Item - 2019.TA1.7

The Board of Directors of the Toronto Atmospheric Fund:

1.  Approved the Operational Guidelines for Remote Participation in Toronto Atmospheric Fund Board meetings, as amended in the following,  in Attachment 1 to the report (February 7, 2019) from the Chief Executive Officer.

a.  That Clause 13a of Operational Guidelines be revised to read as follows:

"13. PROCEDURE FOR REMOTE PARTICIPATION

a. A member of the Board who intends to participate remotely is requested to notify the Board Chair, City Clerk's office, and TAF administrator within 24 hours of the agenda being published.

b. That the Operational Guidelines include the following:

"Video conferencing is preferred method for remote participants."

c. That Clause 4 of the Operational Guidelines be revised to read as follows: 

"4.  DECISION-MAKING

4.1. A remote participant is considered present and will be entitled to participate in deliberations and voting if:

•  the member is able to hear other members of the Board and any members of the public present at the meeting who are recognized by the board during public comment;

•  all persons present at the meeting location are able to hear the Board member who is participating remotely; and

•   the remote participant is visible to all persons present at the meeting location."

d. That Clause 5 of the Operational Guidelines be revised to read as follows:

"5.IN-CAMERA SESSIONS (AND CONFIDENTIALITY)

A Board member may participate remotely in a closed session of the Board. All Board members have a duty to maintain confidentiality of materials distributed for and discussions during closed sessions under the City of Toronto's Code of Conduct for Local Boards. When participating remotely, the onus is on each individual member to ensure privacy and confidentiality is maintained. https://www.toronto.ca/wp-content/uploads/2018/03/97ed-Code-of-Conduct-Local-Boards.pdf"

Remote participation in Toronto Atmospheric Fund (TAF) Board meetings through electronic or telecommunications means has been approved by the TAF Board and will be supported and implemented by the City Clerk's office using the City of Toronto's current web conferencing application and protocols. Operational Guidelines have been developed to ensure remote participation is aligned with governance requirements and desired group dynamics for decision-making.