RE: Selection of Committee Members

Dear Mr. Greenfield;

Your question addressed to Alderman Erskine regarding the process for selection of committee members has been forwarded to the City Clerk's Office for a response.

With respect to the holding of meetings without the presence of the public, Section 197 (2) of the Municipal Government Act, states:

"Councils and council committees may close all or part of their meetings to the public if a matter to be discussed is within one of the exceptions to disclosure in Division 2 of Part 1 of the Freedom of Information and Protection of Privacy Act".

During the Organizational Meeting of Council, the discussions and selection of committee members is carried out in camera as the private and confidential resumes of applicants are being discussed and reviewed at that time. Section 17 (1) of the Freedom of Information and Protection of Privacy Act states, "The head of a public body must refuse to disclose personal information to an applicant if the disclosure would be an unreasonable invasion of a third party's personal privacy". Section 17 (4) (d) states, "A disclosure of personal information is presumed to be an unreasonable invasion of a third party's personal privacy if the personal information relates to employment or educational history.".

Once Council has made their selections to the various Boards, Commissions and Committees, Council "rises and reports" in the Council Chamber and the names of the successful candidates become public information at that time.

The public notice in the newspapers soliciting applications to fill the various vacancies on the Boards, Commissions and Committees advises that applicant's confidential resumes will be kept confidential and will only be used for the purpose of selection to committees. I am sure you will appreciate that most applicants would not desire that subsequently, their personal information was made public.

I trust this answers your questions with respect to the procedures involved at the Organizational Meeting of Council.

Sincerely,
Sue Gray Assistant City Clerk