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3168-2015 Accountability and Transparency Policy

3168-2015 Accountability and Transparency Policy By-Law

BEING A BY-LAW TO ADOPT AN ACCOUNTABILITY AND TRANSPARENCY POLICY

Passed by Council July 13, 2015


THE CORPORATION OF THE TOWNSHIP OF AUGUSTA
BY-LAW NO. 3168-2015
A BY-LAW TO ADOPT AN ACCOUNTABILITY AND TRANSPARENCY POLICY

 

WHEREAS Section 270 (1 )5 of the Municipal Act, 2001 as amended, Section 270 (1 )5
of the Municipal Act, 2001 requires that municipalities adopt and maintain a policy
with respect to the manner in which it will ensure that it is publicly accountable and
transparent in the manner that decisions are made and implemented;

AND WHEREAS Section 224.(d.1} of the Municipal Act, 2001 as amended, states
that it is the role of Council to ensure the accountability and transparency of the
operations of the municipality, including the activities of senior management of the
municipality;

AND WHEREAS the Council of the Corporation of the Township of Augusta deems it
advisable to adopt an Accountability and Transparency Policy;

THEREFORE the Council of the Corporation of the Township of Augusta
enacts as follows:

1 . That the Accountability and Transparency Policy attached hereto as
Schedule A and forming part of this by-law is approved.
2. This by-law shall come into force and effect on the day that it is passed.
3. That all other By-Laws or policies inconsistent herewith are hereby
repealed.

Read a first and second time this 13 day of July, 2015.

Read a third time and finally passed this13 day of July, 2015.

Signed by Mayor Doug Malanka and Clerk Pierre Mercier

 

Title: Accountability and Transparency Policy
Date Issued: July 13, 2015

Schedule A

PURPOSE

The purpose of this policy is to establish the manner in which Council and municipal
employees will ensure public accountability and transparency for its actions and to
provide for the delivery of the municipality’s services and activities in accordance with
the principles outlined herein. This policy has been developed in accordance with the
Municipal Act to comply with section 270.

APPLICATION

This policy applies to the Council, Committees and employees of Augusta Township.

POLICY STATEMENT

Accountability and transparency are standards of good government that enhance public
trust. They are achieved through the municipality adopting measures ensuring, to the
best of its ability, that all activities and services are undertaken utilizing a process that is
open and accessible to its stakeholders. In addition, wherever possible, the municipality
will engage its stakeholders throughout its decision making process which will be open,
visible and transparent to the public. The municipality is committed to the fundamental
principles of accountability and transparency as a matter of good governance and will
be guided by the following principles:

• Decision-making will be open and transparent by conducting council and
committee meetings that are open to the public, when and as required under
applicable legislation, to ensure that citizens have access to, and awareness of,
the business being discussed and decided;
• Municipal operations will be conducted in an ethical and accountable manner;
• Financial resources and physical infrastructure will be managed in an efficient
and effective manner;
• Municipal information will be accessible so that it is consistent with legislative
requirements;
• Inquiries, concerns and complaints will be responded to in a timely manner;
• Financial management, service standards and performance reporting and all
other accountability documents will be made available and accessible to facilitate
public scrutiny and awareness of municipal operations.

DEFINITIONS

Accountability means being responsible to municipal stakeholders for decisions made
and policies implemented, as well as actions or inactions.

Transparency means actively encouraging and fostering stakeholder participation and
openness in the municipal decision making process. Additionally, transparency means
that the municipality’s decision making process is open and clear to the public.

Committees means committees, commissions, municipal service boards and local
boards (except the Police Services Board) and includes officers and agents of the
municipality.

Stakeholder (for the purpose of this policy) means any person or organization having
an interest in the municipality’s actions.

POLICY REQUIREMENTS

The municipality shall demonstrate its commitment to accountability and transparency
by providing a framework of policies, practices, procedures and by-laws that create
sound governance and sustainability that include, but are not limited to:

i. Financial Matters

• External audits
• Financial statements
• Budget process
• Procurement policy
• Sale of Land by-law
• Asset Management .
• Municipal Performance Measures program

ii. Internal Governance

• Hiring policy
• Code of Conduct for staff and council
• Union contract
• Employment policy for non-union employees
• Health and safety polices
• Violence and harassment policy
• Notice policy
• Complaints Policy

iii. Public Participation and Information Sharing

The municipality shall ensure that it is open and accountable to its stakeholders
through the implementation of processes outlining how, when and under what
rules its council and committee meetings will take place. The municipality’s
meetings will be open to the public when and as required under the Municipal Act
and members of the public will have an opportunity to make delegations or
comment in writing on specific items at these meetings. In addition, the
municipality has adopted policies which ensure that participation by the public
can be meaningful and effective, through timely disclosure of information by
various means including but not limited to print media, electronic sign and
website.

MONITORING

The Municipal Clerk or the Clerk’s delegate shall be responsible for rece1v1ng
complaints/concerns related to this policy. Upon receipt of a written complaint/concern,
the Department Manager and CAO shall be notified.

POLICY REVIEW

This policy shall be reviewed by the Municipal Clerk once per term of Council.

ENQUIRIES

Municipal Clerk
Township of Augusta
3560 County Road 26
Prescott, ON KOE 1 TO
613-925-4231