The Ombudsman reviewed a closed meeting held by council for the Township of Woolwich that relied on the personal matters exception to discuss volunteer recreation associations. Council discussed entering into affiliation service agreements with each recreation association that operated parks and facilities on behalf of the municipality. The Ombudsman found that the discussion pertained to the associations in general, rather than individual volunteers. Therefore, the discussion did not fit within the personal matters exception.
Township of Woolwich, August 10, 2015
Read the ReportThe Ombudsman reviewed a closed meeting held by council for the Township of Woolwich that relied on the personal matters exception to discuss appointments to two committees. The Ombudsman found that the discussion involved personal information about past members of the committees as well as current applicants. Therefore, the discussion fit within the personal matters exception.
The Ombudsman reviewed a number of closed meetings held by council for the Township of Woolwich. There was no notice about the location of these meetings provided to the public. The Ombudsman found that even when a meeting is closed, the public has the right to attend the open session when the resolution is passed to go in camera.
The Ombudsman reviewed a closed meeting held by council for the Township of Woolwich to discuss whether council was willing to sell a particular property to a local school board for a new school. Although the municipality did not rely on the acquisition or disposition of land exception, the Ombudsman found that council’s discussion about a potential land disposition fits within this exception.
The Ombudsman reviewed a closed meeting held by council for the Township of Woolwich to discuss a local building owned by the municipality. Staff requested direction from council on the future of the building, which included disposing of the property. Although the municipality did not rely on the acquisition or disposition of land exception, the Ombudsman found that council’s discussion about a potential land disposition fits within this exception.
The Ombudsman reviewed a closed meeting held by the Chemtura Public Advisory Committee for the Township of Woolwich to discuss an opinion received from legal counsel that outlined steps that should be taken prior to pursuing civil action on a particular matter. The meeting was closed under the litigation or potential litigation exception. The Ombudsman found that although there was no litigation ongoing at the time of the meeting, there was a reasonable prospect of litigation. Therefore, the discussion fit within the litigation or potential litigation exception.
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.
The Ombudsman reviewed a closed meeting held by council for the Township of Woolwich. The Ombudsman found that the municipality failed to cite in its resolution the closed meeting exception relied upon to proceed in camera. The Ombudsman recommended that council ensure that the resolution discloses all exceptions authorizing the closed meeting discussion, and that the resolution includes both the fact of holding the closed meeting and the general nature of the subject matter to be discussed.
The Ombudsman reviewed several closed meetings held by council for the Township of Woolwich. The Ombudsman found that despite council passing resolutions in open session resulting from in camera discussions, council did not report back on other matters discussed during the closed session. The Ombudsman recommended that council report back publicly in a general manner on what occurred in camera.
Township of Woolwich, January 31, 2013
Read the LetterThe Ombudsman reviewed a closed meeting held by council for the Township of Woolwich that relied on the litigation or potential litigation exception to discuss a proposed aggregate pit. During the meeting, the municipality’s solicitor provided an update to council on the status of mediation before the Ontario Municipal Board (OMB) concerning the aggregate pit, and council reviewed draft minutes of settlement. The Ombudsman found that council’s discussion fit within the litigation or potential litigation exception.
The Ombudsman reviewed a closed meeting held by council for the Township of Woolwich to discuss a proposed aggregate pit. During the meeting, the municipality’s solicitor provided an update to council on the status of mediation before the Ontario Municipal Board (OMB) concerning the aggregate pit, and council reviewed draft minutes of settlement. While not relied upon by the municipality, the Ombudsman found that council’s discussion fit within the exception for solicitor-client privilege.