Canadian Flag Lowering Policy

Approved By: Council

Department: Administration

Approval Date: May 25, 2011

Effective Date: May 25, 2011

The Canadian Flag shall be flown at the following Township locations:

• Township of South Stormont Municipal Office
• Long Sault Arena
• Public Works East Garage
• Station No. 1(Long Sault), Station No. 2 (Ingleside), Station No. 3 (Newington) and Station No. 4 (St. Andrews) Fire Halls
• Other locations as deemed appropriate

The Canadian Flag at the above noted locations, shall be flown at half- mast on the death of:

• The Sovereign or a member of the Royal Family related in the first degree to the Sovereign (i.e. husband or wife, son or daughter, father, mother, brother or sister).
• Governor General or former Governor General.
• Prime Minister or former Prime Minister.
• Lieutenant-Governor of the Province of Ontario or former Lieutenant-Governor of the Province of Ontario.
• Premier of Ontario or a former Premier of Ontario.
• Member or former Member of the House of Commons for this riding.
• Mayor, Deputy Mayor and Councillors and former Mayors, Deputy Mayors and Councillors of the United Counties of Stormont, Dundas and Glengarry.
• Township Employees.

The Canadian Flag, at the above noted locations, shall be flown at half- mast on Remembrance Day.

The Canadian Flag, at the above noted locations, shall be flown at half-mast on April 28th of each year in recognition of the National Day of Mourning for persons killed or injured in the workplace.

As deemed necessary, the Township Flag may accompany the Canadian Flag, however, a separate pole is highly recommended. When both Flags are flown on one pole, the Canadian Flag shall be flown at the top.

It shall be the responsibility of the Department Head at each location to ensure the Flag is lowered pursuant to this policy. In addition, the Department Head is responsible for ensuring the Flags are replaced when necessary.

In the event of the death of a firefighter(s), flags at Station No. 1, (Long Sault), Station No. 2 (Ingleside), Station No. 3 (Newington) and Station No. 4 (St. Andrews West) will be lowered to half mast.

Due to the location of the Municipal Office, being adjacent to the Ontario Provincial Police (OPP) facility and the shared flagpole location, the flag at this location will be flown at half mast in conjunction with OPP regulations.

Note: at half-mast shall include the day of death and up to and including the day of the funeral.

For further information, contact:

Township of South Stormont
Clerk’s Department
PO Box 84
2 Mille Roches Road
Long Sault, ON K0C 1P0
(613) 534-8889

Communications Policy

Approved By: Council

Department: All Departments

Approval Date: November 25, 2020

Effective Date: November 25, 2020

Policy

The purpose of the Communications Policy is to provide guidelines for external corporate communications to ensure that timely, accurate, instructive and explanatory messages and information are communicated to the public. This policy will assist in making all external communications by the Township of South Stormont consistent, transparent, effective and encourage community participation and engagement.

Policy Statement

The Township of South Stormont recognizes the importance of transparency in governance and keeping the public informed of Township business. This policy establishes appropriate methods of disseminating Township messages and information to the public that is easily accessible, consistent, and informative.

Scope

This policy applies to all electronic and printed external corporate communications from the Township of South Stormont.

This policy applies to members of Council and all Township employees.

Spokespersons

The Mayor is the official spokesperson on behalf of Council, and the CAO is the official spokesperson for all operational matters.

Visual Identity

A clear and consistent visual identity assists the public in recognizing and accessing the policies, programs, services and initiatives of the Township. To present a strong, unified identity, departments will adhere to the guidelines as outlined in the current “Use of Corporate Crest, Township Logo and/or Images" Policy.

Electronic Communications

The Township of South Stormont utilizes a number of electronic tools to share Township information. The Township's official website, www.southstormont.ca is the primary source for official information, supplemented by other online methods such as social media platforms, electronic newsletters, and other online tools.

The Township will adhere to all required legislation in regards to electronic communications, including Canada's Anti-Spam Legislation (CASL).

The Township's current Social Media Policy should be referenced for specific details of appropriate use of social media tools for Township use.

See Appendix A for procedures for electronic communications.

Media Releases

The media play an important role in providing information to the public on matters of civic interest.

Stories and announcements for general interest and media distribution will be sent to local media in the form of a formal media release.

Should the Township choose to send a formal media release, they will be emailed to local print and local online media. A copy of the release will also be circulated to all members of Council.

The Township of South Stormont does not take responsibility for ensuring the media list is comprehensive but will add suitable parties upon request. In certain situations, the staff, at their discretion, may also send media releases to stakeholders. The media release list does not reflect or impact any advertising decisions from the Township.

The issuance of a press release does not guarantee publication.

Print Communications and Publications

Traditional forms of Communication are important, and The Township of South Stormont publishes a number of print materials to communicate with ratepayers on a semi-annual, annual or as needed basis. This includes, but is not limited to:

• South Stormont Community Guide

• Tax Inserts

•  Event Posters

• Business Cards

• Brochures and Marketing Collateral

• Newspaper Notices

•  Mail-Outs

When available, print media will also be posted on the website.

Corporate Advertising

The Township uses corporate advertising for the purposes of informing the public of Township business and notices of interest to the general public, as well as a tool for advertising to more identified audiences, such as sales and purchases, tender and employment opportunities, etc.

The Township may place advertisements in any appropriate medium to inform residents about their rights, responsibilities, municipal policies, programs, services, initiatives, upcoming meetings, dangers or risks to public safety.

Advertising for tenders, proposals, and other procurement opportunities will be placed in appropriate media outlets in accordance to the current Township Procurement Policy.

Recruitment advertisements are the responsibility of the CAO and/or Department Head in accordance with any applicable Human Resources Policies or Collective Agreement(s).

Public Notices will be prepared and posted in appropriate media outlets through the Economic Development/Communications Coordinator in coordination with the Director of the department wishing to post the notice. The Township's “Public Notice Policy” and any additional externally prescribed notification guidelines will be adhered to, as applicable.

See Appendix B for Corporate Advertising procedures.

Public Engagement

The Township's “Public Engagement Guidelines” will be used to help staff evaluate instances where communications with the public is required and to determine the appropriate engagement and feedback that is required.

Emergency Communications

Communications during emergency situations that have triggered the use of the Township's Emergency Response Plan will adhere to the “Emergency Public Information Plan” outlined in the Emergency Response Plan.

Corporate Sponsorship & Advertising Policy

Approved By: Council

Department: Administration

Approval Date: January 9, 2008

Effective Date: January 9, 2008

Policy

The Township of South Stormont welcomes and encourages sponsorship and advertising. All sponsorship and advertising will be consistent with the Township of South Stormont vision, mission and values and will not compromise or contradict any by-law or policy of the Township, or reflect such policy negatively. All sponsorship and advertising arrangements will be established in a manner that ensures access and fairness and results in the optimal balance of benefits to the Township and the community at large.

Purpose

The primary objective of this policy is to safeguard the Township’s corporate values, image, assets and interests while increasing revenue generating opportunities.

Scope

This policy applies to all relationships between the Township of South Stormont and businesses, organizations and individuals that contribute either financially or in-kind to Township programs, services or facilities in return for recognition, public acknowledgement or other promotional considerations. The policy applies to the following:

• Program and special event sponsorship, i.e. Pond Hockey Tournament
• Paid advertising on Township property and / or assets, at Township events, and in Township publications, i.e. waste receptacles and Township brochures.

Application

This policy applies to assets of the Corporation of the Township of South Stormont, property, real or otherwise, owned by or acquired on its behalf.

Definitions

“Sponsorship” means a mutually agreed to arrangement between the Township of South Stormont and an external company, organization, enterprise, association or individual whereby the sponsor contributes money, goods or services to a Township of South Stormont facility, program, project or special event in return for recognition, acknowledgement or other promotional consideration or benefit.

• Forms of Sponsorship

• • Cash – a sponsorship received in the form of money.
  • In-kind – goods or services of value to the Township are received rather than cash.

“Advertising” means the sale of advertising space to an external company, organization, enterprise, association or individual on Township printed material or property, at Township events or in conjunction with a Township program. Unlike sponsorship, advertising involves the purchase by an advertiser of advertising space sold at rates determined by the Township. The purchaser of this space is not entitled to any additional benefits other than those accruing from access to the space purchased.

General Requirements

The following conditions will apply:

• the Township will maintain control over the planning and delivery of sponsorship activities;
• advertising devices must not impact the quality and / or integrity of Township property, i.e. buildings, streetscape and provide no added risks to safety; and
• the advertisement of a product or service does not act as the Township’s endorsement of any one product or service over another.

Restrictions for Sponsorship and Advertising

The Township will not solicit or accept sponsorship or advertising from companies whose reputation could prove detrimental to the Township image and / or whose main business is derived from production, distribution and / or sale of tobacco, pornography or weapons.

The Township will not allow advertising, either directly or through third party arrangements that convey a negative message that might be deemed prejudicial to religious groups, promote alcohol or other addictive substances or present demeaning or derogatory representation that may cause offence to the community. Corporate Sponsorship Policy Page 3

Delegation of Authority

In accordance with this policy, the applicable Department Manager, or designate, is authorized to approve sponsorship and / or advertising, when the value amount is under one thousand dollars ($1000.00) (i.e. business card size paid advertising in recreational brochures).

Further, in accordance with this policy, the Chief Administrative Officer, or designate, is authorized to approve sponsorship and / or advertising, when the value amount is under eight thousand dollars ($8,000.00).

Sponsorship and / or advertising agreements with a value of eight thousand dollars ($8,000.00) or more require Council’s authorization. The authorized personnel will negotiate with companies, partnerships or sole traders that wish to participate in this program and that are a reputable organizations whose public image, products and services are consistent with the values, goals and specific policies of the Township of South Stormont.

Solicitation of Sponsorship and Advertising Opportunities

Sponsorship activities should be the result of direct solicitation by the Township. The Department Manager, or designate, has the authority to seek and negotiate sponsorship and / or advertising agreements.

All sponsorship and / or advertising agreements shall be evaluated on an annual basis to determine continued benefit. The term of all agreements shall not exceed FOUR (4) years unless authorized by Council.

