Body: Council Type: Agenda Meeting: Regular Date: April 1, 2025 Collection: Council Agendas Municipality: Frontenac County
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Governance Review Committee Tuesday, April 1, 2025 –10:00 a.m. County of Frontenac Administration Building, 2069 Battersea Road, Glenburnie, ON https://youtube.com/live/3vlcRW6ULfM?feature=share
AGENDA Page 1.
Call to order We begin this gathering by acknowledging and celebrating these traditional lands as a gathering place of the first peoples and their ancestors who are entrusted to care for mother earth since time immemorial. We do so respecting both the land and the Indigenous People who continue to walk with us through this world. Today, the County is committed to working with Indigenous peoples and all residents to pursue a united path of reconciliation.
Adoption of the agenda a) That the agenda for the April 1, 2025 meeting of the Governance Review Committee be adopted.
Disclosure of pecuniary interest and general nature thereof
Adoption of Minutes a) Minutes of Meeting held March 4, 2025
3-6
That the minutes of the Governance Review Committee meeting held March 4, 2025 be adopted. Minutes of Meeting held March 4, 2025 5. 7 - 21
Items of Business a) 2025-039 Corporate Services Adoption of an updated of County of Frontenac Public Notice Policy Resolved That the Council of the County of Frontenac adopt a Public Notice Policy for the County of Frontenac attached to this report as Appendix A; And further That By-law 2014-0008 being a by-law to adopt a Public
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Page Notice Policy be hereby repealed. Adoption of an updated of County of Frontenac Public Notice Policy Appendix A Public Notice Policy
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b)
Staff Briefing: Jannette Amini, Manager of Legislative Services/Clerk, will provide a briefing and presentation to the Committee on Accountability and Transparency
c)
2025-040 Corporate Services Initial Discussions on the Accountability and Transparency Policy That the Accountability and Transparency draft policy be placed on the Governance Review Committee Consultation 2025 project on Engage Frontenac for 21 days for public comment Initial Discussions on the Accountability and Transparency Policy Appendix A Proposed Draft Accountability and Transparency Policy Appendix B Accountability and Transparency Policy
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d)
Staff Briefing: Jannette Amini, Manager of Legislative Services/Clerk, will provide a briefing and presentation to the Committee on the Procedural By-law
e)
2025-041 Corporate Services Initial Discussions on the County of Frontenac Procedural By-law Review This report is for information. It is intended to solicit feedback from the Committee members on the preliminary review of the Procedural Bylaw. Initial Discussions on the County of Frontenac Procedural By-law Review
Next meeting date a) The next meeting of the Governance Review Committee is schedule for Tuesday, May 6, 2025 at 10:00 a.m. at the County Administration Building.
Adjournment
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Minutes of the Governance Review Committee Meeting March 4, 2025 [Note: Minutes are not Verbatim, please refer to full video https://youtube.com/live/ro8JWTr4WCU?feature=share] A meeting of the Governance Review Committee was held the Council Chamber of the County Administration Building, 2069 Battersea Road, Glenburnie on Tuesday, March 4, 2025, at 10:00 AM Present: Councillor Fran Smith, Chair - virtually Councillor Fred Fowler, Vice Chair Councillor Judy Greenwood-Speers Warden Gerry Lichty Staff Present: Jannette Amini, Manager of Legislative Services/Clerk Kevin Farrell, Chief Administrative Officer Alex Lemieux, Director of Corporate Services/Treasurer 1.
Call to order
We begin this gathering by acknowledging and celebrating these traditional lands as a gathering place of the first peoples and their ancestors who are entrusted to care for mother earth since time immemorial. We do so respecting both the land and the Indigenous People who continue to walk with us through this world. Today, the County is committed to working with Indigenous peoples and all residents to pursue a united path of reconciliation. 2.
Adoption of the agenda
Moved By: Seconded By:
Councillor Fowler Warden Lichty
That the agenda for the March 4, 2025 meeting of the Governance Review Committee be adopted. Carried 3.
Disclosure of pecuniary interest and general nature thereof
There were none.
Minutes of Meeting held March 4, 2025
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4.
Adoption of Minutes Minutes of Meeting held February 5, 2025
Moved By: Seconded By:
Councillor Greenwood-Speers Councillor Fowler
That the minutes of the Governance Review Committee meeting held February 5, 2025 be adopted as amended Carried 5.
