Accountability & Transparency

Municipal Councils must conduct business only at meetings that are open to the public but there are some exceptions where we have closed meetings.

Members of the public have the right to complain if they feel the Municipality held a closed meeting that did not follow the rules/ exemptions listed in the Municipal Act, 2001, Section 239.2 (1) or with any procedure By-laws under Subsection 238 (2).

Effecitve January 1, 2022, the Town of Aylmer has appointed the Ontario Ombudsman as the Closed Meeting Investigator. If any complaints are received by the public about closed meetings, the Closed Meeting Investigator duties will include:

• Conducting an investigation when a complaint is received about a meeting or part of a meeting that is closed to the public
• Determine whether the meeting complied with the Municipal Act/Municipal Procedure By-law
• Report the results of the investigation

How to Submit a Complaint:

Any corporation or member of the public can submit a complaint to the investigator about a meeting or part of a meeting that is closed to the public. Complaints are always confidential. To submit a complaint, follow these steps:

1. To submit a complaint, please click on the following link: https://www.ombudsman.on.ca/have-a-complaint/make-a-complaint/complaint-form-general
   
2. For more information regarding the Complaint process, please click on the following link:https://www.ombudsman.on.ca/have-a-complaint
3. Complete the form including ALL information fields. Provide as much information as possible. If you do not complete the form the investigator will not accept it.

Municipal staff must not see or forward complaints. Only the investigator should receive complaints.

More information

• Reference Information regarding open meeting rules from the Ontario Ombudsmen’s Office
• Municipal Act, 2001 – Includes what Ontario municipalities are responsible for, how they must be accountable to the public and what powers they have.
• Town of Aylmer Closed Meeting Procedures

The Town of Aylmer is Integrity Commissioner is Michael Maynard of ADR Chambers.

For information on how to submit a complaint, please contact the Town of Aylmer Clerk. 

The Integrity Commissioner shall have the following responsibilities outlined under subsection 223.3 of the Municipal Act:

1. The application of the code of conduct for members of council and the code of conduct for members of local boards.
2. The application of any procedures, rules and policies of the municipality and local boards governing the ethical behaviour of members of council and of local boards.
3. The application of sections 5, 5.1 and 5.2 of the Municipal Conflict of Interest Act to members of council and of local boards.
4. Requests from members of council and of local boards for advice respecting their obligations under the code of conduct applicable to the member.
5. Requests from members of council and of local boards for advice respecting their obligations under a procedure, rule, or policy of the municipality or of the local board, as the case may be, governing the ethical behaviour of members.
6. Requests from members of council and of local boards for advice respecting their obligations under the Municipal Conflict of Interest Act.
7. The provision of educational information to members of council, members of local boards, the municipality, and the public about the municipality’s codes of conduct for members of council and members of local boards and about the Municipal Conflict of Interest Act.

Integrity Commissioner
Michael Maynard 
ADR Chambers
2001 Sheppard Avenue East, Suite 200, North York, ON M2J 4Z8
Tel: 416-362-8555
Toll Free: 1-800-856-5154

The Ontario Ombudsman as the Municipal Closed Meeting Investigator conduct investigations upon receipt of a complaint in respect to meetings or parts of meetings that are closed to the public. The investigator will determine compliance with the Act or the applicable procedural by-law with respect to closed meetings and will report on the results of such investigations. Complaints may be submitted to Ombudsman Ontario through their website.

Under the Municipal Conflict of Interest Act, the Town of Aylmer is required to establish a public registry wherein written statements of pecuniary interest by Members of Council are maintained for public record.

Section 6.1 of the Act requires municipalities and local boards to establish and maintain registries that keep copies of statements filed under Section 5.1 and of declarations recorded under Section 6 of the Act.

For additional information, please contact Town of Aylmer Legislative Services by email.