Recognition - Mechanisms

Corporate sponsors may be recognized in a number of ways. The extent of such recognition will be determined in relation to the level and nature of the sponsorship. Such forms of recognition could include, but not be limited to:

• Appropriate signage of the sponsored item;
• Media release and seeking of associated media opportunities;
• Naming rights for an event, building etc. for the term of the sponsorship;
• Right to use the asset, service, event name and logo in sponsor’s advertising and sales promotion in a form and on occasions to be mutually agreed;
• Opportunity for sponsor’s name and / or logo to be promoted through appropriate general advertising by Council; and
• To use the asset or facility, subject to approval in each individual case, in static displays or for an activity of the sponsor when not required for Council’s use.

Sponsorship Procedure

Council will make sponsorship opportunities widely known through one of the following methods:

• Advertising a willingness to accept sponsorship and / or advertising for a list of projects and state some general rules for negotiation as required. Closing dates for sponsorship will be stated where appropriate (e.g. sponsorship of an event);
• Calling for Expressions of Interest for sponsorship of the Township’s assets, services functions and programs will be conducted when $1,000.00 or more is sought from a single sponsor for a project;
• If a potential sponsor approaches the Township with a proposed sponsorship or advertising opportunity, either (a) or (b) should be followed depending on appropriateness.
• The Township reserves the right to reject any unsolicited sponsorships that has been offered to the Township.

Sponsorship Agreements

All sponsorship and / or advertising agreements with a value of $8,000.00 or more will require a formal agreement adopted by Council and may require the passing of a by-law, however, all sponsorship and advertising will required written approval.

The Agreement could outline the following; but not be limited to:

• What the sponsor is contributing and what the value of the contribution represents;
• The obligations of both the sponsor and the Township;
• The dispositions and ownership of any assets;
• Responsibility for the maintenance, insurance and taxes of all assets associated with or resulting from the sponsorship;
• The duration of the sponsorship;
• The use of the Township’s and sponsor’s name, trade and service marks and other intellectual property, and any payment for such licensing and use; and
• A cancellation provision and the remedies available to both parties upon cancellation.

Cancellation

The Township reserves the rights to cancel an existing sponsorship and / or advertising agreement should conditions arise that make it no longer in the best interests of the Township.

For further information, contact:

Township of South Stormont
Corporate Services,
P.O. Box 84, 2 Mille Roches Road,
Long Sault, ON K0C 1P0
613-534-8889

Delegation of Authority

Disposal/Sale of Land Policy

Approved By: Council

Department: Administration

Approval Date: January 9, 2008

Effective Date: January 9, 2008

Scope

This policy applies to the disposal/sale of land in the Township of South Stormont.

Purpose

It is the purpose of this policy to regulate the disposal/sale of land owned by the Township of South Stormont. For issues relating to the sale of an unopened Road Allowance, refer to Policy & Procedure No. A-01-2005. For issues relating to the sale of property as a result of tax arrears, refer to the Municipal Act, 2001 C. 25 Part XI, S. 371. For properties held by the Township as a means of security with regards to subdivisions or site plans, please refer to the applicable agreement. Additionally, reference shall be made to any other relevant Provincial legislation.

Policy

It is the policy of the Township of South Stormont to have knowledge of significant natural, cultural, and historical resources on lands in order to make informed decisions regarding the disposal and/or sale of land.

It is the policy of the Township of South Stormont to seek to maximize the amount of money that it realizes from the sale of real property. However, there may be times when Council, for reasons it deems to be fair and reasonable, wishes to sell property at less than fair market value.

Definitions

“Appraisal” shall mean a written opinion from a qualified individual, as to the amount that the real property might be expected to realize if sold in the open market by a willing seller to a willing buyer.

“CAO” shall mean the Chief Administrative Officer of the Corporation of the Township of South Stormont.

“Clerk” shall mean the Clerk of the Corporation of the Township of South Stormont.

“Council” shall mean the elected Council of the Corporation of the Township of South Stormont.

“Disposal” shall mean the sale of real property owned by the Corporation of the Township of South Stormont.

“Township” shall mean the Corporation of the Township of South Stormont.

Procedure

• The Clerk’s Department shall be responsible for coordinating the implementation of this policy.
• All Township Departments shall notify the Clerk’s Department as soon as possible when considering the disposition of property.
• Inventory: The Finance Department shall maintain a complete list of Township-owned lands. The list will include the property roll number, the legal description, its current use the zone designation and any other significant details pertaining to the property.

Prior to the Township disposing of and selling any real property the following steps will be followed:

• All requests and offers to purchase property owned by the Township must be received in writing at the Municipal Office and indicate the intended use.
• The request or offer to purchase will be circulated to applicable Township Department Heads for their review and comments, as outlined below, to be returned in a timely fashion.
  • Building and Development Department: The Building and Development Department will comment on the existence and significance of natural, cultural, and/or historic resources on the property and identify significant concerns regarding zoning and official plan designation. If deemed appropriate, the assistance of advisory boards and community organizations shall be requested. The CAO and Building and Development Manager, in conjunction with relative staff shall review and identify concerns relating to the potential uses of the property within the spheres of development. In addition, comments should include the economic impacts of the proposed transaction, if applicable.
  • Public Works Operations: Public Works Operations will comment on roadway and traffic implications, the existing water and/or sewer services, if applicable, environmental implications and the overall state of the property and any additional concerns. In addition, concerns relating to the potential uses of the property within the sphere of recreation will be considered.
  • Finance Department: The Finance Department shall comment on the fiscal impacts of the proposed transaction.
  • Fire Department: The applicable Fire Department will review subject property and comment on any emergency response impacts that could be realized as a result of the transaction.
• When the disposal requires the preparation of documents and/or reports the Department originating the action shall be responsible for the initial preparation of the documents and/or reports.
• Following compilation of all comments, the applicable Department Head will review with the CAO and thereafter make a recommendation to Council either in support of, or in opposition to the proposed transaction.
• If the recommendation is accepted, the following process shall be followed:
  • Council shall by resolution, passed at a meeting open to the public, declare the real property to be surplus.
  • The Township shall obtain at least one appraisal of the fair market value of the land.
    • Exclusion of certain classes of land; clause 8 b) does not apply to the sale of the following:
      • Land 0.3 metres or less in width acquired in connection with an approval or decision under the Planning Act;
      • Closed highways if sold to an owner of land abutting the closed highway;
      • Land formerly used for railway lines if sold to an owner of land abutting the former railway land;
      • Land that does not have direct access to a highway if sold to the owner of land abutting that land;
      • Land re-purchased by an owner in accordance with section 42 of the Expropriations Act;
      • Land sold under sections 107, 108 and 110 of the Municipal Act, 2001;
      • Easements; and
      • Any other lands that Council determines in its discretion.
    • Exclusion of sales to public bodies; clause 8 b) does not apply to the sale of the following:
      • A municipality
      • A local board including a school board and a conservation authority
      • The Crown in right of Ontario or Canada and their agencies
  • The Clerk, or designate shall ensure that public notice of the disposal shall be effected prior to the passage of the by-law approving the disposal of the real property of the Township.
• Significant Resources Identified: When deemed appropriate, the following shall be taken into consideration:

Intent: When significant natural, cultural, or historic resources are identified, resource stewardship organizations may be allowed an opportunity to review and investigate the property to evaluate both the resource(s) and potential methods of protecting the resource.

Process. If a significant resource affects the property, the Township may consider withholding the property from sale in order to allow organizations to perform legal, environmental, cultural, historic, and other reviews and investigations of the property. If an organization expresses an interest in taking title to the property, then the Township may negotiate the sale of the land so that the significant resource will be protected for the public good.

• Method of Disposition. The applicable Department Head in conjunction with the CAO shall determine which properties to sell through a real estate broker, which through sealed bids, and which through other methods.
• The applicable Department Head, in consultation with the CAO, shall set minimum bids or upset prices for disposal of property, if deemed appropriate.
• Properties sold through sealed bids, or through a real estate broker, shall be sold to the person making the highest offer so long as, in the judgment of the CAO, the amount received by the Township is reasonable in relationship to the market value of the property. All sales are contingent upon approval of Council.
• Upon successful obtainment of a collectively agreed to offer to purchase, and the required purchase payment, a By-law authorizing the sale of land, will be prepared and presented for passage at a regular meeting of Council.
• All costs incurred as a result of the transaction will be the responsibility of the purchaser.
• Notwithstanding section 14 above, the costs associated may be incorporated into the agreement and the offer to purchase, if accepted as such.
• The transfer of the property will be done by way of Transfer/Deed of Land, prepared by a solicitor and registered at the Land Registry Office. A copy of the registered document shall be filed at the Municipal Office.

Municipal Alcohol Policy

Approved By: Council

Department: Administration

Approval Date: December 15, 2010

Effective Date: December 15, 2010

Goal of the Municipal Alcohol Policy

The Township of South Stormont wants all users of the facilities to enjoy them. This policy was developed:

• To allow the orderly use of alcohol during events and functions.
• To allow residents and visitors to enjoy our facilities while protecting municipal facilities and ensuring the health and safety of all participants and staff.

Administration of Policy

The Events, Marketing and Programs Coordinator will be responsible and accountable for the administration of this Policy for all Township facilities.

Special Occasion Permits – Facilities and Parks

For the purpose of this policy, the John Cleary Room and the Long Sault Arena, Long Sault Arena ice surface, South Stormont Community Hall, Long Sault Fire Hall, St. Andrews Fire Hall, Newington Fire Hall, Ingleside Fire Hall and the Lancer Centre, shall be the only facilities located within the Township eligible for Special Occasion Permit events. Individuals and/or organizations wishing Special Occasion Permits for any other Municipal facilities shall make special requests to Council.

This policy must be adhered to for events held at the facilities identified above for the serving of alcohol.

Events not eligible for Special Occasion Permits

All youth events where patrons and/or participants will be under the age of nineteen years of age.

Server Training

All alcohol servers must have received and successfully completed the Addiction Research Foundation or Smart Serve training.

Safe Transportation

It shall be the responsibility of the event holder to ensure that alternate transportation options are available to drivers of vehicles who appear to be impaired.

Transportation options that may be available to event holders are:

• Call a friend, relative or taxi to assist the intoxicated driver.
• If necessary, call police.
• Warn impaired driver of possible circumstances that may occur if he/she drives.

