Purpose statement
The COVID-19 pandemic has been an evolving public health issue in Canada. The Town of Oakville (town) continues to monitor guidance from all applicable public health authorities and reserves the right to revise this procedure as determined to be necessary and appropriate. Health and safety is a priority, and the town recognizes the need for a commitment to taking every precaution reasonable from the hazard of COVID-19.
Vaccination is a key element in the protection of all employees, any individual representing or acting on behalf of the town in any manner, and every person accessing town property, services, events and programs, against the hazard of COVID-19. The purpose of this procedure is to ensure that all current and future members of boards and committees are fully vaccinated against COVID-19 or provided an appropriate and safe alternative accommodation based on individual circumstances.
Scope
This procedure applies to members of boards and committees, required to attend in-person meetings. It provides guidance on the town’s Vaccination Policy.
Procedure
Members of boards and committees will support and follow Halton Region Public Health guidelines and recommendations in keeping with the following principles from the Code of Conduct for Members of Local Boards and Advisory Committees:
- Members shall serve the public in a conscientious and diligent manner;
- Members should be committed to performing their functions with integrity, impartiality, and transparency; and
- There is a benefit to municipalities when members have a broad range of knowledge and continue to be active in their own communities, whether in business, in the practice of a profession, in community associations, and otherwise.
Members of boards and committees attending in-person meetings will be required to provide to the Town Clerk a written attestation on a Town approved form of vaccination status.
Accommodations under the Ontario Human Rights Code
The town will make reasonable efforts to accommodate members who are unable to get vaccinated against COVID-19 for reasons protected under the Ontario Human Rights Code. Members requiring an accommodation must make a request to the Town Clerk in writing. Accommodation requests should be made 7 days prior to any in-person meetings in order to allow for sufficient time to review the request and determine the appropriate accommodation required. A safe, alternative accommodation includes participating remotely in meetings in accordance with established policies, procedures, and by-laws, where applicable. Individual accommodation measures will be determined with the member and the Town Clerk, or designate.
There is no requirement under the Ontario Human Rights Code to accommodate a refusal to be fully vaccinated for personal reasons or arising from a political belief and/or principles. Political belief, such as the objection to receiving the vaccination on a principled basis, is not a protected ground under the Code.
Non compliance
Non compliance with this procedure may result in implementation of a safe alternative, or removal from the board or committee, as appropriate. Any removal from the board or committee will be addressed by the Town Clerk, or designate, in consultation with Council, where required.
New members
Adherence to this procedure will be required by any new member. Safe, alternative accommodations will be assessed based on individual cases.
Continued compliance with all health and safety precautions
Unless a legislated or regulatory exemption applies, all members are expected and required to continue to comply with applicable health and safety measures to reduce the hazard of COVID-19. The town will continue to closely monitor its COVID-19 risk mitigation planning and may amend this procedure as necessary.
Definitions
Adjudicative board: means a local board or committee which conducts hearings or other proceedings pursuant to law such as the Statutory Powers Procedure Act, including but not limited to those set out in Appendix A.
COVID-19: A virus belonging to a large family called coronavirus which includes the virus that causes the common cold and more severe disease such as Severe Acute Respiratory Syndrome (SARs) and Middle East Respiratory Syndrome (MERS-COV). The virus that causes COVID-19 is a novel coronavirus, named SARS-CoV-2.
COVID-19 vaccination status: Identifies if a person is fully vaccinated, partially vaccinated, or unvaccinated for COVID-19.
Committee: means a committee, task force or other body constituted and appointed by Council, with the exception of adjudicative boards.
Fully vaccinated: the individual has received the required number of doses of a COVID-19 vaccine approved by Health Canada (e.g., both doses of a two-dose vaccine series, or one dose of a single-dose vaccine series); and they received their final dose of vaccine at least 14 days ago. If the person received their second dose within the last 14 days, they are considered partially vaccinated until day 14. In the future, this may include any required booster shots.
Member: means a member of a local board, adjudicative board, or committee of the Town of Oakville.
Partially vaccinated: having received at least one dose of a COVID-19 vaccine approved by Health Canada, but is not yet Fully Vaccinated.
Unvaccinated: not having received any COVID-19 vaccine approved by Health Canada; or is not willing to share their COVID-19 vaccination status with the town; OR has an approved exemption.
Responsibilities
Members are responsible for:
- Adhering to this procedure
- Notifying the Town Clerk, or designate, 7 days prior to any in-person meetings, should an accommodation be required.
- Continuing to follow health and safety protocols to ensure personal safety and prevent the spread of COVID-19 before and after vaccination.
- Representing the town in a manner that is respectful to all.
- Identifying opportunities to obtain a COVID-19 vaccination through community clinics.
Staff are authorized and directed to take the necessary action to give effect to this procedure.
The Town Clerk or designate are delegated the authority to make administrative changes to this procedure that may be required from time to time due to legislative changes or if, in the opinion of both of them, the amendments do not change the intent of the procedure.
Appendix A - Boards, and committees
This list may not be all inclusive and shall be amended by the Clerk's department, as required.
Adjudicative boards
- Appeals Committee
- Committee of Adjustment
- Property Standards Committee
- Municipal Election Compliance Audit Committee
Boards
-
Oakville Public Library Board of Directors
Committees
- Accessibility Advisory Committee
- Community Spirit Awards Selection Committee
- Heritage Oakville Committee