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01-008 Accountability and Transparency Policy_20211-008 Page 1 of 6 ADMINISTRATIVE Policy 1 -008: Accountability and Transparency Policy Approval Date: December 14, 2015 Approval Authority: Council, By-Law 3968 Effective Date: December 14, 2015 Next Scheduled Review Year: 2025 Department: Office of the Clerk Last reviewed: 2021 Revision Date/s: Schedules: POLICY STATEMENT Council of the Town of Tillsonburg acknowledges that it is responsible to provide good government for its stakeholders in an accountable and transparent manner, guided by the following principles: 1. Encouraging public access and participation to ensure that decision making is responsive to the needs of its constituents and receptive to their opinions; 2. Delivering high quality services to our citizens; and 3. Promoting the efficient use of public resources. Accountability, transparency and openness 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. 1-008 Page 2 of 6 PURPOSE The purpose of this policy is to provide guidance on how the Corporation of the Town of Tillsonburg ensures municipal matters are approached in an accountable and transparent manner. SCOPE This policy applies to all operations within the Corporation of the Town of Tillsonburg and is prepared in accordance with Section 270 (1) 5 of the Municipal Act, 2001, S.O. 2001,c. 25, as amended. The Act requires that all municipalities adopt and maintain a policy with respect to “the manner in which the municipality will try to ensure that it is accountable to the public for its actions, and the manner in which the municipality will try to ensure that its actions are transparent to the public”. DEFINITIONS Accountability: The principle that the municipality is obligated to demonstrate and take responsibility for its actions, decisions and policies and that it is answerable to the public at large. Transparency: The principle that the municipality will conduct its business in an accessible, clear and visible manner and that its activities are open to examination by its stakeholders. IMPLEMENTATION PROCEDURE 1. As part of the Tillsonburg vision in the Community Strategic Plan, the Town has adopted the following corporate core values: strong leadership, effective communication and accountability. Through implementing this plan the Town shall continue to promote accountability and transparency. 2. The following strategic issues form the basis of the Town’s Community Strategic Plan. • Excellence in Local Government • Economic Sustainability • Demographic Balance • Culture & Community 1-008 Page 3 of 6 3. The principles of accountability and transparency shall apply equally to the political process and decision making and to the administrative management of the municipality. 4. Legislated Requirements The Town is accountable and transparent to its stakeholders by fulfilling various legislative responsibilities and disclosure of information, and shall conduct its business within its jurisdiction in accordance with the Provincial Statues, Ontario Regulations and any other applicable laws including but not limited to the Municipal Act, 2001, Municipal Conflict of Interest Act; Provincial Offences Act; Municipal Freedom of Information and Protection of Privacy Act; Public Health Information and Protection of Privacy Act; and Public Sector Salary Disclosure Act. 5. Financial Accountability, Oversight and Reporting The Town of Tillsonburg will be open, accountable and transparent to stakeholders in its financial dealings as required under the Act and has taken a leadership approach to accountability and transparency in areas of financial accountability, oversight and reporting. Some examples of how the municipality provides such accountability and transparency are as follows: • External audit and reports • Annual published financial statements • Quarterly financial statements • Annual budget reports • Annual financial information return • Asset management • Purchasing/procurement practices • Sale of land practices and procedures • Budget process open to the public 6. Financial policies and reserve funds include: • Reserve Policy • Purchasing Policy • Investment Policy 1-008 Page 4 of 6 • Cultural Grant Guidelines 7. Performance Measures and Reporting The Town is accountable to taxpayers by using various results-orientated tools to measure progress on performance and the achievement of corporate service standards and goals. The performance measurement and reporting framework is provided by a number of different initiatives, which need to be adhered to and maintained even through changes in administrative and political leadership. The Town has been participating in the Municipal Performance Measurement Program (MPMP) since 2001. Various departments have been generating different types of performance reporting to meet other statutory reporting requirements and for their own internal management purposes. The primary components of performance measurement include: • Financial Information Return (FIR) • Town of Tillsonburg Annual Budget and Business Plan Report. • Quarterly Financial Reports to Council • Town of Tillsonburg Strategic Plan 8. Open Government The Town of Tillsonburg shall provide governance in an open manner through communication, consultation and collaboration. All policies, procedures and practices shall ensure that its operations are transparent and that mechanisms are in place to make residents aware of how decisions are made and carried out and are able to participate in the decision making process. All meetings of Council and its committees shall be open to the public when and as required under the Act, and members of the public will have an opportunity to make delegations or comments in writing on specific items at these meetings as outlined in the Town’s Procedural By-law. Council meetings are publicly advertised in advance, with the rationale for discussing matters in camera being disclosed. 1-008 Page 5 of 6 Town information shall be readily available to the public subject to the requirements of the Municipal Freedom of Information and Protection of Privacy Act. The following are policies, procedures and practices that ensure the Town is transparent in its operations and that its residents are not only aware of how decisions are made and carried out, but that they are able to participate as well: • Procedural By-law • Public Posting and Distribution of Council Agenda Meeting Documentation • Public Engagement Policy • Purchasing Policy • Sale of Land Policy • Road Naming Policy • Committees of Council Policy • Committee/Staff Liaison Policy • Records Retention By-law • Site Plan Approval Procedures 9. Internal Accountability and Ethical Standards The Town of Tillsonburg’s administrative practices shall be in accordance with Tillsonburg’s core values outlined in this policy. Its policies and procedures shall ensure internal accountability and promote the high ethical standards of the Town. The municipality’s administrative practices ensure specific accountability on the part of its employees through the following initiatives: 10. Human Resources Policies and Procedures • Respect in the Workplace • Code of Conduct • Performance Management Programme • Recruitment and Selection (including the hiring of immediate relatives) • Code of Conduct for Council • Municipal Election Procedures 1-008 Page 6 of 6 11. Monitoring/Contravention This policy shall be reviewed within the first year of a new Council term or at such other time as may be deemed appropriate to ensure its effectiveness. The Town Clerk shall be responsible for receiving complaints and/or concerns related to this policy Upon receipt of a complaint and/or concern, the Town Clerk shall notify: • In the case of staff, the Department Head responsible for the areas; • In the case of a closed meeting, the Closed Meeting Investigator/Ontario Ombudsman; and • In the case of Council, the Head of Council/CAO or Integrity Commissioner.