Non Alcoholic Drinks and Food

Non alcoholic drinks must be available for the patrons of the event at a lower cost than drinks containing alcohol. Food must be available for the patrons of the event.

Insurance

Proof of liability insurance coverage from Special Occasion Permit event holder, of at least $2,000,000 naming the Township of South Stormont as an additional insured party must be submitted to the Township of South Stormont, one week prior to the function.

Controls

A Special Occasion Permit event holder must:

• Provide controls to prevent under age, intoxicated and/or rowdy people from entering the premises.
• Refuse services of alcoholic beverages to intoxicated individuals and remove them from the event.

The Special Occasion Permit event holder shall provide to the Events, Marketing and Programs Coordinator, at least one week prior to the event:

A list of workers as well as a list of bar servers and their Smart Serve Registration Numbers

• Proof of Special Occasion Permit from LCBO
• Ensure that the entrance is monitored by a person nineteen years of age or over and is a person of responsibility of the permit holder group
• Ensure that the only acceptable form of identification shall be a Driver’s Licence with photo or another piece of photo identification and must be presented upon request
• Be responsible for the decision making should a problem occur and must be present for the entire event

The event sponsor shall:

• Refrain from consuming alcohol while the event is in progress.
• Ensure that the event workers must be a member of the event holding group and refrain from consuming alcohol while the event is in progress.
• In conjunction with the staff, ensure that the physical setting is safe for all participants of the event.
• Create an environment to prevent patrons from engaging in activities that can harm themselves or others.
• Be available to assist the person monitoring the event.
• Be responsible for the cost of security, if required.
• The Events, Marketing and Programs Coordinator or designate, reserves the right to require security for an event or for the duration of a function.
• Encourage patrons to consume low alcohol beverages and non-alcoholic beverages.
• Ensure that bar operations close at 1:00 a.m.
• Ensure that all alcohol is removed from the facility by 1:45 a.m. save and except if the event is for two or three days in succession.
• Ensure that all entertainment is completed by 1:30 a.m. and facilities are vacated by 2:00 a.m.
• We may also recommend a wrist band policy be used to identify the age of majority patrons.

Non Compliance of Controls

Individuals and/or groups who fail to comply with the policy shall be held responsible for the consequences as decided by the Events, Marketing and Programs Coordinator, Public Works Manager, Chief Administrative Officer, Council or designates, as applicable for their facilities under their responsibility.

Accountability

The Events, Marketing and Programs Coordinator, Public Works Manager, Chief Administrative Officer, Council or designate of the

Township of South Stormont has the authority to demand corrections to and/or to shut down an event on behalf of the Municipality for those facilities under their responsibility, should the need arise, and no refund of the rental fee will be granted.

Consequences of Willful Non-Compliance

Groups who fail to comply with the Municipal Alcohol Policy are subject to the following consequences:

The organization will not be allowed to rent a Township facility for a minimum, of 18 months, at the discretion of the Events, Marketing and Programs Coordinator, Public Works Manager, Chief Administrative Officer, Council or designate.

Signs

• The following signs must be provided by the event sponsor and be prominently displayed in special occasion designated facilities:
• The Township of South Stormont strives to provide facilities for the enjoyment of all members of the community. Event servers are required by law not to serve an intoxicated person or to serve anyone to the point of intoxication. Event sponsors are pleased to provide low and non-alcoholic beverages, as well as food items.
• All Special Occasion Permit event sponsors must display their acquired Liquor Licence.
• All Special Occasion Permit event sponsors must display their acquired third part insurance policy.
• Signs under Section A above may be paper and/or poster style.

Service of Non-Alcoholic Beverages and Food Items

In order to be eligible to rent a municipally owned facility, the sponsor must demonstrate to the satisfaction of the facility representative that non-alcoholic beverages and food items are displayed and available for purchase by consumers throughout the entire event.

Public Engagement Guidelines

Approved By: Council

Approved Date: October 17, 2018

Effective Date: October 17, 2018

Guidelines Statement

The Township of South Stormont recognizes that public engagement is a vital part of local democracy. To this end, the Township is committed to:

• Providing honest, meaningful and accessible engagement opportunities for residents and stakeholders;
• Promoting understanding of local issues, informed decision making and best possible solutions to local issues;
• Integrating public engagement in decision-making at all levels of the organization;
• Providing sufficient timeframes and adequate resources to plan, coordinate and conduct public engagement processes.

Purpose

The Township of South Stormont is committed to providing an inclusive community engagement process to better inform stakeholders about decisions that reflect their interests and concerns through a collaborative approach that focuses on two-way communications. These guidelines will act as a reference for staff to inform, consult, and collaborate with stakeholders. The Township will endeavour to proactively notify South Stormont stakeholders on community engagement opportunities.

The International Association for Public Participation, the IAP2, developed the “IAP2 Core Values for Public Participation”

• Public participation is based on the belief that those who are affected by a decision have a right to be involved in the decision-making process.
• Public participation includes the promise that the public's contribution will influence the decision.
• Public participation promotes sustainable decisions by recognizing and communicating the needs and interests of all participants, including decision makers.
• Public participation seeks out and facilitates the involvement of those potentially affected by or interested in a decision.
• Public participation seeks input from participants in designing how they participate.
• Public participation provides participants with the information they need to participate in a meaningful way.
• Public participation communicates to participants how their input affected the decision.

There will be certain areas where collaboration will not occur - these areas include:

• Hiring staff
• Dismissal or Disciplinary action
• Operation Guidelines
• Mandates from Province

Definitions

Stakeholders means residents, businesses, municipal neighbours, elected officials, staff, upper tier levels of government, boards and committees, municipal authorities, agencies, associations, and anyone with an interest in the Township’s municipal affairs.

Community Engagement means various methods of engaging the public in discussion about civic matters that impact South Stormont stakeholders. The community engagement process is transparent, responsive, inclusive and empowering. It is based on realistic expectations, mutual respect and trust.

Public Participation Spectrum

Inform

Public Participation Goal: To provide the public with the balanced and objective information to assist them in understanding the problem, alternatives, opportunities, and/or solutions.

Consult

Public Participation Goal: To obtain public feedback on analysis, alternatives, and/or decisions

Collaborate

Public Participation Goal: To partner with the public in each aspect of the decision including the development of alternatives and the identification of the preferred solution.

Success Factors

• Simple and accessible design:
  • Ensure that the design of engagement materials is simple and easily accessible to everyone. Make sure to use large, sans serif font and a contrasting colour palette.
• Have a clear message:
  • Ensure that engagement materials have a clear, obvious message and are written in simple language that anyone could understand.
• Short and simple surveys:
  • Try to keep surveys one double sided page in length or shorter, and focus on the project itself rather than a huge “laundry list” of questions. Keep questions simple and specific.
• Tangible topic that directly affects residents:
  • Residents directly affected by the projects are more likely to become involved.
• Range of feedback available:
  • Allow residents to provide feedback through other modes of communication to supplement surveys, like providing telephone or face-to-face interviews.
• Openness and responsiveness:
  • Staff should be open to residents’ input, and the consultation should be genuine. Staff should not have preconceived ideas on the topics for which they are requesting input, and the results should not be predetermined.
• Do not assume that all people or areas experience the same issues:
  • Address each neighbourhood separately, and do not assume that issues will be the same in each place.
• Tailor engagement for different groups:
  • Tailor the method of engagement (open house, online survey, direct mail, etc.) for different groups for best results (seniors vs. youth, special interest groups vs. general public, etc.)

Communication Preferences

Different generational groups have different communication preferences. To most effectively use public engagement tools, engagement methods must be tailored to the generational group being targeted.

Seniors' Preferences

• Want more face to face experience with the government
• Through newspapers, Seniors Centre email blasts, Town website, and in person
• Prefer print information
• Ensure that communication materials are accessible. Use larger, 13-14 point font, ensure it is an easy-to-read sans serif font, and avoid low-contrast colour schemes.
• Avoid using dense blocks of print. Too much print can be overwhelming.
• Use bullet points for lists
• Ensure that the design of communications materials, particularly public notices and other signs, are simple and easy to read and understand.

In Between

Majority wanted more services provided online while the next popular choice was to have face to face experience with the government.

Youth Preferences

• Prefer to see information through channels they frequently use, i.e. Snapchat, Facebook, Instagram
• Youth use almost solely digital communication channels. They may notice a poster or flyer, but they are much less likely to engage with it than with digital media.
• Peer endorsement is key. Youth are more likely to participate in an event or program if a peer had recommended it.

Appendix A

Questions:

• What level of impact will the public input have on the outcome of the recommendation and/or decision? 
  • Low / Moderate / High
    
    
• Potential to impact Township services (programs, policies, buildings, locations etc.)?
  • Low / Moderate / High
    
    
• What is the legally required level of public engagement?
  • Low / Moderate / High
    
• What level of impact or risk will the initiative/project have for a neighbourhood or the broader community?
  • Low / Moderate / High
    
    
• What is the level of controversy expected?
  • Low / Moderate / High
    
    
• How critical is public buy-in for this initiative/project?
  • Low / Moderate / High
    
    
• What are the resources required (human, financial, and time) for the public engagement process?
  • Low / Moderate / High

Impact: Project Type

• Low: Standard/routine
• Moderate: Unique/pilot project
• High: Multiple phases/new project or initiative

Impact: Project Time Frame

• Low: Three months to a year
• Moderate: One to three years
• High: Three or more years

Impact: Community Impact

• Low: Fewer than two organizations or groups of participants
• Moderate: Three to 10 organizations or groups of participants
• High: Multiple divisions across multiple departments

Low to moderate: The level of engagement should primarily be Inform and Consult

Moderate to high: The level of engagement should primarily be Consult and Collaborate

Appendix B

Application Guidelines

Inform:

• Studies
• Minor Purchases
• Events
• Programs
• Policies
• Non-Discretionary Planning Decisions
• Operational Reports and Data
• By-laws

Consult:

• Studies and Plans
• Discretionary Planning Decisions
• Major Purchases
• By-Law Amendments
• Policies

Collaborate:

• Strategic Planning
• Official Plan
• Studies and Plans
• Budgets
• Major Purchases
• By-Laws
• Audit committee

Engagement Methods

Inform:

• Media Releases
• Newsletter
• Website
• School Notices
• Sign Board
• Email Distribution
• Council Meetings
• Social Media

Consult:

• Public Meetings
• Open Houses
• Surveys
• Focus Groups
• Tabling at events

Collaborate

• Citizen Panels
• Discussion Forums

When to decide on the level of public engagement required:

The level of public engagement required for a project relates to the scope and impact of the project. The larger a project is, and the greater its impact, the earlier public engagement should take place. However, ensure that before collaborative or consultative methods of public engagement are implemented, both the public and project organizers have enough information regarding the project to produce meaningful results and feedback.

