EZT Council members no longer required to attend meetings in person

Attending virtually will now count towards quorum

By Lee Griffi, Local Journalism Initiative Reporter

East Zorra-Tavistock’s mayor and councillors are no longer required to attend township meetings in person after changes to a Procedural By-Law were approved at Wednesday morning’s regular meeting.

Township Clerk Meaghan Vader said the new document no longer has a minimum requirement for attending council meetings in the flesh. Previously, elected officials could only attend virtually for a maximum of 30 days or four meetings without approval from fellow councillors.

“I did a survey with all the other areas in Oxford County (and elsewhere). It was a mix. Some have a cap of up to three months, others have no cap at all. Based on that…we did go with full removal of the limit. Hopefully, that should accommodate council should they need to participate electronically.”

She noted that the by-law states in-person attendance is preferred and encouraged EZT voters to share their thoughts on the change with their elected officials.

“I believe it would be up to your constituents to express whether or not they’re happy with you using electronic participation, or not, to the amount you do.”

The new by-law also removed the requirement that only those physically present at the Hickson office count towards quorum.

“We found that to be burdensome in the event someone was sick or two members were already participating electronically, or someone had a family emergency or couldn’t attend council for whatever reason.”

EZT joins neighbouring municipalities, including Wilmot Township and the City of Woodstock, in not requiring council members to attend meetings in person.

The mayor and members of council are required to let Vader know at least 24 hours in advance of their intent to participate virtually.

“This was previously 48 hours but adjusted it to be a little more flexible for council. It’s not that burdensome for staff to create that electronic meeting link. There is also a provision that should you not be able to provide 24 hours notice, that, if possible, we will still accommodate that.”   

Language was also added to the by-law to deal with privacy issues during in-camera sessions of council.

“It speaks to ensuring members are in a location that is private. Just ensuring you are alone…and taking proper precautions, similar to how we are in an actual closed session.”

In the event of a technology failure during a meeting, a 15-minute recess will be called to allow for “technical resolution.” If the issue is not resolved, the meeting will proceed without a live feed for the public to view. The meeting would still be recorded for posting on the township website if possible.

Coun. Jeremy Smith said he believes there is a distinct difference between in-person and electronic participation and asked if the township should implement greater transparency.

“I don’t think to date we have noted that difference in our approved, recorded minutes. I don’t know if that…really needs to be covered in a procedural by-law, but I’d like to see (us) undertake it simply as a matter of practice.”

CAO Karen DePrest said there is no difference in attending meetings either in-person or virtually.

“That’s one of the biggest perks about virtual attendance. Council members are no longer required to miss meetings because they have other things to attend to. If you are able to attend, you’re in attendance whether you are here in the chamber or not.”

She added anyone wishing to know whether a council member attended a meeting in person can simply watch the recorded meeting video available on the EZT website.

“They can know (when the camera pans out) whether there are seats that are vacant or not, but as a matter of public record, there is no difference in the types of attendance.”

Township passes Optimist Park grass-cutting agreement, may not be an option come 2027

The Tavistock service club and EZT are one step closer to an official deal when it comes to cutting grass inside the ball diamond at the park.

The agreement means the township will continue to mow the lawn until the agreement comes to an end on Dec. 31, 2026. Coun. Jeremy Smith said now would be a good time for the Optimist Club to recognize the contributions made by EZT over the years.

“Given our history and hand in building and developing this space in conjunction with this service club. We’ve invested in Optimist Park as if it’s our own, first taking on the cost of grass-cutting back in 2002.”

Smith added in 2004 the township contributed $4,000 to the park playground project and helped in “other” budget-related matters.

“In 2007, a $7,100 contribution was made for ball diamond improvements. In 2010, we covered over $22,000 in fencing upgrades in the park, and in 2016, a $38,000 grant was given to the Optimist Club for washroom renovations at their private facility.”

Smith also alluded to 23 years worth of grass cutting, which cost taxpayers $18,000 in the township’s 2025 budget.

“I don’t view a recognition request as unreasonable, and I guess the easiest way to accomplish that would be some form of signage onsite,” he added.

The township will see an increase in its green space area going forward, a contributing factor to the Dec. 31, 2026, agreement end date.

“By that time we should have an additional 10 acres of green space coming into us as well as an additional four acres in Hickson as well so we will have to look at the budgetary-wise and what council would like to do with that,” said Public Works Manager Tom Lightfoot.

He added he has not had any recent discussions with the Optimist Club.

“If council wants to move on with this agreement, then I will reach out and work on getting this signed.”

Deputy Mayor Brad Smith wants to let the service club know as soon as possible that this deal might be the last one.

“I think we have to take into account whether we are going to be able to continue to offer this service. I only think it would be fair to the Optimist Club that if we gave them as much notice as possible, that we wouldn’t be continuing it.”

He added that additional staff would likely need to be hired if the agreement extends into 2027 — a decision Mayor Phil Schaefer noted would fall to the next council elected in October 2026.