High-Level Summary

The Governance Review Subcommittee meeting on September 13th, 2024, chaired by Trenum, focused on scheduling issues, training for council members, record retention policies, and public communications. Key participants included Counsellor Crutch, Counsellor Clark, Counsellor Dano, Counsellor Wilson, and Counsellor Nan.

Important Topics Discussed

1. Meeting Scheduling Error:

   • Due to an error in posting the start time, the meeting began at 9:30 a.m., which was acknowledged repeatedly by the Chair. This delay was significant as it impacted the timely start and flow of the meeting.

2. Gender Affirmation Training for Council Members (Item 5.2):

   • A letter from Madora Uple of the YWCA Hamilton advocated for gender affirmation training for council members. Counsellor Crutch stated, "I think it's worthwhile saying that the training that's being suggested here does appear as part of our orientation materials," underlining the importance of robust orientation.

3. Records Retention Bylaw (Item 5.3):

   • Joey Coleman raised concerns over the retention and transparency of records. Trenum confirmed permanent retention of council meeting recordings and recommended a report back in November for process clarification.

4. Amendment to Bylaw 16-290 Council Code of Conduct (Item 5.1 Deferred):

   • Discussion on whether to defer this topic to align it with related delegation requests led to its deferment until after the delegation from Yelen of Vermillion.

5. Approval of Previous Meeting Minutes:

   • The minutes from the November 17th, 2023 meeting were approved unanimously without discussion, moved by Counsellor Wilson and seconded by Counsellor Crutch.

Opportunities for Public Input

• The discussion on gender affirmation training and records retention policies offers pathways for public consultation, with follow-up reports expected in upcoming meetings.

Motions Passed, Rejected, or Deferred

• Approval of the Agenda as Amended:

  • Outcome: Passed
  • Moved by: Counsellor Clark
  • Seconded by: Counsellor Dano

• Approval of Previous Meeting Minutes:

  • Outcome: Passed
  • Moved by: Counsellor Wilson
  • Seconded by: Counsellor Crutch

• Deferred Items:

  • Amendment to Bylaw 16-290 Council Code of Conduct (Item 5.1):
    • Outcome: Deferred for a future meeting following the related delegation.

• Referral of Records Retention Bylaw Concerns (Item 5.3):

  • Outcome: Referred to staff for a report back in November.
  • Moved by: Counsellor Crutch with confirmation from the Clerk.

Follow-Up Actions

• Reports Due in November:
  • Detailed report on gender affirmation training.
  • Clarification and additional details on the records retention process.