Larger projects requiring consultation or collaboration should be planned weeks or months in advance, while smaller projects that require the public only be informed can be planned days in advance or even after the project has been completed.

Appendix C

Signs / Notices

What?
These are large outdoor signs, wall posters outside or on bulletin boards, flyers, newspaper ads or any other kind of informative sign. These contain only the most important information and should have a simple, accessible design. It should not contain too many details.

Why?
Physical signs are focused on providing information accurate information about the initiative to the public. This should be simply notifying the public that something is happening rather than explaining the entire initiative. Provide the who, what, when and where of the project and a short 1-2 sentence description. Another source where more detailed information can be found should be included.

When?
These should be placed out in advance at the beginning of a project, to inform people that something is happening, and after a project has been completed, to provide information on what the project was, why it took place, who contributed, etc.

Who?
For public placed throughout community to inform what and when something is going to take place.

Digital Media

What?
Includes monthly e-newsletter, social media posts (text, pictures and videos), and website news and events calendar posts. Like a physical sign, these should contain only the most important information and should have a simple, accessible design. They should not contain too many details.

Why?
Can be used to target certain demographics that use these platforms to get their news, particularly young people. Digital media should be focused on providing essential information about the initiative to the public. This should be simply notifying the public that something is happening rather than explaining the entire initiative. Provide the “who,” “what”, “when,” and “where” of the project and a short 1-2 sentence description. Another source where more detailed information can be found should be included.

When?
Posts should be made in advance to inform community as well as throughout project to keep residents up to date.

Who?
For the general public, especially for younger demographics.

Direct Mail

What?
Includes direct mail, email blasts, and door hangers

Why?
Can be used to target certain demographics, particularly seniors. This is the most effective way to inform regardless of demographic. To use if it is essential that the public gets this information, as direct mailing/door hangers will reach everyone.

When?
Posts should be made in advance to inform community of issues with a broader scope and impact

Who?
For the general public, especially for older demographics.

Open House / Public Outreach

What?
Open houses, booths at events, tables in high traffic areas, etc. These are events where information is put on public display and the general public has the opportunity to meet members of the staff team working on the initiative as well as any official public representatives.

Why?
Open houses are focused on providing information. While there is opportunity for some dialogue, their primary purpose is to ensure accurate information about the initiative is available to the public.

When?
Since the focus is on information sharing, they should be used early in the process, perhaps in conjunction with public meetings, or during later stages when important information reflecting decisions can be provided. To plan appropriately can require up to two months.

Who?
These sessions are open to all members of the public and are hosted by the staff team and any public representatives. They should be held in community centres or other locations that are easily accessible to ensure that all community groups and residents are provided with equal opportunities to learn about the project.

Public Meetings / Community Meetings

What?
Public meetings are normally sessions at which there are both registered and unregistered presentations. This format can result in conflict if the assessment of public opinion on any given topic/issue is not accurate, and that public meetings are not appropriate if an initiative has a significant amount of tension among interests.

Why?
They present opportunities for the public to hear and make comment on initiatives. Public groups, municipal representatives and the general public are encouraged to attend, listen, raise questions and make presentations to the chair, panel or facilitator.

When?
They present opportunities for the public to hear and make comment on initiatives. Public groups, municipal representatives and the general public are encouraged to attend, listen, raise questions and make presentations to the chair, panel or facilitator.

Who?
Public meetings should be open to the general public. They should be advertised appropriately so that a broad number of people will be aware of the opportunity. Formal presentations should occupy no more than 30 minutes, followed by comments or registered presenters from the public, with a maximum of 10 minutes per presentation. The balance of the meeting should be spent hearing the comments and questions from the public. However, the exact format will also be dependent on the project type and any legislative requirements.

Forums, Seminars, and Conferences

What?
These are formal or semi-formal events.

Why?
They are held to share and learn about technical information and ideas presented by a range of experts.

When?
The scale and formality depend on the nature of the project. They are an effective way of ensuring that all participants obtain a common understanding of a technical issue.

Who?
Delegated and invited representatives of all interest group and other invited members of the public; representatives (including working level and decision level) of participating members; experts from government, academia and the private sector.

Public Interest Group Workshops

What?
These are informal meetings between representatives of the municipal team and the interest group. Each group warrants a separate meeting. The intent of these sessions is to listen, document, draw information and discuss, but not to defend an initiative or potential solution.

Why?
The purpose of these meetings is to initiative direct dialogue with each major interest group. This is the first opportunity to discuss the general nature of the project and to exchange preliminary information. Substantive discussion of issues or their resolution should not occur at these meetings.

When?
These discussions should occur early in the process, but may also be necessary or appropriate if special interest groups come forward with specific concerns.

Who?
This should include representatives of the planning team as well as representatives of the public interest groups. Meetings may be preceded by a telephone discussion. These types of consultations are best held at locations chosen by each public group.

Public Advisory Group

What?
This is a formal group or committee established to provide direct comment to the municipality. It may be integrated into the process so that separate meetings of the public and municipal participants are not necessary.

Why?
A public advisory group is created so that there is consistent public involvement on the project or initiative.

When?
A group should be formed before the terms of reference for the project are developed.

Who?
Members are representatives of all values or interests in the project or initiative. They should have endorsement from the people and interests they represent.

Working Group

What?
Working groups bring together selected people with a range of perspectives on a topic.

Why?
They are established to discuss and assess general issues of importance, determine priorities and establish preferences for general procedures and terms of reference. Also, working groups are set up to address technical issues such as information gathering and analysis

When?
A working group should be established early in the process as part of the design stage. In the later stages, a working group consisting of public interest and municipal representatives concerned with a particular aspect of a project may also be formed.

Who?
A working group should be small and informal, ideally with not more than ten people. It should bring together a cross-section of perspectives. Representatives from official interest group positions are not desired at such sessions. The facilitator or chair must be perceived as neutral.

Planning Workshops

What?
These are joint working sessions attended by representatives of all participant groups.

Why?
A workshop ensures that the parameters of the project are agreed upon by the public as well as the staff.

When?
They should be established early in the process and have a role to play throughout.

Who?
Delegated representatives of all interested groups and participating agencies. During informal, preliminary meetings, ask each group to identify a rep or alternatives to attend such subsequent meetings and workshops. Consult to determine a central location and time – decided at general meetings. Location and facility must be accessible and convenient to the majority of participants. If groups are geographically dispersed, it is important to have representatives attend a central workshop

Routine Disclosure Policy

Approved By: Council

Department: Administration

Approved Date: December 14, 2016

Effective Date: December 14, 2016

Policy

Routine disclosure of information is a process that supports local government transparency, an established value of the Township of South Stormont, specifically noted in the Township’s Corporate Strategic Plan and other governing legislation including the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) and the Municipal Act, 2001.

Purpose

In order to improve public accessibility to records and information and support improved transparency, this policy will establish principals and procedures for releasing certain types of records and information without requiring the submission of a formal Freedom of Information (FOI) request. The policy will identify to the public and staff, the records and information that may be requested and disclosed routinely. It will also identify records and information that can be regularly and actively shared with the public. 

Definitions

For the purpose of this policy, the following definitions and interpretations shall apply:

“Active Dissemination” means the periodic release or publication of municipal records and information;

“Confidential Information” means any information that is of a personal nature to Township employees or clients or information that is not available to the public that, if disclosed, could result in loss or damage to the Township;

“Freedom of Information (FOI)” means a formal written request made under the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA);

 “Personal Information” as defined in the MFIPPA, means recorded information about an identifiable individual including:

• information relating to the race, national or ethnic origin, colour, religion, age, sex, sexual orientation or marital or family status of the individual,
• information relating to the education or the medical, psychiatric, psychological, criminal or employment history of the individual or information relating to financial transactions in which the individual has been involved,
• any identifying number, symbol or other particular assigned to the individual,
• the address, telephone number, fingerprints or blood type of the individual,
• the personal opinions or views of the individual except if they relate to another individual,
• correspondence sent to an institution by the individual that is implicitly or explicitly of a private or confidential nature, and replies to that correspondence that would reveal the contents of the original correspondence,
• the views or opinions of another individual about the individual, and
• the individual’s name if it appears with other personal information relating to the individual or where the disclosure of the name would reveal other personal information about the individual;

“Responsible Department” means the department that holds custody of the original records for the length of time required under the adopted retention schedule;

“Routine Disclosure” means the routine or automatic release of certain records and information in response to informal requests; 

“Third Party Information” means personal information of a person other than the requestor or information that reveals a trade secret or scientific, technical, commercial, financial or labour relations information supplied in confidence by someone other than the requester or the Township of South Stormont.

Procedure

This policy does not apply to records of information subject to the exemptions in Sections 6 (1), 7 (1) and 8 (1) and (2) of MFIPPA, being:  

“Draft by-laws, etc.

6. (1) A head may refuse to disclose a record,

(a) that contains a draft of a by-law or a draft of a private bill; or

(b) that reveals the substance of deliberations of a meeting of a council, board, commission or other body or a committee of one of them if a statute authorizes holding that meeting in the absence of the public.

Advice or recommendations

7. (1) A head may refuse to disclose a record if the disclosure would reveal advice or recommendations of an officer or employee of an institution or a consultant retained by an institution.

