Planning Accessible Meetings Procedure

Purpose statement

This procedure provides a checklist of accessibility considerations for meetings hosted by the town so people of all abilities are able to fully participate in community life.


This procedure applies to all public meetings hosted by the town and its boards and committees, including Council and standing committee meetings, public information meetings and forums and board and advisory committee meetings.


The town will ensure reasonable accommodation is made and its meetings are accessible so that people of all abilities are able to fully participate in community life.

Key areas of consideration include:

  1. Access to meeting information and proceedings
  2. Physical access to the meeting space

The Accessible Meeting Checklist should be used when planning a meeting, attached as Appendix A. The town’s Public Engagement Guide should be used as a resource when planning meetings.

Staff shall ensure any meeting notice is provided in accordance with the town’s Public Notice and Engagement Policy.


For the purpose of this procedure:

Barrier — means anything that prevents a person with a disability from fully participating in all aspects of society because of his or her disability, including a physical barrier, a technological barrier, a policy or a practice.

Disability — means

  • any degree of physical disability, infirmity, malformation or disfigurement that is caused by bodily injury, birth defect or illness and, without limiting the generality of the foregoing, induces diabetes, mellitus, epilepsy, a brain injury, any degree of paralysis, amputation, lack of physical coordination, blindness or visual impediment, hearing impediment, muteness or speech impediment, or physical reliance on a dog guide or on a wheelchair or other remedial appliance or device
  • a condition of mental impairment or a developmental disability
  • a learning disability or a dysfunction in one or more of the processes involved in understanding or using symbols or spoken language
  • a mental disorder
  • an injury or disability for which benefits were claimed or received under the insurance plan established under the Workplace Safety and Insurance Act, 1997.


All departments are responsible for following the Accessible Meeting Checklist.


Appendix A - Accessible Meeting Checklist 
Service Disruption Guidelines
Accessibility for Ontarians with Disabilities Act 2005
Ontario Human Rights Code
Integrated Accessibility Standards Regulation - Ontario Regulation 191/11
Town of Oakville multi-year accessibility plan and annual status updates
Accessible Customer Service Procedure
Accessible Employment Procedure
Accessible Information and Communications Procedure
Accessible Transportation Procedure
Design of Public Spaces Procedure
Oakville Universal Design Standards for town facilities
Province of Ontario Guide to Conducting Accessible Meetings
Public Notice and Engagement Policy
Public Engagement Guide