Items of Business a)
2025-025 Corporate Services Adoption of an updated Delegation of Authority Policy Moved By: Warden Lichty Seconded By: Councillor Greenwood-Speers Resolved That the Council of the County of Frontenac adopt a Delegation of Authority Policy to authorize the delegation of certain powers and duties under the Municipal Act, 2001, the Planning Act and other Acts, attached to this report as Appendix A; And further That By-law 2016-0006 being a by-law to adopt a delegation of authority policy be hereby repealed. Carried b)
2025-026 Corporate Services Approval of Amendments to the County of Frontenac Land Use Policy Moved By: Councillor Fowler Seconded By: Warden Lichty Resolved That the Governance Review Committee approved approve the amendments to the County of Frontenac Land Use Policy, attached to this report as Appendix A; And further That the Land Use Policy be incorporated into the Sale, Disposition and Land Use By-law as Appendix B. Carried c)
2025-027 Corporate Services Adoption of a Sale, Disposition and Land Use Policy for the County of Frontenac Moved By: Councillor Greenwood-Speers Seconded By: Councillor Fowler Resolved That the Council of the County of Frontenac adopt a Sale, Disposition and Land Use Policy for the County of Frontenac;
Governance Review Committee Meeting Minutes March 4, 2025
Minutes of Meeting held March 4, 2025
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And further That this Policy be adopted by By-law, attached to this report as Appendix A; And Further That By-law 17-1995, being a By-law to establish procedures governing the sale of real property be repealed. Carried d)
2025-028 Corporate Services Initial Discussions on the Public Notice Policy Moved By: Councillor lich Seconded By: Councillor green That the Public Notice Policy, and the draft policy be placed on the Governance Review Committee Consultation 2025 project on Engage Frontenac for 21 days for public comment Carried It was noted that the policy uses both two weeks and 14 days in terms of public notice and that this should be consistent. Any additional changes will be passed along to the Clerk. e)
2025-029 Corporate Services Initial Discussions on the Procurement Policy Moved By: Councillor Fowler Seconded By: Councillor Greenwood-Speers Resolved That the Procurement Policy, and the draft policy be placed on the Governance Review Committee Consultation 2025 project on Engage Frontenac for 21 days for public comment Carried It was asked what the difference is between a an RFQ and an RFP to which Mr. Lemieux advised that an RFQ has specification as we know exactly what we want whereas an RFP is asking for the proposant to present or suggest something. The threshold is the same. Concerns were expressed regarding the proposed $250,000 upper limit for a tender and it was asked where this number came from to which Mr. Lemieux noted that this is aligned with our comparator municipalities across Ontario. The Committee were supportive of changing this to $150,000. Concerns were also expressed about jumping from $10,000 to $50,000 for RFP’s and it was questioned if this could be lowered to $25,000, to which Mr. Lemieux noted that fundamentally this allows staff to make a decision quickly as when doing an RFP, there Governance Review Committee Meeting Minutes March 4, 2025
Minutes of Meeting held March 4, 2025
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is a process that needs to be followed and this is a slow process. An example of a purchase such as this would be a vehicle. The Committee agreed to keep this at $50,000. In terms of Emergency purchases over $50,000, this is reported to Council. Questions arose around our ability to show preference to Canadian or even local companies when procuring goods and services. Mr. Lemieux noted that this language is based on the Canadian free trade agreement and the NAFTA that policies to this effect contravene these 2 agreements. The Committee felt that in terms of the 2013 policy there are a lot of things that are not flowing into the new policy concerns were expressed that this proposed new policy is leaving too much out, such as bonds, securities. Mr. Lemieux noted that the intent is to put the policy in front of the committee for these initial discussions but when it comes forward with the by-law it will all be there. Staff will bring back a revised version to the committee before it goes up on the website for public consultation. Moved By: Seconded By:
Warden Lichty Councillor Greenwood-Speers
That the motion be deferred pending staff bringing back a second draft. Carried 6.
Next meeting date The next meeting of the Governance Review Committee is schedule for Tuesday, April 1, 2025 at 10:00 a.m. at the County Administration Building.
Adjournment
Moved By: Seconded By:
Waren Lichty Councillor Fowler
That the meeting hereby adjourn at 10:37 a.m. Carried
Governance Review Committee Meeting Minutes March 4, 2025
Minutes of Meeting held March 4, 2025
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Report 2025-039 Council Recommend Report To:
Chair and Members of the Governance Review Committee
From:
Jannette Amini, Manager of Legislative Services/Clerk
Date of meeting:
April 1, 2025
Re:
Corporate Services – Adoption of an updated of County of Frontenac Public Notice Policy
Recommendation Resolved That the Council of the County of Frontenac adopt a Public Notice Policy for the County of Frontenac attached to this report as Appendix A; And further That By-law 2014-0008 being a by-law to adopt a Public Notice Policy be hereby repealed. Background At its meeting held March 4, 2025, the Governance Review Committee received Report 2025-028 Initial Discussions on the Public Notice Policy along with a proposed Appendix A Public Notice Policy. . The Committee’s comments found that there should be some consistency in language, in terms of either using “two weeks” or “14 days”: The Committee agreed that any additional changes proposed by members would be passed along to the Clerk. Based on its discussions, the Committee passed the following recommendation: d)
2025-028 Corporate Services Initial Discussions on the Public Notice Policy Moved By: Councillor lich Seconded By: Councillor green That the Public Notice Policy, and the draft policy be placed on the Governance Review Committee Consultation 2025 project on Engage Frontenac for 21 days for public comment Carried
2025-039 Corporate Services Adoption of an updated of County of Frontena…
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Comment As noted previously to the Committee, on January 10th, the “Governance Review Committee Consultation 2025” project went live on the County’s Engage Frontenac site and speaks to the work being undertaken by the Governance Review Committee of updating existing governance related policies and by-laws and to streamline processes and improve the efficiency of the business of the County. It also highlights the essential role that the public plays regarding the County’s decision-making process. The draft Public Notice policy was added to the site following the Governance Review Committee meeting on March 4th and was promoted out through the County’s social media channels. At the writing of this report, no public comments have been received. The following comments were provided by members of the Committee following the March 4th meeting:
- Warden Lichty noted that #5D - Public Policy Notice in Appendix A, section 1 in the included chart references the Minister of Education and questioned if this need to be included. Following review of the Municipal Act, it is the Minister of Finance that we are required to notify, not the Minister of Education and as such, the draft Policy was amended. Both the comments provided at the March 4 Committee meeting and by members of the Committee have been incorporated into the Policy on today’s agenda for approval. Financial Implications There are no anticipated financial implications associated with this report. Organizations, Departments and Individuals Consulted and/or Affected Alex Lemieux, Director of Corporate Services/Treasurer Kevin Farrell, Chief Administrative Officer
Recommendation Report to the Governance Review Committee Corporate Services – Adoption of an updated of County of Frontenac Public Notice Policy April 1, 2025
2025-039 Corporate Services Adoption of an updated of County of Frontena…
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Subject:
Public Notice Policy
Index Number A09-AMD-002
Date Approved: February 19, 2014
Effective Date: February 19, 2014 Page 1 of 13
SCHEDULE “A” TO BY-LAW NO. 2025-0xx Policy Statement: The Corporation of the County of Frontenac is committed to being an accountable, transparent and open organization through the provision of public notice thereby enabling citizens to be aware of the business of the County. Accountability, transparency and openness are principles of good government that enhance public trust. Where the County is required to give public notice with respect to any matter, the County shall at minimum provide public notice as required by any applicable statute or regulation and/or in accordance with this policy. The County will also ensure that public notice requirements under this policy are accessible and made available in accessible formats, if required. Purpose: The purpose of this policy is to establish procedures for public notice and engagement that promote the open and transparent governance of the County, thereby enabling citizens to be aware of the business of the County. The Municipal Act, 2001, S.O. 2001, as amended, requires Council to adopt and maintain a public notice policy, which specifies the circumstances in which the municipality shall provide notice to the public related to the business of the County. In accordance with the Municipal Act, 2001, this policy sets out the minimum notice requirements, a list of matters for which public notice is required, the form and manner in which notice is to be given and the minimum time for giving such notice. Definitions: “Act” shall mean the Municipal Act, 2001, S.O. 2001 as amended. “Clerk” shall mean the Clerk of the Corporation of the County of Frontenac. “Days” shall mean calendar days, not business days. “Mail” shall mean prepaid, first-class mail unless legislation requires otherwise.
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Subject:
Public Notice Policy
Index Number A09-AMD-002
Date Approved: February 19, 2014
Effective Date: February 19, 2014 Page 2 of 13
“Newspaper” shall mean a printed publication, either paid or unpaid, in sheet form, intended for general circulation, published regularly at intervals of not longer than a week, consisting in great part of news of current events of general interest and serving the County of Frontenac. “Website” shall mean the County’s official web–site www.frontenaccounty.ca. Principles: The notice provisions contained within this policy are based on the following guiding principles: ▪
valuing inclusiveness – ensure public notice and engagement is based on building trust and relationships that seek to involve all members of the community
▪
providing timely communication – ensuring information is available in a timely manner
▪
providing clear and accessible communication – ensuring the use of plain language in a wide variety of formats and channels of communication
▪
being fiscally sustainable – ensuring methods and resources for public notice and engagement reflect the magnitude and complexity of the initiative
▪
being transparent and accountable – sharing information and having open public engagement processes, final decisions and outcomes
▪
being environmentally sustainable – ensuring environmentally friendly public notice methods
▪
striving for continuous improvement – seeking better ways of engaging the community and providing efficient and effective public notice and engagement processes. Principles: The notice provisions contained within this policy are based on the following principles:
2025-039 Corporate Services Adoption of an updated of County of Frontena…
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Subject:
Public Notice Policy
Index Number A09-AMD-002
Date Approved: February 19, 2014
Effective Date: February 19, 2014 Page 3 of 13
•
Citizens should be aware what, when and where the business of the County is being discussed.
•
Citizens should be aware when the business being discussed will have an impact on them.
•
Adequate time should be provided to citizens so they can make submissions.
The following principles apply to the notice: •
be provided as soon as possible;
•
be distributed to the broadest possible audience;
•
should be given in a variety of manners;
•
provide credible, accessible information in a usable and accessible format that is easy to understand, while being open, inclusive and respectful to all citizens.
•
in some circumstances, be given directly to the affected individuals.
Examples of forms of notice are: •
Direct delivery, including hand delivery, direct mail, facsimile and email
•
Notice on website
•
Newspapers, both daily and weekly
•
Location signs
•
Radio and television ( i.e. media releases)
•
Social media
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Subject:
Public Notice Policy
Index Number A09-AMD-002
Date Approved: February 19, 2014
Effective Date: February 19, 2014 Page 4 of 13
The Clerk shall determine the most appropriate newspaper(s) to utilize in a particular notice. The decision shall be based on the citizens affected by particular subject matter. Application: This policy applies to all types of public notice and engagement, which may be influenced by legislation, cost, emergency situation, timeframes, geographic distance, types of notification and degree of potential impact on affected parties. This policy shall apply except where: ▪
notice is otherwise prescribed by any other statute or regulation
▪
where authorized, Council directs an alternative form of public notice as Council considers appropriate to give reasonable notice under the provision of any statute or regulation; or
▪
the Warden, in consultation with the Clerk determines that notice should be waived due to emergency, urgency or time sensitivity situation or situations which could affect the health and well being of the residents of the County, or is a State of Emergency declared, or if so advised by a provincial ministry.
This policy applies specifically to municipal responsibilities under the Act. Notice requirements identified in specific legislation (i.e. The Planning Act) shall be adhered to. The requirement to give reasonable notice to the public shall be deemed to be fulfilled upon completion of the actions dictated in this policy. The manner and form of notice dictated in this policy shall be deemed minimum requirements. Additional methods of giving notice may be undertaken at the discretion of the Clerk. Notwithstanding the notice requirements dictated in this Policy, where the giving of notice to the public is required by legislation, Council may provide additional notice, reduce or amend such requirements upon passage of a resolution at a duly called meeting of council, provided the motion dictates an alternate method of giving notice deemed to be in a form and manner adequate to the circumstances.