Law enforcement

8. (1) A head may refuse to disclose a record if the disclosure could reasonably be expected to,

(a) interfere with a law enforcement matter;

(b) interfere with an investigation undertaken with a view to a law enforcement proceeding or from which a law enforcement proceeding is likely to result;

(c)   reveal investigative techniques and procedures currently in use or likely to be used in law enforcement;

(d) disclose the identity of a confidential source of information in respect of a law enforcement matter, or disclose information furnished only by the confidential source;

(e) endanger the life or physical safety of a law enforcement officer or any other person;

(f)   deprive a person of the right to a fair trial or impartial adjudication;

(g) interfere with the gathering of or reveal law enforcement intelligence information respecting organizations or persons;

(h) reveal a record which has been confiscated from a person by a peace officer in accordance with an Act or regulation;

(i)   endanger the security of a building or the security of a vehicle carrying items, or of a system or procedure established for the protection of items, for which protection is reasonably required;

(j)   facilitate the escape from custody of a person who is under lawful detention;

(k) jeopardize the security of a centre for lawful detention; or

(l)   facilitate the commission of an unlawful act or hamper the control of crime.  R.S.O. 1990, c. M.56, s. 8 (1); 2002, c. 18, Sched. K, s. 14 (1).

Idem

(2) A head may refuse to disclose a record,

(a) that is a report prepared in the course of law enforcement, inspections or investigations by an agency which has the function of enforcing and regulating compliance with a law;

(b) that is a law enforcement record if the disclosure would constitute an offence under an Act of Parliament;

(c)   that is a law enforcement record if the disclosure could reasonably be expected to expose the author of the record or any person who has been quoted or paraphrased in the record to civil liability; or

(d) that contains information about the history, supervision or release of a person under the control or supervision of a correctional authority.  R.S.O. 1990, c. M.56, s. 8 (2); 2002, c. 18, Sched. K, s. 14 (2).”

Records or information identified in Appendix A is considered Routine Disclosure and will be provided or made available to the public or to any requester according to the noted conditions herein for releasing records. Records can be provided on request or Actively Disseminated as appropriate.

No records containing Personal Information will be disclosed to anyone other than the individual to whom the information pertains. 

Records protected by the Copyright Act will not be provided. 

Requests for Routine Disclosure

Requests may be verbal or in writing. The Township reserves the right to require that a request be submitted in writing where the request is unclear or where the information being requested is of a personal, detailed or sizeable nature. 

Requests for records made under this policy should be directed to the Responsible Department. Notwithstanding, the Township reserves the right to require at any time, that requestors make their requests through a single point of contact, that being the Corporate Services Department.  

As requested, records containing Personal Information will be disclosed to a law enforcement agency in Canada to aid in an investigation undertaken with a view to a law enforcement proceeding or from which a law enforcement proceeding is likely to result. All such requests must be made in writing on the Disclosure of Personal Information to a Law Enforcement Officer form, attached hereto as Appendix B. Records containing Confidential or Third Party information will not be disclosed to a law enforcement agency without a subpoena.

Requests determined to be frivolous or vexatious may be refused by the Director of Corporate Services/Clerk or Chief Administrative Officer. The decision of the Chief Administrative Officer shall be deemed final. 

Fees shall be charged for the reproduction of records and associated staff time as provided in the Township’s Fees and Charges By-law. 

Active Dissemination

Records and information that are to be published will be made available in the appropriate formats as determined by the department head. 

As requested, records and information will be published or made available in accessible formats. 

Responsibilities of Employees

Routine access requests are to be handled by the Responsible Department. 

Each department will utilize the attached Appendix A to identify records for Routine Disclosure or Active Dissemination.

Responses to requests for records made under this policy will be acknowledged in accordance with the Township’s Customer Feedback Policy, that being 3 days.

Appendix A

Schedule of Records/Information for Routine Disclosure and/or Active Dissemination

Standard for Accessible Customer Service Policy

Approved By: Council

Department: All Departments

Approval Date: October 23, 2019

Effective Date: October 23, 2019

Policy Statement

The Township of South Stormont is committed to providing accessible and inclusive services and facilities to all people, including people with disabilities.

In providing good accessible customer service the Township of South Stormont shall use reasonable efforts to ensure that policies, practices and procedures are consistent with the following principles:

• Goods and services will be provided in a manner that respects the dignity and independence of persons with disabilities.
• The provision of goods or services to persons with disabilities, and others, will be integrated unless an alternate measure is necessary, whether temporarily or on a permanent basis, to enable a person with a disability to obtain, use or benefit from the goods or services.
• Persons with disabilities will be given an opportunity equal to that given to others to obtain, use and benefit from the goods or services.
• Persons with disabilities may use assistive devices and/or support persons in the access of goods and services.
• That the Township of South Stormont employees, when communicating with a person with a disability, shall do so in a manner that takes into account the person’s disability.

Application

This policy applies to every person who deals with members of the public or other third parties on behalf of the Township of South Stormont, whether the person does so as an employee, agent, volunteer or otherwise.

Legislative Authority

The Accessibility for Ontarians with Disabilities Act, 2005 (AODA) requires that obligated organizations establish and implement policies and procedures governing how the organization will achieve accessibility through meeting its requirements under the Act and its regulations.

Definitions

“Assistive devices” shall mean an auxiliary aid such as communication aids, cognition aids, personal mobility aids and medical aids (i.e. canes, crutches, wheelchairs, or hearing aids)

“Disabilities” shall mean the same as definition of disability found in the Ontario Human Rights Code.

“Employees” shall mean every person who deals with members of the public or other third parties on behalf of the Township of South Stormont, whether the person does so as an employee, agent, volunteer or otherwise.

“Persons with Disabilities” shall mean those individuals that are afflicted with a disability as defined under the Ontario Human Rights Code.

“Service Animals” shall mean any animal that is of service to a person with a disability

“Support Person” shall mean any person whether a paid professional, volunteer, family member, friend who accompanies a person with a disability in order to help with communications, personal care or medical needs or with access to goods or services.

Principles

Accessible Customer Service follows four basic principles:

• Dignity – service is provided in a way that allows the person with a disability to maintain self-respect and the respect of other people.
• Independence – when a person with a disability is allowed to do things on their own without unnecessary help or interference from others.
• Integration – service is provided in a way that allows the person with a disability to benefit from the same services, in the same place, and in the same or similar way as other customers, unless an alternative measure is necessary to enable a person with a disability to access goods or services.
• Equal Opportunity – service is provided to a person with a disability in such a way that they have an opportunity to access your goods or services equal to that given to others.

These basic principles will be taken into account when serving individuals with disabilities.

Staff will do the following:

• Question what can I do to help people with disabilities access our services?
• Ask the individual “how can I help?”
• When communicating with a person with a disability, do so in a manner that takes into account the person’s disability.
• Offer a variety of methods of communication.
• Understand the nature and scope of the service you offer.

Existing Policies, Practices and Procedures

Existing policies, practices and procedures will be reviewed and revised on an ongoing basis as gaps in polices are identified and impact the ability to provide goods or services to customers with disabilities. Feedback from customers will be used to identify policy gaps.

Assistive Devices

Every employee shall use reasonable efforts to allow persons with disabilities to use their own assistive devices to access goods and/or services.

Service Animals

Service animals, such as guide dogs, offer independence and security to many people with various disabilities. If it is questionable whether an animal is a service animal, a person may be asked to provide a letter from a physician or nurse confirming that the person requires the animal for reasons related to a disability.

• Every employee shall allow persons with disabilities to be accompanied by their guide dog or service animal unless the animal is excluded by law. Where an animal is excluded by law from the premises, the reason why the animal is excluded shall be explained and other reasonable arrangements to provide goods and services shall be explored with the assistance of the person with the disability.
• The service animal shall be under the care and control of the person with the disability. If a service animal is unruly or disruptive, an employee may ask the person with the disability to remove the animal from the area, and other reasonable arrangements to provide goods or services shall be explored with assistance from the person with a disability.

Support Persons

• Support person(s) assist people with disabilities in a variety of ways, by assisting with communication such as an intervener sign language interpreter, or as a Personal Support Worker providing physical assistance. A support person may also be a friend or relative that will assist and support the customer.
• If a person with a disability is accompanied by a support person, the Township of South Stormont shall ensure that both persons are permitted to enter the premises together and that the person with a disability is not prevented from having access to the support person while on the premises.
• In the event that admission fees are charged, there will be no charge to the support person.
• The Township of South Stormont may require a person with a disability to be accompanied by a support person when on the premises, but only if a support person is necessary to protect the health or safety of the person with a disability or the health or safety of others on the premises.

Service Disruption - Notice

• It is possible that from time to time there will be disruptions in service, such as an entrance way that is under repair, renovations that limit access to an area, service to an elevator, or technology that is temporarily unavailable. If disruption in service is planned, and expected, it is important to provide reasonable notice.
• Notice of the disruption must include information about the reason for the disruption, its anticipated duration and a description of alternative facilities.
• Notice will be provided on the website, signs posted at appropriate sites, and if suitable advertised in local newspaper or radio a week in advance of the disruption.

Unexpected Disruption in Service - Notice

• In the event of an unexpected disruption in service, notice may be provided in an appropriate manner and as quickly as possible.
• Notice will be provided on the website, signs posted at appropriate sites, and if suitable advertised on local radio station.
• In the event of a service disruption, alternative methods of service may be considered and those impacted by service interruption shall be informed of any alternative methods.
• In the event of an unexpected disruption in service, notice may be provided in an appropriate manner and as quickly as possible.
• Notice will be provided on the website, signs posted at appropriate sites, and if suitable advertised on local radio station.
• In the event of a service disruption, alternative methods of service may be considered and those impacted by service interruption shall be informed of any alternative methods.

Format of Documents

If a copy of a document is requested in a different format than available to accommodate a person with a disability, the Township of South Stormont will make every attempt to provide the information requested in a format that is useful to the individual. The Township will make every effort to ensure the information is provided in a timely manner and at a cost that is no more than the regular costs charged to other persons.

Documentation

• Notice that the Township has a Standard for Accessible Customer Service Policy will be posted at a conspicuous place on premises operated by the Township of South Stormont and posted on the Township website.
• A copy of the documents will be given upon request and consideration will be given to format to accommodate a person’s disability.

