On occasion, Municipal councils and local boards and committees must meet in a closed meeting, sometimes called an in-camera meeting, without the public present. This is often to discuss certain confidential matters, receive information or give direction. At a closed meeting, Council can only vote on procedural matters and provide direction or instructions. Council must make their final decision on all matters in an open Council meeting.

If you believe that a closed meeting has violated the rules outlined in the Municipal Act or the Town’s Procedural By-law, you can submit a complaint to request an investigation.

Closed meeting complaints are reviewed by Aird & Berlis, Council's Closed Meeting Investigator, on an as needed basis. They will determine whether the matter needs investigating, and if so, will report on the results of the investigation in an open Council meeting.

To request an investigation into a closed meeting, complete the Closed Meeting Investigation Request Form and include an original signature. Submit the completed form in a sealed envelope marked "private and confidential" to:

Attention: Town Clerk
111 Sandiford Dr
Stouffville ON, L4A 0Z8

We will keep all inquires confidential and will forward them to Aird & Berlis.

Common reasons for closed meetings, as mentioned in our Procedural By-law and the Municipal Act, include:

1. The security of the property of the municipality or local board
2. Personal matters about an identifiable individual, including municipal or local board employees
3. A proposed or pending acquisition or disposition of land for municipal or local board purposes
4. Labour relations or employee negotiations
5. Litigation or potential litigation, including matters before administrative tribunals affecting the municipality or local board
6. Advice that is subject to solicitor-client privilege
7. A matter in respect of which a Council, board, committee or other body has authorized a Meeting to be closed under another Act
8. Information explicitly supplied in confidence to the municipality or local board by Canada, a province or territory or a Crown agency
9. A trade secret or scientific, technical, commercial or financial information that belongs to the municipality or local board and has monetary value or potential monetary value
10. A position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board
11. A request under the Municipal Freedom of Information and Protection of Privacy Act, if the council is the head of an institution for the purposes of that Act
12. An ongoing investigation respecting the municipality, a local board or a municipal-controlled corporation by the Ombudsman appointed under the Ombudsman Act
13. Educating or training members, provided that no member discusses or otherwise deals with any matter in a way that materially advances the business or decision-making of Council