2025-039 Corporate Services Adoption of an updated of County of Frontena…
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Subject:
Public Notice Policy
Index Number A09-AMD-002
Date Approved: February 19, 2014
Effective Date: February 19, 2014 Page 5 of 13
Where the giving of notice to the public is not required by legislation, Council may waive the notice requirements dictated in this Policy by passage of a resolution at a duly called meeting of Council. Content of Public Notice: No notice shall be required under this by-law, where the provision of notice will interfere with the ability of the County of Frontenac to conduct business with respect to a matter permitted for a closed session under Section 239 of the Act. Unless otherwise prescribed, the form of public notice shall include the following information in addition to the information outlined in Schedule “A” to this by-law: i.
The date time and location of the meeting;
ii.
The name and address of the person who will receive written comments on the issue that is the subject of the meeting and the deadline for receiving such comments;
iii.
Where additional information can be obtained;
iv.
The purpose of the meeting which notice is require to be given or the purpose and effect of the proposed action; and
v.
Where the matter relates to specific lands, sufficient information regarding the location such as the municipal address, legal description or map
vi.
Where written submissions to Council may be made, or where delegations for the purpose of providing a verbal submission to Council can be registered, the name and title of the person to whom they are to be sent, including the address of the official and the deadline for receipt of the submission.
Policy Applications The notice provisions detailed in Schedule “A” shall constitute reasonable notice however; nothing in this by-law shall prevent the Clerk from using more comprehensive methods of notice or providing for a longer notice period.
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Subject:
Public Notice Policy
Index Number A09-AMD-002
Date Approved: February 19, 2014
Effective Date: February 19, 2014 Page 6 of 13
Updating the Policy: This policy will be amended in light of any changes in legislation with amendments to this policy requiring endorsement by County Council.
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Subject:
Public Notice Policy
Index Number A09-AMD-002
Date Approved: February 19, 2014
Effective Date: February 19, 2014 Page 7 of 13
Schedule A Section of the Municipal Act and/or Subject
1
Section 110 (1) Agreements for Municipal Capital Facilities
2
Section 135 (6) Tree By-laws
Requirement of Municipal Act
County of Frontenac Notice Requirement
Upon the passing of a by-law permitting a municipality to enter into an agreement under this section, the Clerk of the municipality shall give written notice of the by-law to the Minister of Finance.
As required by the Act.
An upper-tier municipality shall immediately notify its lower-tier municipalities of the passing of a by-law.
As required by the Act.
Prohibition or regulation by upper-tier municipality of destruction/injuring of woodland trees
2025-039 Corporate Services Adoption of an updated of County of Frontena…
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Subject:
Public Notice Policy
Index Number A09-AMD-002
Date Approved: February 19, 2014
Effective Date: February 19, 2014 Page 8 of 13
Section of the Municipal Act and/or Subject
3
Section 173 (1) Proposal to Restructure
Requirement of Municipal Act
County of Frontenac Notice Requirement
Before the Council of a municipality votes on whether to support or oppose a restructuring proposal, the Council shall or may, as applicable, do the following things when the proposal is being developed or after it is developed:
Council shall hold at least one public meeting.
- Council shall consult with the public by giving notice of, and by holding, at least one public meeting.
Published on the web-site and in a newspaper 2 weeks prior to the meeting.
- Council shall consult with such persons or bodies as the Minister may prescribe.
- Council may consult with such other persons and bodies as the municipality considers appropriate.
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Subject:
Public Notice Policy
Index Number A09-AMD-002
Date Approved: February 19, 2014
Effective Date: February 19, 2014 Page 9 of 13
Section of the Municipal Act and/or Subject
4
Section 187 Change of Name of Municipality
Requirement of Municipal Act
County of Frontenac Notice Requirement
A municipality that passes a by-law changing its name shall send a copy of the by-law to the Director of Titles appointed under the Land Titles Act and to the Minister promptly after its passage.
Council shall hold at least one public meeting. Notice of meeting shall be published on the web-site and in newspaper.2 weeks prior to the meeting. Official notice to the lower-tier municipalities shall be done through mail 2 weeks prior. Notice shall include the proposed name change and the reasons for the proposal.
5
Section 218-219 Change of Composition of Council
Before passing a by-law described in section 218, the municipality shall give notice of its intention to pass the by-law and shall hold at least one public meeting to consider the matter.
2025-039 Corporate Services Adoption of an updated of County of Frontena…
Council shall hold at least one public meeting. Notice of meeting shall be published on the web-site and in newspaper.2 weeks
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Subject:
Public Notice Policy
Index Number A09-AMD-002
Date Approved: February 19, 2014
Effective Date: February 19, 2014 Page 10 of 13
Section of the Municipal Act and/or Subject
Requirement of Municipal Act
County of Frontenac Notice Requirement prior to the meeting. Notice to the lowertier municipalities done through mail 2 weeks prior.
6
Section 238 Procedural By-law
7
Section 270
No public notice requirement prior to passage of a procedural by-law.
Procedural By-law to be posted to the website.
No Municipal Act Requirements
Notice to be posted to the County website 14 days prior to Council meeting at which the subject lands are being considered
No Municipal Act Requirement
Refer to County Procurement Policy regarding Bid Requests
Adoption of Policies Sale and Disposition of Land
8
Section 270 Adoption of Policies Its procurement of goods and services.