Training

Training on Accessible Customer Service Standards will be as follows:

• Training will be given to every person who participates in developing the policy, practices and procedures under Ontario Regulation 191/11 – Customer Service Standards.
• Training will be given to every person who deals with the public on behalf of Township of South Stormont, including third parties i.e. employees, agents, volunteers, management.
• Training will include:
  • A review of the purposes of the Accessibility for Ontarians with Disabilities Act, 2005 and the requirements of the customer service standard.
  • A review of the Township of South Stormont’s Standard for Accessible Customer Service Policy.
  • A review of the Ontario Human Rights Code where it relates to people with disabilities.
  • A review of the accessibility standards that are relevant to their work responsibilities.
  • How to interact and communicate with persons with various types of disability.
  • How to interact with persons with disabilities who use an assistive device or require the assistance of a guide dog or other service animal or the assistance of a support person.
  • How to use equipment or assistive devices available on our premises, or otherwise provided, that may help with the provision of goods, services or facilities to a person with a disability.
  • What to do if a person with a particular type of disability is having difficulty accessing our goods, services or facilities.
• Current employees, Council, agents, volunteers, management, etc. shall receive training no more than 3 years from their previous training session.
• New employees, agents, Council, volunteers, management, etc., shall receive training as soon as “practicable”, after being assigned.
• Ongoing training on changes to policies, procedures, and new equipment shall be provided.
• The method and amount of training shall be geared to the trainee’s role in terms of accessibility.
• Training records shall be kept, including the dates when the training is provided, names of individuals to whom the training was provided.

Feedback

Feedback from customers gives the Township of South Stormont the opportunity to learn and improve. The Municipality encourages individuals to make suggestions on ways to improve our services, and recognizes the right of customers to make a complaint.

• To ensure that the delivery of goods and services to those individuals with disabilities is provided in an effective and timely manner, the customer is invited to provide their feedback as follows:
  • In writing, in person, e-mail, telephone, or disk, (or any other agreed upon method) addressed to:

Township of South Stormont
P.O. Box 84, Long Sault, ON K0C 1P0
Attention: Director of Corporate Services/Clerk

Email: info@southstormont.ca
Phone: 613-534-8889, Extension 201
Fax: 613-534-2280

• The Director of Corporate Services/Clerk will respond either in writing, in person, e-mail, telephone, or disk (or any other agreed upon method) acknowledging receipt of feedback and will set out the action to be taken in response to any complaints or suggestions.
• Feedback will be encouraged by Township staff and the process for feedback will be explained to customers and posted on the Township website.
• Feedback will be used to assist with the revision of policies and procedures to provide accessible customer service

Vehicle and Equipment Anti-Idling Policy

Approved By: Council

Department: Administration

Approval Date: October 8, 2008

Effective Date: October 8, 2008

Policy

The Township of South Stormont staff authorized to drive or operate fleet vehicle and equipment shall reduce or eliminate the time vehicles and equipment spend idling, at every opportunity.

Except when unavoidable (such as in stop-and-go traffic), idling is a needless and wasteful practice. It does not benefit vehicles, equipment or the environment.

Purpose

In order to conserve fuel, reduce harmful emissions and prevent excessive wear on Township of South Stormont fleet vehicles and equipment, the following procedures are to be adhered to.

Procedure

• When vehicles (or equipment) are started at the beginning of shift a reasonable running time of two (2) minutes is acceptable to ensure fluid circulation – i.e. engine oil, coolant and transmission fluid.
• Vehicles with Air Brakes will require a minimum idling time sufficient to build up a reserve of air pressure to operate the air brake system.
• Winter and extreme cold conditions may require longer idling times before use to ensure window defrosting and defogging can be undertaken. Prior to start-up ensure that snow and ice are removed as this generates unnecessary idling.
• When vehicles are standing on site, at a given destination or in a situation where running is not required for safe operation, engines are to be shut down.
• When 4 way flashers, roof lights or two-way radios are required on a standing vehicle, the engine should be run intermittently (only) to maintain battery charge.

2025 Fees and Charges

Debt Management Policy

Approved By: Council

Department: Finance

Approval Date: November 24, 2021

Effective Date: November 24, 2021

Purpose

A comprehensive debt policy is the foundation of any well-managed debt program. The Debt Management Policy sets guidelines for borrowing debt and managing outstanding debt. It also provides the parameters to decision makers regarding the timing and purposes for debt type, debt process.

For the purposes of this policy, debt means debentures issued external to the Township.

The Debt Management Policy aims to ensure that a municipality maintains a sound debt position and that credit quality is protected.

Scope

This Debt Management Policy documents the existed rules, regulations and current practices relating to external debt. The debt related legal authority, restrictions, and responsibilities are summarized for the Township as below.

• Legal authorization and limitations.
• Debt capacity and benchmarking.
• Types of debt.
• Debt management practices.

Objectives

The Township must manage the long-term obligations such as Debt levels, debt costs within available resources and This policy is established for this process.

Debt Capacity and Benchmarking

• Ability to Pay
  The Capacity of the Township to borrow debt is directly related to its ability to manage debt payments, which include both annual interest and principal payments.
• Capital Budgeting and Debt Financing Relationship
  The Debt Management Policy has a direct link to the capital and operating budget processes. It is important to recognize that a borrowing decision made in the current year for the Capital budget affects future operating budgets by way of principal and interest charges for long-term period.
• Tax-supported, Self-funded and Self-supported Debt
  • Tax-supported debt is for capital projects that will be serviced from the tax supported
    operating budget.
  • Self-funded debt is for capital projects that the Township reserves and reserve funds may finance provided the payback period is 5 years or less and appropriate interest is paid on the funds used.
  • Self-supporting debt is for capital projects that will be serviced from utility operations revenue.
• Measurements
  • Annual comparison of the outstanding debt per capital.
  • Annual comparison of the percentage of debt interest of total revenues.
  • A percentage of net debt of operating revenues.

Types of Debt

The Township's current portfolio of debt is exclusively fixed rate debt and being borrowed from Infrastructure Ontario and other bank institutions.

Under certain market conditions, there may be some merit to consider variable rate or floating rate debt in order to take advantage of lower short-term interest rates.

Debt Management Process

• Determine the purpose of debt.
  Determination of the purpose of debt generally occurred in budget process and it also can be processed when the need of debt appears. Department director is responsible to initiate the purpose of debt.
• Financial Analysis of debt.
  The affordability, sustainability and financial flexibility analysis should be processed and the comparison between annual debt payment (debt principal payment and interest payment) and revenue should be processed accordingly. Director of Finance is responsible of financial analysis.
• Administrative review of debt.
  Ensure the purpose of the debt will be lined with community strategic plan and it will support long-term asset management plan. CAO is responsible of recommendation of administrative review.
• Council review and approval of debt.
  Council reviews the purpose, financial analysis and administrative recommendation of debt and approve or not approve the debt.
• Debt application and financial process.
  Finance department prepares the debt application and ensure related financial process is appropriate.
• Annual financial evaluation of debt.
  Yearly debt financial evaluation is part of the annual year-end closing process and the evaluation will be disclosed to related departments. Director of Finance is responsible of debt financial evaluation.

Review

This policy will be reviewed annually by CAO and Director of Finance. This policy should be reviewed during each term of Council to ensure its continued effectiveness.

Legal Authorizations and Limitations

Part 8 Debt and Investment, Municipal Act, 2001 Ontario

• Subject to this or any other Act, a municipality may incur a debt for municipal purposes, whether by borrowing money or in any other way, and may issue debentures and prescribed financial instruments and enter prescribed financial agreements for or in relation to the debt. 2001, c.25, s. 401(1).
• A lower-tier municipality in a regional municipality does not have the power to issue debentures. 2001, c.25, s. 401(1).

Annual Repayment Limit (ARL), Ontario

• Municipalities in Ontario are responsible for ensuring that they do not exceed their ARL as set by the Province. The Director of Finance must determine if there is capacity within the municipality's ARL to undertake the planned borrowing.

Contact

For more information on this policy, contact:
Director of Finance/Treasurer
Township of South Stormont
P.O. Box 84, 2 Mille Roches Road
Long Sault, ON KOC 1P0
613-534-8889, Ext. 220

Interim Expenditure Policy

Approved By: Council

Department: Finance

Approval Date: January 13, 2021

Effective Date: January 13, 2021

Policy Statement

The Interim Expenditure Policy outlines requirements and guidelines for Township expenditures in advance of budget approval.

Purpose

To outline the principles and requirements governing interim expenditure and funding decisions outside of the annual budget process.

Scope

This policy applies to all staff responsible for budget management and all township services.

Objectives

To financially support ongoing township operations and capital projects prior to budget approval from Council.

Policy

Sole authority

Except as otherwise provided in this policy, Council has the sole authority for approving funding to operating programs and capital projects.

All decisions involving amendment of approved budgets require the approval of Council, following public notice as prescribed by the Municipal Act, 2001.

Interim Operating Authority

• Prior to the adoption of the current budget, spending shall be limited as set out in this Policy.
• Departments shall not incur any exceptional or new expenditure of a type, kind or extent that materially alters the quality or quantity of service provided until such changes are approved by Council.
• Until the current operating budget for the township is approved by Council, a department head is authorized to make spending commitments to a cumulative total that does not exceed 50% of the prior year's budget approved by Council.
• Until the current capital budget for the township is approved by Council, a department head is authorized to make spending commitments for previous Council approved multi-year projects or Council approved prior year fully funded projects which are not yet completed.
• Until the current capital budget for the township is approved by Council, a department head will bring any new capital project forward for consideration and approval by Council.
• The Treasurer shall seek the necessary Council approvals to undertake interim borrowing as set out under the Municipal Act.

Monitoring and Compliance 

The CAO and Treasurer are responsible for oversight of this policy

The policy will be reviewed once during each Council term.

In cases of policy violation, the Township may investigate and determine appropriate corrective action. 

Authority and Related Polices

Legislated Requirements: Municipal Act, 2001

Keywords

• Interim expenditure
• Budget
• Spending limit
• Operating budget
• Capital budget

Contact

For more information on this policy, contact:

Director of Finance/Treasurer 
Township of South Stormont
P.O. Box 84, 2 Mille Roches Road
Long Sault, ON  K0C 1P0
613-534-8889, Ext. 220

Multi-Year Budget Policy

Approved by: Council

Department: Finance

Approved date: November 24, 2025

Effective date: November 24, 2025

Policy Statement

A multi-year budget integrates business planning, capital and operating requirements and demonstrates a commitment to prudent financial leadership and sustainability.

