recording (audio and/or visual)

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City of Welland

November 24, 201724 November 2017

The Ombudsman reviewed a closed meeting held by council for the City of Welland to appoint a new member of council. The Ombudsman commended the municipality for recording open and closed meetings of council. However, in this case, the audio recording system failed to work properly during the closed meeting. The Ombudsman recommended that the municipality review its audio recording system to ensure it is working properly.

City of Niagara Falls

May 12, 201712 May 2017

The Ombudsman reviewed a closed meeting held by council for the City of Niagara Falls to discuss in camera the sale of property. The city audio records its closed session meetings. The closed session minutes for the meeting did not reflect council’s discussion or resolutions. The Ombudsman noted that audio recordings should not replace the written records as required by the Municipal Act, 2001. While an audio recording can provide a record of discussions held in camera, in this case, the audio recording of the closed session was of low quality, and it was difficult to hear all statements and to attribute statements to particular individuals.

City of Greater Sudbury

January 20, 201720 January 2017

The Ombudsman reviewed a closed meeting held by council for the City of Greater Sudbury to discuss an investigation regarding a contract between the city and a transit ticket kiosk. The Ombudsman noted the in camera minutes did not provide any specific information about the discussions that took place. The Ombudsman found that municipalities must record, without note or comment, all resolutions, decisions, and other proceedings at both open and closed meetings. The Ombudsman also recommended that the city make audio and/or video recordings of its closed meetings.

Armour Township and Village of Burk's Falls

October 28, 201528 October 2015

The Ombudsman reviewed a joint closed meeting held by council for the Village of Burk’s Falls and council for Armour Township to discuss amalgamation. The Ombudsman found that while both municipalities kept minutes of the closed session, neither recorded open session minutes. The Ombudsman recommended that both municipalities ensure they keep a complete record of all meetings, especially any decisions made during a meeting, regardless of form. The Ombudsman recommended that both municipalities make audio and/or video recordings of closed sessions.

Village of Burk’s Falls and Armour Township

October 28, 201528 October 2015

The Ombudsman reviewed a joint closed meeting held by council for the Village of Burk’s Falls and council for Armour Township to discuss amalgamation. The Ombudsman found that while both municipalities kept minutes of the closed session, neither recorded open session minutes. The Ombudsman recommended that both municipalities ensure they keep a complete record of all meetings, especially any decisions made during a meeting, regardless of form. The Ombudsman recommended that both municipalities make audio and/or video recordings of closed sessions.

Township of Woolwich

August 10, 201510 August 2015

The Ombudsman reviewed a number of closed meeting held by council for the Township of Woolwich. The Ombudsman found that in some instances the closed meeting record did not reflect the actual substance of the discussion that took place in camera. The Ombudsman recommended that closed session minutes accurately reflect all of the substantive and procedural items that were discussed. The Ombudsman also recommended that council make audio and/or video recordings of its closed sessions.

Township of Chamberlain

July 08, 201508 July 2015

The Ombudsman reviewed a number of closed meeting held by the Township of Chamberlain. The Ombudsman found that meeting records for certain meetings were unavailable, and the meeting records that were available lacked detail or did not reflect the substance of the discussions. The Ombudsman recommended that the municipality ensure that complete and accurate records are kept of all meetings and that the records reflect all of the substantive and procedural items that were discussed. The Ombudsman also recommended that council make audio and/or video recordings of its closed sessions.

Municipality of Magnetawan

June 24, 201524 June 2015

The Ombudsman reviewed a meeting held by council for the Municipality of Magnetawan. The Ombudsman found that the minutes for the meeting did not include any information about the substance of council’s discussion. The Ombudsman recommended that the municipality ensure that its meeting record is complete and accurately reflects all of the substantive and procedural items that were discussed. The Ombudsman also recommended that council discussions be audio recorded.

City of Hamilton

April 22, 201522 April 2015

The Ombudsman reviewed a closed meeting held by the General Issues Committee for the City of Hamilton. The Ombudsman found that the meeting minutes failed to provide any information about the closed session discussions. The Ombudsman recommended that council keep complete, detailed and accurate records of all matters discussed during closed meetings, and that council make audio and/or video recordings of its closed meetings.

Municipality of Central Huron

April 06, 201506 April 2015

The Ombudsman reviewed a closed meeting held by council for the Municipality of Central Huron.  The Ombudsman found that the municipality failed to audio record or video record the session in accordance with the requirements of its procedure by-law.  The Ombudsman recommended that council ensure compliance with its own procedure by-law and immediately begin audio recording or video recording its closed meetings.

Town of Bracebridge

March 18, 201518 March 2015

The Ombudsman reviewed two closed meetings held by council for the Town of Bracebridge. The Ombudsman found that the minutes only captured the resolutions considered during the in camera sessions, but did not capture the substance of the discussions. The Ombudsman recommended that council ensure that minutes of closed meetings reflect the actual substance of the discussion and that council make audio and/or video recordings of its closed sessions.

Municipality of South Huron

March 02, 201502 March 2015

The Ombudsman reviewed seven closed meetings held by council for the Municipality of South Huron. The Ombudsman found that for several of the meetings, there was a lack of information available in the minutes. For one meeting, for example, the minutes failed to provide any information about the discussions that took place. In another instance, the meeting minutes failed to record all of the topics of the in camera discussion. The Ombudsman recommended that the municipality ensure that its meeting record is complete and accurately reflects all of the substantive and procedural items that were discussed. Additionally, the Ombudsman recommended that the municipality implement a practice of audio recording its closed sessions.

Township of Baldwin

December 09, 201409 December 2014

The Ombudsman reviewed a closed meeting held by council for the Township of Baldwin to discuss the qualifications of individual and identifiable candidates for the municipal works foreman position. The Ombudsman found that it was not clear from the meeting record that all of the discussions during the in camera meeting were captured in the minutes. The Ombudsman recommended that township council keep comprehensive and accurate minutes of meetings and also consider audio recording its closed meetings.