2025-039 Corporate Services Adoption of an updated of County of Frontena…
(Including Requests for Proposals, Requests for Tenders, Requests for Quotations and
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Subject:
Public Notice Policy
Index Number A09-AMD-002
Date Approved: February 19, 2014
Effective Date: February 19, 2014 Page 11 of 13
Section of the Municipal Act and/or Subject
Requirement of Municipal Act
County of Frontenac Notice Requirement Calls for Tenders).
9
Section 289 Budget – Adopt or Amend
No public notice requirement prior to passage of yearly budgets for upper-tier.
2025-039 Corporate Services Adoption of an updated of County of Frontena…
Post on website 14 days prior to anticipated date of adoption/amendment of budget.
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Subject:
Public Notice Policy
Index Number A09-AMD-002
Date Approved: February 19, 2014
Effective Date: February 19, 2014 Page 12 of 13
Section of the Municipal Act and/or Subject
10
Section 295 Audited Financial Statements
Requirement of Municipal Act
County of Frontenac Notice Requirement
Within 60 days after receiving the audited financial statements of the municipality for the previous year, the treasurer shall,
As required by the Act.
(a) shall publish in a newspaper having general circulation in the municipality, (i) a copy of the audited financial statements, the notes to the financial statements, the auditor’s report and the tax rate information for the current and previous year as contained in the financial review or, (ii) a notice that this information will be available at no cost to any taxpayer or resident of the municipality upon request. 11
Section 391
No public notice requirement.
Fees and Charges
2025-039 Corporate Services Adoption of an updated of County of Frontena…
Notice is given to the public through the posting of the Council agenda on the County website.
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Subject:
Public Notice Policy
Index Number A09-AMD-002
Date Approved: February 19, 2014
Effective Date: February 19, 2014 Page 13 of 13
Section of the Municipal Act and/or Subject
12
Section 400 Fees and Service Charges
13
Section 402 Notice of Debt
Requirement of Municipal Act
County of Frontenac Notice Requirement
Under Section 400, the Minister may make regulations regarding fees and charges with priority lien status, including a requirement that the municipality give notice of its intention to pass a by-law imposing fees and charges, which will have priority lien status.
As required by the Act.
Upon receipt of an application of a municipality to incur a debt the Ontario Municipal Board may direct the municipality to give notice of the application to such persons and in such manner as the Board determines.
As required by the Ontario Municipal Board.
2025-039 Corporate Services Adoption of an updated of County of Frontena…
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Report 2025-040 Committee Recommend Report To:
Chair and Members of the Governance Review Committee
From:
Jannette Amini, Manager of Legislative Services/Clerk
Date of meeting:
April 1, 2025
Re:
Corporate Services – Initial Discussions on the Accountability and Transparency Policy
Recommendation That the Accountability and Transparency draft policy be placed on the Governance Review Committee Consultation 2025 project on Engage Frontenac for 21 days for public comment. Background On January 1, 2007, the Municipal Statute Law Amendment Act, 2006 came into force (with some exceptions) and made numerous changes to the Municipal Act, 2001 (the “Municipal Act”). The amendments provided substantially broader authority to enable municipalities to govern their affairs as they consider appropriate and to enhance the municipality’s ability to respond to municipal issues. Section 270 of the Municipal Act requires the municipality to adopt and maintain policies with respect to a number of areas, including, “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.” County Council adopted By-law 2007-0038, being a by-law to adopt an accountability and transparency policy, on November 21, 2007. As part of the requirement under the Act to maintain this Policy, this policy is now being presented to the Governance Review Committee for review. Comment There are several principles that should be considered in promoting the accountability and transparency actions of the County of Frontenac:
- Good municipal governance cannot be achieved without accountability and transparency.
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2. Citizen satisfaction, confidence, and civic health are directly reliant on accountability and transparency of municipal government. 3. Imposing stricter legislation, regulations or policies does not ensure accountability and transparency or increase confidence in municipal governance. 4. Strong leadership, support, understanding and adherence to implementing and practicing accountability and transparency should be demonstrated by the political and administrative structure. Following its adoption in 2007, the Accountability and Transparency Policy has not been reviewed or updated; however ongoing efforts by the County in ensuring Accountability and Transparency, include, but are not limited to:
- Adoption of the County’s Strategic Plan each term of Council.
- Implementation of a Council Code of Conduct and appointment of an Integrity Commissioner.
- Implementation of a Complaints Policy and Complaints Protocol.
- Ongoing review and update of municipal by-laws, policies, plans and procedures through comprehensive staff reports to Council.
- Implementation of new policies in response to legislative change, municipal business requirements, and emerging issues/trends.
- Use of varied forms of communication, such as: ➢ Livestreaming Council and Committee meetings. ➢ Incorporation of Electronic and Hybrid meetings. ➢ Ongoing updates and information on frontenaccounty.ca, visitfrontenac.ca, Frontenac maps, and the County’s Civic Web Portal. ➢ Implementation of engagefrontenac.ca as a site to encourage community input on key municipal projects and initiatives. ➢ Social Media presence (Facebook, Twitter, Instagram, LinkedIn etc.). ➢ Media Releases. ➢ Weekly Council Correspondence circulation.
- Use of Advisory Committees to obtain feedback from community-minded individuals.
- Council priority setting with each new term of Council.
- Implementation of LeanSixSigma and Balanced Scorecard presented to Council annually.
- Working collaboratively with our member municipalities on projects and initiatives of mutual interest.
- Departmental Business Plans with 5-year outlook presented to Council annually during budget deliberations.
