law

Sheila Birrell, Town Clerk

Andy Taylor, Commissioner of Corporate Services

Q:\Finance and Administration\Clerks\Secretariat\JUDY\Reports to Council\RecordingEquipReporttoF&A.doc

DRAFT

BY-LAW 2004-xxx

A BY-LAW TO AMEND BY-LAW NO. 2001-1

A BY-LAW TO GOVERN THE PROCEEDINGS OF COUNCIL AND

COMMITTEES OF COUNCIL

WHEREAS pursuant to Section 55(2) of The Municipal Act, the Town of Markham has adopted a Procedural By-law;

AND WHEREAS Council continues to review its policies and procedures to ensure efficient and effective operation of the business affairs of the Town;

NOW THEREFORE, BE IT RESOLVED that By-law No. 2001-1 be amended as follows:

To delete Clause 2.7, which states in its entirety:

"Regular Council meetings shall be recorded through audio streaming on the website. The use of other

video or audio recording equipment or devices during a Council or Committee meeting is not permitted

without the approval of Council. The use of cell phones is prohibited in Council meetings."

And replace with the following:

"Regular Council meetings shall be recorded through audio streaming on the website. The use of audio and video recording equipment in the Council Chamber by the public or the media be permitted within a designated area, provided it is not disruptive to the meeting. External communications devices, such as blackberries, must be turned off during meetings.

READ A FIRST, SECOND, AND THIRD TIME AND PASSED THIS

16TH DAY OF NOVEMBER, 2004.

________________________________ ____________________________

SHEILA BIRRELL, TOWN CLERK DON COUSENS, MAYOR