2025

• December 3, 2025 – Regular Council Meeting -Councillor Barber declared a pecuniary interest with respect to Item 6.1.2. Mayor’s Final Budget 2026, specifically any discussion arising from the Aylmer Fire Department, as he is a volunteer firefighter for the Aylmer Fire Department.
• November 26, 2025 – EECC Board Member Deputy Mayor Widner declared a conflict with respect to item 6.2.1 respecting Class “D” Estimate – Leasehold Improvements Library as he has a family member employed by Spriet and Associates.
• November 19, 2025 – Regular Council Meeting – Councillor Barber declared a pecuniary interest with respect to Item 7.2. Mayor’s Final Budget 2026, specifically any discussion arising from the Aylmer Fire Department, as he is a volunteer firefighter for the Aylmer Fire Department.
• November 5, 2025 – Finance Committee Meeting –  Member Chapman declared a pecuniary interest with respect to Item 6.1.1. Report CLRK 33-25 – 2026 Community Grants, specifically the section related to the Aylmer & Area Chamber of Commerce’s Heritage Festival as she is the President of the Aylmer & Area Chamber of Commerce and an organizer of the Heritage Festival.
• November 5, 2025 – Finance Committee Meeting – Member Desrosiers declared a pecuniary interest with respect to Item 6.1.1. Report CLRK 33-25 – 2026 Community Grants, specifically the section related to the Aylmer Community Festival as she is a planning member for the Aylmer Community Festival.
• November 5, 2025 – Finance Committee Meeting – Member Rauhe declared a pecuniary interest with respect to Item 6.1.1. Report CLRK 33-25 – 2026 Community Grants, specifically the setion related to the Aylmer Community Festival as he is the spouse of an organizer of the Aylmer Community Festival.
• October 1, 2025 – Regular Council Meeting – Councillor Barber declared a pecuniary interest regarding items 6.2.1., 6.2.2., and 6.3.1. regarding Fire Fleet Management and the Operating Budget, specifically the sections related to the Aylmer Fire Department, as he is a volunteer firefighter for the department.
• September 18, 2025 – Regular Council Meeting – Councillor Barber declared a pecuniary interest regarding item 6.1.1. School Crossing Guard Service Delivery Update as he is the owner of Inclusive Communities, the provider for Crossing Guard Services presently.
• September 3, 2025 – Finance Committee Meeting – Member Barber declared a pecuniary interest regarding the Preliminary Capital Budget 2025 (Agenda Item 6.2.2) specifically the section relating to the Aylmer Fire Department as he is a volunteer for the Aylmer Fire Department.

2024

• November 20, 2024 – Regular Council Meeting – Councillor Desrosiers declared a pecuniary interest regarding item 5.1.1. report from the Integrity Commissioner Robert Swayze as this item related to Councillor Desrosiers’ remuneration.
• November 6, 2024 – Finance Committee – Member Chapman declared a pecuniary interest regarding item 5.1.1 2025 Community Grants with respect to the sections related to the Aylmer Heritage Festival as she is the President of the Aylmer & Area Chamber of Commerce and the Chair of the Aylmer Heritage Festival.
• October 2, 2024 – Finance Committee – Member Vanraes declared a pecuniary interest regarding the Preliminary Operating Budget 2025 (Agenda Item 6.1) specifically the sections relating to crossing guard services and the Aylmer Fire Department as he is the owner of Inclusive Communities which is the provider for crossing guard services and further that he is a volunteer for the Aylmer Fire Department.
• September 11, 2024 -Board Member Vanraes declared a interest in accordance with the Municipal Conflict of Interest Act regarding Item 6.1 (a) EECC concession Service Provider Staff Report due to being the owner of Inclusive Communities & Life Skills, the service provider referenced in the report.
• March 20, 2024 Regular Council Meeting – Councillor Desrosiers declared a pecuniary interest regarding consideration of item 5.1 report from the Integrity Commissioner Robert Swayze regarding this report as the report related to Councillor Desrosiers remuneration.

2023

• March 15, 2023 Regulars Council Meeting – Councillor Vanraes declared a pecuniary interest regarding consideration of By-Law 17-23 as he is the owner of Inclusive Communities Consulting, a vendor associated with the by-law.
• March 1, 2023 Regulars Council Meeting – Councillor Vanraes declared a pecuniary interest regarding Report CLRK 16-23 Cross Walk Service Vendor (Agenda Item 8[g]) as he is the owner of Inclusive Communities Consulting, a vendor associated with the report.
• February 1, 2023 Regular Council Meeting – Councillor Oslach declared a conflict regarding Item 5.3.1, Delegation from Dan Reid, representing the Aylmer and Malahide Museum and Archives, regarding 2023 Grant Funding of the Aylmer and Malahide Museum and Archive due to being a Member of the Aylmer and Malahide Museum and Archive Board of Directors. Councillor Oslach did not participate in the meeting for this item.

2022

• March 2, 2022 Regular Council Meeting – Councillor Oslach declared a conflict regarding Item 15.1, Director of Corporate/ Legislative Services and Chief Administrative Officer – Report CLRK 09-22 – Proposed Disposition of Land (Considerations beings closed to the public pursuant to Section 239 (2) (c) of the Municipal Act, 2001 as amended as the subject matter pertains to a proposed or pending acquisition or disposition of land by the municipality or local board) due to being a Member of the Aylmer and Malahide Museum and Archive Board of Directors. Councillor Oslach did not participate in the meeting for this item.

2019 to 2021 and Original Declaration Documents

• Declarations from these years are stored on Aylmer’s Civicweb portal. 

• Council & Committee Members Code of Conduct
• Code of Conduct Complaint Form

For information on how to submit a complaint, please contact the Town of Aylmer Clerk.