Purpose

The purpose of this policy is to establish consistent principles, standards and guidelines for the planning, development and approval of multi-year budgets. The policy also provides direction for the adjustment of multi-year budgets, if required, in order to recognize major changes in budgetary assumptions, legislation and Council priorities.

Scope/Application

Multi-year budgeting applies to all Township departments and boards that are responsible for the control, administration and management of the Township's tax rate supported operating and capital budgets.

Background

Municipal Act, 2001, Section 291(1) authorizes a municipality to prepare and adopt a budget covering a period of two to five years in the first year to which the budget applies or in the year immediately preceding the first year to which the budget applies. The process for preparing and adopting a multi-year budget and the requirements for a municipality’s budget are prescribed in the Municipal Act, 2001.

If a municipality chooses to adopt a multi-year budget, establishing an annual review process is mandatory as outlined in section 291(4) of the Municipal Act, 2001. The annual review process requires Council to readopt the budget for that year and subsequent years that the budget applies in order to ensure the municipality has sufficient funds to pay all debts, amounts required for sinking funds or retirement funds, and amounts required for boards, commissions or other bodies. Also, pursuant to section 290(6) of the Municipal Act, 2001 the passing of a multi-year budget does not limit the power of a municipality to amend or revoke a budget adopted under section 290 nor does it remove the obligation of a municipality to levy taxes in each year.

The multi-year budget is based on community strategic plan and other long-term strategic plans.  The benefits of multi-year budget approach can include:

• Alignment of longer-term goals and objectives with longer-term funding plans; 
• Greater certainty is provided to taxpayers/residents about the future direction of taxes and the timing of implementation of the Council approved Strategic Plan; 
• Improved accountability and transparency over spending plan changes; and
• Prioritization principles aligned with service delivery principles that include:
  • Risk profile,
  • Degree and speed of implementation,
  • Balancing competing needs across various strategic areas of focus, and
  • Impact to the community.

Definitions

In this policy the following definitions are used:

Budget Confirmation – Means the annual process of validating and confirming the Budget in subsequent (second and third) years of a multi-year budget.

Capital Budget – Means a budget that funds new infrastructure projects as well as expands and maintains existing infrastructure. 

Housekeeping – Means adjustments whereby budget funds can be reallocated within Divisions to realign the existing Operating and Capital Budget and have a net zero impact to the tax or user rates levied.

Municipal Act – Refers to legislation that governs municipalities in Ontario.

Multi-Year Budget – Means the annual operating and capital budgets adopted by Council together with operating budget projections and capital budget forecasts for a three-year period.

Multi-Year Budget Policy – Refers to this policy.

Operating Budget – Means a budget that funds the day-to-day operations of the municipality. Some of the expenses could include personnel, utilities, and reserve fund contributions.

Treasurer – The individual appointed by the municipality as treasurer.

Policy

In the first year of a multi-year budget circle, administration will be seeking approval of a multi-year budget for a three-year period. Commencing in the second year and in each subsequent year of the multi-year budget the Municipal Act 2001 requires Council to review and readopt the budget for that year. As part of review process, Council is required to make changes that are required for the purpose of making the budget compliant with the provisions of the Act which include ensuring that the municipality has sufficient funds to pay all debts, amounts required for sinking funds or retirement funds and amounts required for boards, commissions or other bodies. As such, Council will have the opportunity to make other amendments to the budget annually.

In the first year of a multi-year budget cycle, Council shall adopt operating and capital budgets for that year and adopt operating budget projections and capital budget projections for an additional 2 years.

Annual budget confirmation process for year 2 and 3 will occur each calendar year to allow for adjustments to that years proposed budget.

Following an election year, the new Council will have the opportunity to reconfirm and adopt the multi-year budget as presented or make adjustments to the budget. This annual budget confirmation gives a newly-elected Council the opportunity to educate itself, develop its strategic plan and priorities, and direct administration to implement various initiatives.

The Budget Confirmation process will allow for an annual validation of the approved multi-year budget so that Council has flexibility to adjust the budget to respond to change. Adjustments may include, but are not limited to;

• Legislative Changes – New or amended legislation or regulations with a financial impact to the municipality.
• New Council Direction – New Council direction that has transpired after the approval of the multi-year budget.
• Cost or Revenue Driver – A corporate or service area budget adjustment as a result of changes in economic or other conditions
• New Significant grant or funding – A new significant grant or funding that has been approved after the approval of the multi-year budget.
• Major Asset projects – Major Asset projects happened after the approval of the multi – year budget.

Proposed changes to future years’ operating budgets should only be brought forward and approved once per year. Adjustments are limited to once per year, during the annual update period, to ensure that all requests are considered together.

The multi-year budget will include a three-year average annual tax levy adjustment from rates that addresses municipal inflationary pressures and funding for new strategic initiatives that are aligned with Council’s Strategic Plan.

The Treasurer or designate is authorized to make adjustments considered “housekeeping” in nature including operating and capital budget transfers made by a service that do not change the net budget for each year.

The Treasurer or designate would be authorized to release budget funds prior to a new multi-year budget or annual budget update approval up to a prorated amount based on the previous fiscal year’s approved budget. Such authorization will continue for a reasonable period of time until budget approval of a new multi-year budget or annual budget update.

Review and Evaluation

This policy will be implemented and administered by the Treasurer and reviewed once every Council term.

Contact

For more information on this policy, contact:

Director of Finance/Treasurer

Township of South Stormont

P.O. Box 84, 2 Mille Roches Road

Long Sault, ON  K0C 1P0

613-534-8889, Ext. 220

Municipal Grant Policy

Approved By: Council

Department: Finance

Approval Date: August 16, 2023

Effective Date: August 16, 2023

Overview

Subject to annual budget approval, the Township of South Stormont provides municipal funds up to $20,000 per year for the purpose of starting, operating, supporting, or maintaining community-based programs, projects, or events. The Township also provides donations in-kind to registered charities, not for profit corporations and public and private organizations for the purpose of starting, operating, supporting, or maintaining community-based programs, projects, or events. 

Policy Statement

The Township of South Stormont wishes to ensure that municipal funds and donations in-kind granted to registered charities, not for profit corporations and public and private organizations for the purpose of starting, operating, supporting, or maintaining community-based programs, projects or events are distributed in an open, fair, and accountable process and are beneficial to the community. This policy and any related forms are meant to streamline the processing of grant requests.

Governing Principles

• The Township of South Stormont may or may not fund to the limit of the maximum grant amount at its discretion.
• Organizations with outstanding balances or owing the Township of South Stormont the final report will not be eligible for grants.
• Guaranteed funding, once approved, is only for the fiscal year in which the organization has applied. It is not to be regarded as a commitment by the Township to continue such assistance in future years.
• All funding shall be for future projects, retroactive funding will not be considered.
• Repeat grants will only be available to organizations who have complied with the reporting requirements of any previous grants.

Grant Options

Please note under normal circumstances any one organization can only submit one application for financial consideration and to a maximum of $2500 in funds per calendar year.

• Funds requested by an organization will be to help support a community event or for the betterment of the residents of the Township of South Stormont.
• An in-kind donation requested by an organization will be to help support a community event or for the betterment of the residents of the Township of South Stormont.
• Both funds and an in-kind donation requested by an organization will be to help support a community event or for the betterment of the residents of the Township of South Stormont.

Application Requirements

Fill out the application in full and return completed to the Township:

• For financial consideration, the application must be received by December 15th in the year preceding the funding disbursement.
• For in-kind considerations the application must be received 90 days prior to the event(s).
  • Applications received after the deadline, will be reviewed on a case-by-case basis, based on available funding and in-kind support.
• Applications are available on the Township’s website as well as at the Township office, applicants will provide; 
  • a brief history of the organization
  • a list of Board/Committee members of the organization
  • Municipal Grant Financial Analysis Form or most recent Financial Statements for your organization.
• If asking for in-kind donations, the Support Summary, must be included.
• Applicants can have no more than 30% of the funded event expenditures for administration costs.
• The Corporation of the Township of South Stormont must be named as an additional insured party when insurance is required. A copy of the insurance certificate for the event will be supplied to the Township in advance of the event.
• The Township of South Stormont must be added as a supporter in all advertising, the logo will be provided by the Township.
• Prior to disbursement, all grantees must sign a Letter of Agreement.
• The organization, within the funding calendar year, must spend the grant funding on the sole purpose for which it was approved.
• Final Activity Report must be submitted within 60 days of your event(s), all unused funds must be returned to the Township. Failure to submit this summary, may result in no additional funds being received.
• If you require assistance applying, please contact the Finance Specialist prior to the deadline at 613-534-8889 ext. 227 or accountsreceivable@southstormont.ca

Evaluation

To ensure transparency and a fair and equitable process, the Township of South Stormont has the following guidelines in place to evaluate Municipal Grant Applications. All final decisions regarding funding are at the discretion of the Director of Finance or designate, and Council:

• Was the application complete and submitted on-time?
• Does the organization/group or event contribute to the betterment of the residents of the Township of South Stormont?
• Does the organization/group or event receive other public funds (i.e.: School, library etc.)? If yes, how much.
• Is the organization/group financially stable?
• Does the organization/group require more than 30% of the funds to be allocated to administrative costs?
• Has the organization/group complied with procedures in the past?
• Does the organization/group owe monies to the Township?

Township of South Stormont Procedures

• The Director of Finance or designate, along with appropriate department directors, shall review all completed Municipal Grant Applications and incorporate requests into operational budget considerations.
• The Director of Finance or designate will bring forward recommendations to Council.
• Recommendations will be reviewed and approved by Council.
• Notification of acceptance will take place after the budget process.
• The Township of South Stormont will provide the Letter of Agreement as well as the Final Activity Report and The Township Official Logo, it is the responsibility of the organization to return the forms, along with any unused funds.
• Funds will be dispersed after the Letter of Agreement has been signed and received at the Township office.

Contact

For more information on this policy, contact:

Finance Specialist

Township of South Stormont

P.O. Box 84, 2 Mille Roches Road

Long Sault, ON  K0C 1P0

613-534-8889, Ext. 227

accountsreceivable@southstormont.ca

“Approval” If the approval of a Municipality is required by By-law for a capital expenditure or the issue of debentures by or on behalf of a local board, the local board must obtain the approval before providing for a reserve fund for those purposes in its budget. 