- Long-Term Capital and Asset Management Planning, Debt Management and Investment Policies. Recommend Report to the Governance Review Committee Corporate Services – Initial Discussions on the Accountability and Transparency Policy April 1, 2025
2025-040 Corporate Services Initial Discussions on the Accountability an…
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In comparison to their federal and provincial counterparts, municipalities are by far the most open level of government. Although not exhaustive, the above list provides clear evidence of Council’s commitment to this principle. It has been almost 20 years since the Municipal Act mandated municipalities to have an Accountability and Transparency Policy and as noted above, a lot has changed in this time, in both provincial legislation and the County’s own policy development. As part of the policy review, staff are recommending reformatting the policy to group the information in categories and provide a better experience for the reader. The categories group the policies, procedures, legislation and practices into related areas, as follows: ➢ Legislated Requirements. This section identifies to the reader the various provincial statutes that govern how the County when conducting its business in a public, accountable and transparent manner. ➢ Financial Accountability, Oversight and Reporting. This section identifies the policies, procedures and practices that help demonstrate the County’s best-practice financial accountability and oversight and reporting mechanisms. ➢ Performance Measurement and Reporting. This section identifies that the County is committed to producing performance information that measures how the County is doing in all areas over which it has responsibility, from financial reporting to human resource management to service delivery. ➢ Open Government and Public Participation. This section identifies the various County policies, procedures and practices that ensure the County is transparent in its operations and residents are aware of how decisions are made and carried out. ➢ Internal Accountability and Ethical Standards. This section points the reader to the policies, procedures and practices that the County has established that govern internal accountability and ethical standards for the County of Frontenac. ➢ County Council Accountability Framework. This section notes how County Council has furthered its commitment to accountability and transparency through the implementation of additional policies and practices. The addition of these sections put into a formal policy the ongoing efforts by the County in ensuring Accountability and Transparency as noted above. In addition to the revised format, the following sections have been added: ➢ Responsibility This section has been added to clearly identify that both Council and staff are responsible under the policy for ensuring their actions are accountable and transparent. Recommend Report to the Governance Review Committee Corporate Services – Initial Discussions on the Accountability and Transparency Policy April 1, 2025
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➢ Monitoring/Contravention This section has been added to clearly identify to the reader that complaints will be managed using the mechanisms contained in each procedure, policy, process and legislation. ➢ Policy Statement The Policy Statement has also been changed to more reflect the concrete actions that the County can and should take to ensure accountability and transparency, including accessibility requirement under the AODA. ➢ Corporate Strategic Direction This section has been removed as this changes with each term of Council and is really not germane to the policy as we are mandated to be accountable and transparent. The proposed updated policy is attached as Appendix “A” and incorporates all of these items ensure currency and relevance of the Policy. For comparison purposes, the adopted policy under By-law 2007-0038 passed in 2007 is attached as Appendix B. Strategic Priorities Implications Priority 4. Maximize Administrative Leadership within the County Administration. • •
Ensure efficient and responsible financial management of County resources Ensure transparency and accountability of the governance of the County of Frontenac (Council and its Committees).
Financial Implications There are no anticipated financial implications associated with the adoption of this policy. Organizations, Departments and Individuals Consulted and/or Affected Alex Lemieux, Director of Corporate Services/Treasurer Kevin Farrell, Chief Administrative Officer
Recommend Report to the Governance Review Committee Corporate Services – Initial Discussions on the Accountability and Transparency Policy April 1, 2025
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Schedule “A” to By-law No. 2025-0xx Accountability and Transparency Policy Purpose/ Application The Municipal Act, 2001 (the Act) requires that all municipalities adopt and maintain a policy with respect to the manner in which the County will try to ensure that it is accountable to the public for its actions, and the manner in which the County will try to ensure that its actions are transparent to the public. The Accountability and Transparency Policy identifies the legislation, policies, procedures and practices that the County complies with in order to promote accountability and transparency. This policy provides guidance on how the County of Frontenac ensures municipal matters are approached in an accountable and transparent manner, with emphasis on openness, ethics, performance outcomes and fiscal responsibility. Definition(s): a.
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.
b.
Transparency – The principle that the County actively encourages and fosters stakeholder participation and openness in its decision-making processes. Additionally, transparency means that the County’s decision-making process is open and clear to the public.
Policy Statement The County of Frontenac will promote accountable and transparent municipal governance guided by the following principles:
- Decision-making will be open and transparent.
- 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 oversight, service standards and performance reporting and all other accountability documents will be made available and accessible, in language that the public can understand, to increase the opportunity for public scrutiny and involvement in municipal operations.
- Every new delegation of power of authority will have corresponding accountability mechanism.
