Transparency and Accountability
PURPOSE
The Municipal Act, 2001, as amended, requires all municipalities to adopt and maintain an Accountability and Transparency Policy. The purpose of this policy is to outline the manner in which the Township of Conmee will try to ensure that it is accountable to the public for its actions and that its actions are transparent to the public. The policy provides guidance on how the Township of Conmee ensures municipal governance is conducted in an accountable and transparent manner, with emphasis on openness, ethics, performance outcomes and fiscal responsibility.
DEFINITIONS
i) Accountability - The principle that the municipality will be responsible to its stakeholders for decisions made and policies implemented, as well as its actions or inactions.
ii) Transparency - The principle that the municipality actively encourages and fosters stakeholder participation and openness in its decision making processes. Additionally, transparency means that the municipality's decision making process is open and clear to the public.
POLICY STATEMENT
The policy of the Conmee Council is to be accountable and transparent in the operations of Council, its Committees and its administration. Conmee Council acknowledges that it is responsible to provide good government for its stakeholders in an accountable and transparent manner.
The Township of Conmee will promote accountable and transparent municipal governance guided by the following principles:
" Decision making will be open, fair and transparent;
" Municipal operations will be conducted in an ethical and accountable manner;
" Financial resources and physical infrastructure shall 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;
" Public access and participation will be encouraged to ensure that decision making is responsive to the needs of its constituents and receptive to their opinions;
" An open, responsive meeting process will ensure that citizens have access to and awareness of the Council/Committee business being discussed.
" Every new delegation of power or authority will include appropriate accountability mechanisms.
POLICY REQUIREMENTS
The principles of accountability and transparency shall apply equally to the political process and decision making and to the administrative management of the municipality.
Financial Matters:
The municipality will be open, accountable and transparent to its stakeholders in its financial dealings as required under the Municipal Act, 2001 as amended. Some examples of how the municipality provides such accountability and transparency are:
" Internal/external audits
" Annual reporting/statements
" Purchasing policy
" Disposal of property by-law
" Open budget process and public meetings
" Code of Conduct for Council
Internal Governance
The municipality's administrative practices ensure specific accountability on the part of its employees through the following initiatives:
" Code of Conduct for municipal employees
" Performance management and evaluation
" Hiring and human resources policies
" Orientation/continuing education
" Health and safety policy
" Responsibility for ensuring that administrative practices and procedures recognize Council's commitment to accountability and transparency through the Clerk's office
Public Participation and Information Sharing
The municipality ensures that it is open and accountable to its stakeholders through implementing processes outlining how, when and under what rules meetings will take place. The municipality's meetings will be open to the public when and as required under the Municipal Act, 2001 as amended, and the public may have an opportunity to make deputations or comments on specific items at these meetings. In addition, the municipality has adopted policies which ensure that participation by the public can be meaningful and effect. Some examples of such policies are:
" Procedure by-law
" Code of Conduct for members of Council and staff
" Delegation policy
" Records retention
" Planning processes
" Notice by-law
Legislated Requirements
In addition to internal policies and procedures, the actions of the Council for the Township of Conmee are also governed by numerous Provincial Statutes such as:
" Municipal Act, 2001, as amended
" Planning Act
" Development Charges Act
" Assessment Act
" Building Code Act
" Safe Drinking Water Act
" Municipal Conflict of Interest Act
" Provincial Offences Act
" Municipal Freedom of Information and Protection of Privacy Act
" Public Sector Salary Disclosure Act
" Cemeteries Act
" Vital Statistics Act
" Marriage Act
" Fire Protection and Prevention Act
" Emergency Management and Civil Protection Act
" Municipal Elections Act
" Gaming Control Act (lotteries)
" Employment Standards Act
" Occupational Health and Safety Act
" Highway Traffic Act
" Homes for Aged and Rest Homes Act
" Social Housing Reform Act
Fiscal Accountability and Reporting
The following are examples of some of the policies, procedures and practices currently in place to ensure fiscal accountability;
" Annual budget process and approvals
" External/internal audit
" Annual financial statement
" Annual Financial Information Return
" Fees and Charges By-law
" Disposal of real property by-law
" Purchasing by-law
" Policy for signing authority
" Policy for expense accounts
" Council conference attendance policy
" Council remunerations policy
" Hiring policy
" Notice policy
" Payment of travel costs policy
" Erection of signs regarding Children at Play
" Election signs policy
" Process for notification of By-law Enforcement Officer
" Operation of municipal office
" Handling of Criminal Records checks
" Pre-budget spending policy
" Implementation of Council decision policy
" Tax collection policy
" Winter maintenance policy
" Fire prevention and public education policy
" Smoke alarm and home fire escape planning program
" Emergency services billing practices