Committees

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The Council for the Township of Wilmot appoints members of the public to the various Committees of Council. The term of these Committees generally are for the term of Council (4 years).

Advisory Committees provide advice to Council and staff within their approved mandate. The Committee of Adjustment and Property Standards Committee are quasi-judicial Committees that have been given specific powers to make decisions within their mandate.

Committees and their members, like Council, have a Code of Conduct and are also required to follow the Procedural By-law.

Tips for Participating in a Virtual Committee Meeting

Before the Meeting

Test Your Technology

Test all your technology to ensure it works properly (e.g., your camera/video, microphone and Wi-Fi). This will help to avoid delays during the meeting and minimize any difficulties you might experience.

Practice Using Zoom

Practice using the various features of Zoom such as turning on/off your camera/microphone as well as raising/lowering your hand to speak. Although it is unlikely you’ll need to share your screen during a meeting, it is a good idea to practice this in case you need to do so. As well, our tendency is to look at the person on the screen but try to look at the camera when you speak so the audience feels like you’re talking directly to them. Depending on your computer setup, this might be very easy to do.

Dress Appropriately

Although formal attire is not necessary, you representing the Township as a committee member and will be visible on camera. You will also appear as part of the recording of the meeting which is archived on the Township’s website so dressing appropriately is recommended.

Find a Quiet Place

Find a space in your home or office where you will not be interrupted during your delegation and where background noises will be minimized – preferably a location where you can close the door if possible. This will help you to focus and avoid any embarrassing occurrences in the background.

Be Aware of Your Surroundings

Adjust your camera so that you face a window or are exposed to plenty of light. Be mindful of personal objects in the background (e.g., photographs of family or items conveying personal information) that you might not want the public to see. Consider removing such objects, positioning your camera away from them, blurring your background or using a stock background image from Zoom – just make sure it is appropriate for a Committee meeting.

Be Prepared

Review the agenda and associated documents in advance of the meeting. Do your research ahead of time to ensure you are prepared to participate in the discussion of items and are able to make informed decisions so there are no undue delays in dealing with items.

During the Meeting

Speak Up Upon Entry

When you enter the meeting, turn on your camera and microphone and announce yourself when you join – just make sure not to interrupt someone mid-sentence. Keep your camera on but mute your microphone.

Be Attentive

Don’t do other things (e.g., use your phone, check email, have side conversations) during the meeting. Be attentive and present the entire meeting so you are not disrespectful to others and do not miss out on key information or the opportunity to provide your input.

If you do need to do something urgently, let the other Committee members know using the “Chat” feature and turn off your camera – don’t leave the meeting unless you don’t intend to return. Make sure your microphone is also turned off. Turn your camera back on when you finish whatever you’re doing.

Silence Your Phone

Turn off all notifications and make sure your cell phone is on silent.

Don't Type in the Background

Leave your keyboard alone except to take notes for yourself if you really need to do so. Remember there will be someone taking minutes to assist the Committee members with recalling what was discussed and approved.

Only use the “Chat” feature if it is the custom of the Committee to do so, in order to inform the other members you have to leave the meeting (briefly or entirely), or if the Chair requests the members to use it.

Be Respectful - Raise Your Hand

Don’t interrupt other people when they’re speaking. If you want to speak, physically raise your hand or use the “raise hand” feature that is available in the participant panel. After you have been acknowledged by the Chair and before you make your comment/ask a question, begin with “Through the Chair…”.

Mute Yourself

Mute your microphone whenever you’re not talking. This will help eliminate any feedback or background noise that can be heard in your environment.

Don't Eat or Drink on Camera

Remember this is a committee meeting of Council. It will be live streamed and made public on our website afterwards so you should not eat or drink on camera (particularly any alcoholic beverages) or engage in other activities that are not befitting a committee member. If you haven’t had time to eat before the meeting or need a sip of water during the meeting, briefly turn off your camera and turn it back on when you’re done.

Ad hoc Committees

The Township also has certain ad hoc committees where membership is made up of members of Council only.

Committee meetings are generally open to the public, and meetings are posted on the Township calendar.

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