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Policy Requirements The County of Frontenac’s commitment to accountability and transparency ensures sound governance and sustainability by way of various policies, procedures and practices that have been divided into the following categories:
- Legislated requirements
- Financial accountability, oversight and reporting
- Performance measurement and reporting
- Open government
- Internal accountability and ethical standards
- County Council’s Accountability Framework
- Legislated requirements The County of Frontenac is accountable and transparent to taxpayers by fulfilling various legislated responsibilities and disclosure of information. The following are provincial statutes that govern how the County conducts its business in a public, accountable and transparent manner:
- Municipal Act, 2001
- Municipal of Conflict of Interest Act
- Provincial Offences Act
- Municipal Freedom of Information and Protection of Privacy Act
- Personal Health Information Protection Act, 2004
- The Accessibility for Ontarians with Disabilities Act (AODA)
- Public Sector Salary Disclosure Act, 1996
- Planning Act
- Employment Standards Act
- Occupational Health and Safety Amendment Act
- Ombudsman Act
- Financial accountability, oversight and reporting The County of Frontenac is accountable and transparent to taxpayers by identifying the source of County funds and how those funds are used to deliver services. The following policies, procedures and practices demonstrate the County of Frontenacs best-practice financial accountability and oversight and reporting mechanisms, including:
- Annual Operating Budget and Five-Year Departmental Business Plans
- Annual Capital Budget and Asset Management Plans
- Annual Audited Financial Statements
- Quarterly Financial Variance Reports
- Long Range Financial Plan Draft County of Frontenac Accountability and Transparency Policy April 6, 2025
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6. Council Expense Policy 7. Remuneration and Reimbursement of Expenses to Council Members and Non-Council Appointees Report 8. Reimbursement of Expense Policy for Conferences and Travel 9. Delegation of Authority By-law and annual report to Council 10. Procurement Policy 11. Sale, Disposition and Use of Land Policy 12. Use of Corporate and Communication Resources in an Election Year Policy 13. Public Sector Salary Disclosure compliance 3. Performance measurement and reporting The County of Frontenac is accountable to taxpayers by using various resultsoriented tools to measure progress on performance and the achievement of corporate service standards and goals. The County of Frontenac is committed to producing performance information that measures how the County is doing in all areas over which it has responsibility, from financial reporting to human resource management to service delivery. 4. Open Government and Public Participation The County of Frontenac is accountable and transparent to taxpayers by providing governance in an open manner through communication, consultation, and collaboration. The following are policies, procedures and practices that ensure the County is transparent in its operations and residents are aware of how decisions are made and carried out:
- Council Procedure By-law
- Council Code of Conduct
- Appointment of an Integrity Commissioner
- Appointment of an Open Meeting Investigator
- Public posting and distribution of Council and Committee Agenda Meeting Documentation
- Citizen Appointment to Advisory Committees Policy (Recruitment and Selection of members of Advisory Committees, and Boards)
- Accessibility Policy and Procedures
- Application to Appear as a Delegation Form
- Live-streaming of Council and Committee of the Whole Meetings
- County of Frontenac Strategic Plan
- Public Conduct and Complaints Policy
- Public Notice By-law
Draft County of Frontenac Accountability and Transparency Policy April 6, 2025
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13. Delegation of Powers Policy/Delegation of Authority By-law 14. Accessible Formats and Communication Supports Procedure 15. Enhancements to open meeting procedures including holding closed session meetings at the beginning of Council and a process of rising and reporting following closed sessions, to ensure reporting out is done when the public is in attendance. 16. Adherence to the principles of Open Government as per the Municipal Act, 2001, including an Open-Data page on the Frontenac Maps hub 5. Internal accountability and ethical standards The County of Frontenac has established policies, procedures and practices that govern internal accountability and ethical standards for the County of Frontenac, including:
- Code of Conduct Policy for County employees
- Hiring and Employment of Family Members, and Recruitment Policy
- Employee Confidentiality Statement
- Respect in the Workplace Policy and Procedure
- Acceptable Use of Information Technology Resources Policy
- Health and Safety Policy
- Delegation of Powers and Duties Policy.
Draft County of Frontenac Accountability and Transparency Policy April 6, 2025
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Schedule “A” to By-law No. 2007-0038 Accountability and Transparency Policy
- Purpose/ Application The Municipal Act, 2001 (the Act) requires that all municipalities adopt and maintain a policy with respect to the manner in which the County will try to ensure that it is accountable to the public for its actions, and the manner in which the County will try to ensure that its actions are transparent to the public. The purpose of this policy is to provide guidance for the delivery of the County’s activities and services in accordance with the principles as outlined herein. This policy has been developed in accordance with the Act to comply with Section 270.
- Definition(s): a.
Accountability – The principle that the County will be responsible to its stakeholders for decisions made and policies implemented, as well as its actions or inactions.
b.
Transparency – The principle that the County actively encourages and fosters stakeholder participation and openness in its decision making processes. Additionally, transparency means that the County’s decision making process is open and clear to the public.
- Policy Statement The Council of the County of Frontenac acknowledges that it is responsible to provide good government for its stakeholders in an accountable and transparent manner by: i.
Encouraging public access and participation to ensure that decision making is responsive to the needs of its constituents and receptive to their opinions;
ii.
Delivering high quality services to its citizens; and
iii.
Promoting the efficient use of public resources.
Accountability, transparency and openness are standards of good government that enhance public trust. The County achieves this through the adoption of measures that ensure, 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 County will engage its stakeholders throughout its decision making process which will be open, visible and transparent to the public. 4. Corporate Strategic Direction The mission of County of Frontenac’s Corporate Offices is to enhance the quality of life and quality of place for all citizens of the County by delivering excellent services and, with our partners, building the capacity of the community to respond to a rapidly changing environment. The Corporate Offices are expected to face and respond to social, environmental and economic challenges, while practicing fiscal accountability, reflecting community values, and being mindful of future generations. County of Frontenac Accountability and Transparency Policy By-law No. 2007-0038 November 21, 2007 Page 1 of 3
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Strategic Direction #1 – Build Capacity Strategic Direction #2 – Facilitate Opportunities Strategic Direction #3 – Deliver Exceptional Services 5. 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 County. Financial Matters – The County will be open, accountable and transparent to its stakeholders in its financial dealings as required under the Act. Some examples of how the County provides such accountability and transparency are as follows: i.
External audit
ii.
Quarterly Financial Summary Budget to Actual Reports to Council
iii.
Long term Financial Planning
iv.
Asset Management
v.
Procurement Policy
vi.
Sale of Land By-law
vii.
Budget Process – open to the public
viii.
