By GPT-4 & Parth on 2026-01-25, City: Hamilton, View Transcript
The council discussed strengthening transparency while protecting privacy, approving a formal process to track motions and deliverables, and deferring a data minimization policy to incorporate community input. A public-facing “mirror” of tracked motions was approved, and a community-informed approach to data minimization will be developed before presenting to the Audit, Finance, and Administration (AFA) Committee. File numbers discussed include 9.1 and 9.2.
1) Privacy concerns regarding online publication of personal information - The discussion centered on balancing transparency with privacy, particularly for personal data tied to city processes. Chair Wang stated: "This isn't by no means looking at reducing the amount of information that is available to the public. I do believe that we do have to look at things from a privacy by design perspective." This highlighted the need to protect individuals while maintaining openness.
2) Proposed data minimization policy (File 9.2) - A motion to develop a data minimization policy was introduced, focusing on reducing unnecessary personal information published online. Chair Wang emphasized holistic consideration: "We need to think about this holistically and across all of our newer procedures and processes." The item was deferred for minor amendments and further community consultation before referral to the AFA Committee.
3) Jurisdictional scan and best practices - The council discussed conducting a jurisdictional scan of other Ontario municipalities to understand best practices for handling personal information in planning processes. This would inform the city's approach and ensure alignment with broader standards, though no formal quotes were recorded for this specific point.
4) Public records redaction procedures - The motion included establishing redaction procedures for public records, including guidelines on what to redact, how long information should remain online, and how to remove it after statutory needs are met. This topic centers on tightening privacy controls without sacrificing necessary public access.
5) Community consultation and feedback - The council acknowledged the importance of engaging residents who use city data for research to refine the motion. Chair Wang noted, "I think that we're missing a key component of potentially asking some members of the community who do use our data for their research purposes." This underscored the intent to incorporate stakeholder input before finalizing policy.
1) Motion Title: Development of a Formal Process to Track Motions and Deliverables (9.1) - Outcome: Passed (4-0). A public-facing mirror of tracked motions would be available online to allow residents to monitor progress and deliverables. - Next Steps: Develop and publish the motion tracking process; make the Outstanding Business Lists publicly accessible; address backlog and integrate into the tracking system.
2) Motion Title: Data Minimization Principles and Policy (9.2) - Outcome: Introduced but deferred for minor amendments and further community consultation before being presented to the AFA Committee. - Next Steps: Staff from the city clerk’s office, legal services, IT services, and planning and economic development will collaborate to draft recommendations; revise based on community feedback and bring to the AFA Committee for approval.