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3. Notice for the January 30 th meeting, and February 2, 2012 meetings of Council. The
information on the municipal procedures and those used to notify the public of these
meetings were provided to the early resolution officer. The decision was that these
were not closed meetings; therefore, it was not within the Ombudsman’s
jurisdiction to investigate
4. PVB Settlement discussion– the rationale for closing the meeting was 239(2)(e) of
the Municipal Act – litigation or potential litigation. The Ombudsman’s office’s
analysis was that this section accurately reflected the substance of the
discussion on the matter.
5. Oversight Committee – A complaint was received that the Oversight Committee may
have held closed meetings. Information was requested on the mandate of the
Committee, and details on the meetings. The ruling from the Closed Meeting
investigation, dated December 21, 2012, is attached to this report, and notes that
the Oversight Committee failed to follow the open meeting requirements of the
Municipal Act and the consultant preparing the minutes from the July 6, 2012
meeting was a breach of section 14 of the Procedural by-law and the Municipal
Act. (NOTE: As a result of the comments in the letter from the Closed Meeting
Investigator, staff will be preparing a report on recommended changes to the Committee
procedures to ensure compliance with the Municipal Act and the Procedural By-law)
6. Community Information Meeting - October 4, 2012 – Information was requested on
the pre-consultation meeting held the 4 th of October with the area community groups to
review the material that would be presented at the October 11 PIC meeting. The report
from the closed meeting investigator (Ombudsman) on this matter is also part of
the December 21, 2012 letter, and concludes that the October 4 meeting was not a
“meeting of council” and therefore was not subject to the open meeting
requirements.
7. Fire Board Meetings –Information was requested on the Fire Board’s membership
and mandate, and the by-law establishing the Board. The Ombudsman’s office has
advised there will not be a review of this issue, as the meeting dates are posted
on the annual calendar on the website, and there was no evidence of a closed
meeting of the Fire Board.
8. November 13, 2012 – CAO matter discussed in Closed Session. Copies of all
minutes from closed and open sessions dealing with this matter were requested. The
office is still working on this file and a response has not yet been received.
Respectfully submitted,
Carol McKenzie
Clerk
Attachment 1 – Letter from the Office of the Ombudsman – December 21, 2012
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