Adoption of Accounts as agenda item on Council meetings
Internal Governance – The County’s administrative practices ensure specific accountability on the part of its employees through the following initiatives: i.
Employee Code of Conduct
ii.
Performance Management and Evaluation System
iii.
Attendance Program
iv.
Human Resources Policies
v.
Employee Orientation
vi.
Health and Safety Policies
vii.
Compensation/Benefits
viii.
Responsibility for ensuring that administrative practices and procedures recognize Council’s commitment to accountability and transparency.
County of Frontenac Accountability and Transparency Policy By-law No. 2007-0038 November 21, 2007 Page 2 of 3
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Public Participation and Information Sharing – The County 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 County’s meetings will 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. In addition, the County has adopted policies which ensure that participation by the public can be meaningful and effective, through timely disclosure of information by various means including the County’s official website. Some specific examples include: i.
Procedure By-law including access to agendas, open meetings
ii.
Municipal Meetings Investigator
iii.
Delegation/Deputation Rules for bringing issues before Council
iv.
Records Retention
v.
Planning Process including public meetings
vi.
Public Notice By-law
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Report 2025-041 Council Recommend Report To:
Warden and Members of Council
From:
Jannette Amini, Manager of Legislative Services/Clerk
Date of meeting:
April 1, 2025
Re:
Corporate Services – Initial Discussions on the County of Frontenac Procedural By-law Review
Recommendation This report is for information. It is intended to solicit feedback from the Committee members on the preliminary review of the Procedural By-law. Background Subsection 238 (2) of The Municipal Act, 2001, provides that every municipality and local board shall pass a procedure by-law for governing the calling, place and proceedings of meetings. There is little prescription in Section 238, leaving it to Council’s discretion of the By-laws contents, providing that any provisions in the by-law to not contravene any sections of the Municipal Act itself. In 2021, County Council established a Procedural By-law Review Committee, to review then Procedural By-law that was enacted in 2013. The establishment of a committee was to ensure that Council had a document that they can both understand and work with as this is Council’s Procedural By-law that governs its meetings. As a result, in 2022, Council passed By-law 2022-0026 at its meeting held July 20, 2022. The said by-law came into effect November 15, 2022, with the new term of Council. Many of the amendments to the new by-law were housekeeping matters or updating language in order to streamline the by-law and processes. One major change in the new by-law was that all members of County Council are now eligible to be elected as Warden or Deputy Warden, where previously it was only the Mayors of each Township that were able to hold these positions. Another major change was the incorporation of electronic participation at meetings, outside of COVID. Electronic Participation can be found in Sections 9.15 – 9.23 of the By-law.
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A new Section 6 – Roles and Responsibilities was added which sets out the role of Council, Warden, Deputy Warden, Chief Administrative Officer, Clerk and the municipal administration. The Role of Council is defined under Section 224 of the Municipal Act, the role of the Head of Council or Warden is defined under Sections 225 and 226 of the Municipal Act, the role of the Chief Administrative Officer is defined under Section 229 of the Municipal Act, and the role of the Clerk is defined under Section 228 of the Municipal Act Although much of this information is also contained in the Council Staff Relations policy, including it in the Procedural By-law reinforces specific roles and ensures that staff time is being used efficiently by requiring that no one individual council member direct staff without Council authorization. Having these roles in the Procedural By-law reinforces the role of Council and staff. Another major addition to the by-law was Section 8: Code of Ethic – Confidentiality. This section speaks to confidential information that Council receives in closed session and the members responsibility and obligations to ensure that closed session material and discussions remain confidential. It also adds provisions and steps that Council may take when a member contravenes closed session rules, including excluding the offending Council member from future closed meetings or being provided with confidential information. Comment The public should be able to expect transparent, accessible and legislatively sound proceedings at Council and committee meetings. A good procedural by-law will lay the groundwork for that to occur. The procedural by-law guides the ways that a resident can interact with Council and committees through formal meetings. It sets out how Council and the public are expected to conduct themselves through meetings and guides the way that County staff communicate information about municipal meetings to the public. It is an important tool that supports good governance by elected and appointed officials in the municipality. The Procedural By-law is an essential tool for municipalities as it:
- Ensures fairness and consistency in the decision-making process
- Fosters respectful conduct and collaborative approaches to decision making
- Supports an open, accountable, transparent governance process so that the public, Council and staff understand how decisions are made and what to expect at meetings Appendix A to this staff report is the current Procedural By-law 2022-0022. Staff are seeking input from the Committee to review the attached by-law to determine if it meets the needs of this Council and what, if any, changes are necessary. Some initial considerations may include:
- Is the current Advisory Committee structure still relevant to the needs and direction of this Council
- Can some Committees no longer meeting be disbanded
- What is the purpose of moving into Committee of the Whole and is this still required Council Recommendation Report Corporate Services – Initial Discussions on the County of Frontenac Procedural By-law Review April 1, 2025
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4. Is there a purpose to having the Deputy Warden take the Chair in Committee of the Whole 5. Are there provisions in your respective Township Procedural By-laws that would benefit the County Strategic Priorities Implications Priority 4. Maximize Administrative Leadership within the County Administration. • •
Ensure efficient and responsible financial management of County resources Ensure transparency and accountability of the governance of the County of Frontenac (Council and its Committees).
Financial Implications The costs associated with this report. Organizations, Departments and Individuals Consulted and/or Affected Kevin Farrell, Chief Administrative Officer Alex Lemieux, Director of Corporate Services/Treasurer
Council Recommendation Report Corporate Services – Initial Discussions on the County of Frontenac Procedural By-law Review April 1, 2025
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