This procedure defines the recording, access and retention of text based minutes, video and or audio records of the Corporation of the Town of Oakville (town) Council and Committee meetings.
This procedure applies to Members of Council, town employees and the general public. The text based minutes kept of such meetings constitute the official record in accordance with the Municipal Act, 2001. Audio and video recordings of Council meetings do not constitute an official record.
The audio and video record of Council proceedings shall be retained in accordance with the Records Retention By-law. The text based minutes shall be retained in accordance with the Municipal Act.
The Town Clerk shall be responsible for maintaining all records of Council and Committee meetings.
The Information Systems department in coordination with the Clerk’s department shall be responsible for setting up any equipment required for recording Council and Committee proceedings.
Procedure Number: G-GEN-004-004
Parent Policy: G-GEN-004
Author: Clerk's Department
Effective Date: 2005 Dec 19
Review by Date: 2021
Last Modified: 2016 Dec 12
Municipal Freedom of Information and Protection of Privacy Act
G-GEN-004-001 Access to Records Procedure
Records Retention By-law