“Expenditure of Reserve Funds” A Municipality may by By-law, provide that the money raised for a reserve fund established may be spent, pledged or applied to a purpose other than that for which the fund was established. 

In summary, a Municipality may establish reserve funds and may pass By-laws to authorize expenditures from those funds. 

This policy applies to all departments and local boards of the Corporation of the Township of South Stormont.  This policy shall be applied fairly and consistently in a manner that maintains the purpose, intent, and meaning of the policy.

Policy

The Township categorizes Reserves and Reserve Funds into the following:

•  Stabilization, such as Operating Contingency, Tax Stabilization
• Long-term community strategies
• Program Specific, such as WSIB, Self-Insurance, Energy Management
• Vehicle and Equipment Replacement
• Building Rehabilitation/Replacement
• Infrastructure Rehabilitation/Replacement
• Legislative, such as Development Charges, Building Permits
• Contractual, such as Gas Tax

In the administration of Reserves and Reserve Funds, the following processes will be followed:

Creation of Reserves

Council, on the recommendation of the Director of Finance/Treasurer, will approve the establishment of new Reserves by resolution. In the resolution the following will be established:

• Purpose and use
• Funding source and target funding level (if applicable)

The Director of Finance/Treasurer will, in the report, recommending a new Reserve provide the projected annual revenue and spending for at least 5 years, and indicate whether the Reserve will be interest bearing or non-interest bearing.

Reserves are typically non-interest bearing.

Creation of Reserve Funds

Council, on recommendation of the Director of Finance/Treasurer, will, with the adoption of a by-law, approve the establishment of new Reserve Funds.  The following will be established:

• purpose and use
• interest bearing – generally for future liabilities, future development properties, emergency capital or legislated
• funding sources and target funding level (if applicable)
• projected annual revenue and spending for at least 5 years

Consolidation/Close

If the purpose of a Reserve or Reserve Fund has been accomplished or is no longer necessary, Council, on the recommendation of the Director of Finance/Treasurer, will approve the closure or consolidation, and transfer of any remaining funds.

Contributions, Commitments and Expenditures

Council, as a part of the budget approval process, approves the contributions and commitments from Reserves and Reserve Funds.  If not approved through the budget, expenditures require a resolution of Council. Contributions such as interest, legislated or agreement-based contributions such as development charges and wastewater/water, donations, or net recoveries of prior year events.

Expenditures are managed by staff within the Council-approved commitments.

• At times, change orders may be required due to uncontrollable factors; the authority to utilize Reserve or Reserve Funds beyond the council-approved commitment will be directed by the Township’s Procurement Policy. [Council will be advised by the CAO for amounts under $100,000. Amounts required over $100,000 will require a resolution of Council.]
• At times, implementation of program or project does not occur as originally planned due to unexpected conditions.  Solutions may vary without additional approval if they are aligned with the purpose for which the commitment was approved.  Otherwise repurposing of committed funds requires the approval of Council.
• Reserves or Reserve Funds cannot have a balance below zero, except where specified by legislation.  If this occurs the expenditure will be allocated through the applicable operating budget or contingency reserve with a report to Council identifying the implications.

Interest Allocation

Interest income will be allocated on the following priority basis and reflected in the budget documents:

• Interest on Reserve Fund balances will be calculated and added on a yearly basis based on the interest obtained from the general operating bank account or a contractual agreement.
• Interest will be added to the capital infrastructure Reserve.

Lending/Transferring for Other Purposes

Inter-reserve lending to cover a Reserve or Reserve Fund shortfall is permitted and encouraged to avoid external borrowing costs.  Lending may only occur when an analysis of the Reserve or Reserve Fund has determined that the amount will not adversely affect the intended purpose of the Reserve or Reserve Fund.  Council will approve the amount and term by resolution, and staff will apply a reasonable market rate of interest to the Reserve Fund that has provided the borrowed funds.

Applicable legislation must be followed with respect to inter-fund lending, such as the Development Charges Act.

Only after viable alternatives are exhausted staff may recommend re-purposing of commitments.  Council may, through the budget process or by by-law, authorize the re-purposing of a Reserve or Reserve Fund commitment to a purpose other than for which it was originally established, subject to applicable legislation.

Reporting

Finance staff will prepare the following reports, as a minimum, in relation to Reserves and Reserve Funds:

• Annual Audited Financial Statements and Financial Information Return (FIR) – for financial reporting purposes, Reserve Funds set aside by legislation, regulation, or agreement (obligatory), are reported as deferred revenue, a liability on the Consolidated Statement of Financial Position. Other Reserve Funds (discretionary) and Reserves are balances within the accumulated surplus. 
• Budget Process – includes review of current forecast of revenue and expenditures and adequacy to meet future needs.
• Other legislated reporting – as required, such as Development Charges statement.

Adequacy and Targets

Reserve and Reserve Fund levels will be monitored and reported on a regular basis, generally within the budget process.  When inadequate balances occur, staff will make recommendations to Council regarding strategies to work toward the target.

Adequacy will be assessed by reviewing actual balances versus specific targets and reviewing various ratios. The ratio of Debt to Reserves is a common ratio which is an indicator of financial prudence.  The ratio should be less than 1, which means that debt (excluding development charge funded debt) outstanding should not exceed reserve (excluding obligatory) balances.

The Township will work toward the following general targets:

• Tax-supported Stabilization 2-3% of gross expenditures
• Asset rehabilitation and replacement requirements will be aligned with the Asset Management Plan (AMP); however, a general target approximation based on replacement cost is:
  • Facilities/Buildings 0.5-1.5%
  • Roads/Bridges 1-2%
  • Water/Sewer 1-2%
  • Vehicles/Equipment 5%

As warranted, targets will be calculated for individual Reserve or Reserve Funds on a case-by-case basis, and the Director of Finance/Treasurer will make recommendations to Council.  Consideration will be given to the following:

• • purpose of the Reserve or Reserve Fund
  • predictability of revenues and volatility of expenditures
  • certainty of future liability
  • economic factors (inflation, interest rates, cyclical pressures)
  • industry/government/accounting standards and best practices

Operating Surplus/Deficit and Non-Recurring Revenues

Reserves and Reserve Funds shall receive priority consideration for the distribution of surplus funds and non-recurring revenues. If the transfer would result in a negative balance, an alternative will be recommended to Council, with the use of capital Reserves for operational funding being least desirable.

Outline policy details.

Roles and Responsibilities

Council’s authority and responsibility:

• Evaluate and approve the policy.
• Direct the transfer of funds to and from Reserves and Reserve Funds through the budget process.
• Direct the transfer of funds to and from Reserves and Reserve Funds through Council Resolution or By-Law outside of the budget process.
• Direct re-purposing of commitments and the lending or borrowing to and from Reserves and Reserve Funds through Council Resolution or By-Law.
• Direct the creation of new Reserves by Resolution and Reserve Funds by By-law.
• Direct the closure or amalgamation of existing Reserves and Reserve Funds that are no longer required.

Chief Administrative Officer’s authority and responsibility:

• Ensure Council’s authority and responsibility.
• Ensure finance staff’s authority and responsibility.
• Ensure that the principles and mandatory requirements contained in this policy are applied consistently across all departments.

Director of Finance/Treasurer’s authority and responsibility:

• Provide recommendations for the establishment, closure, or consolidation of Reserves and Reserve Funds.
• Provide analysis and recommendations on the adequacy levels of Reserves and Reserve Funds.
• Provide recommendations on the re-purposing of commitments and transfer of funds to and from Reserve and Reserve Funds.
• Provide recommendations on the borrowing/lending to and from Reserve and Reserve Funds.
• Manage Reserves and Reserve Funds in accordance with legislation, municipal financing strategies, and approved commitments.
• Prudently invest Reserve and Reserve Funds per the Investment Policy and allocate interest appropriately.
• Provide long range financial planning recommendations to link the capital and asset management plan with the reserve plan.

Departmental Staff’s authority and responsibility:

• Plan for long-term asset management replacement and rehabilitation with consideration for minimizing general levy and user rate increases in conjunction with the remainder of Township services.
• Provide cost and revenue estimates to guide long-term planning and adequacy review.
• Consult Finance staff regarding requests to Council to commit Reserve or Reserve Funds outside of the annual budget process.
• Consult with Finance staff to determine when Reserves or Reserve Funds should be created, consolidated, or closed.
• Manage expenditures within Council-approved commitments. If change orders are required, the authority to utilize Reserve or Reserve Funds beyond the council-approved commitment, will be directed by the Procurement Policy. 

Definitions

In this policy the following definitions are used:

• Reserve Fund – A reserve fund is the asset that is segregated from the general revenues of the municipality and is restricted to meet the purpose of the reserve fund. Obligatory and discretionary reserve funds may be established.
  • Discretionary Reserve Fund – A reserve fund established in cases where Council wishes to earmark funds to finance a future expenditure for which it has authority to spend money and physically set aside for such purpose. The funds may be used for several different purposes, such as known or unknown contingencies (e.g., building repairs).
  • Obligatory Reserve Fund – A reserve fund created by statute whereby special funds are received or obligated for specific purposes and must be segregated from the general revenues of the municipality (e.g. Gas Tax Rebate). These funds must be used solely for the purpose prescribed for them by statute.
• Reserve – An appropriation from net revenue at the discretion of Council, after the provision for all known expenditures. It has no reference to any specific asset and does not require the physical segregation of money or assets as in the case of a reserve fund. A reserve cannot have a revenue or expense of itself, like a reserve fund.
• Deferred Revenue – Revenue that is considered a liability on the municipality’s financial statements, until such time it becomes relevant to current operations.  It is set aside as an obligatory reserve fund for a specific purpose required by legislation, regulation, or agreement.
• Township – The Corporation of the Township of South Stormont.
• Contribution – funds added to a Reserve or Reserve Fund account, for example revenues transferred directly to specific reserves as included in the annual budget documents or an expense included in the operating budget.
• Commitment – approval by Council to spend funds up to a specified amount on projects or tasks, such as capital projects, one-time expenditures, or direct from reserve expenditures.
• Expenditure – disbursement of funds associated with a commitment.
• Non-recurring Revenue – revenue that is unlikely to occur again in the normal course of business. 

Review and Evaluation

This policy will be implemented and administered by the Director of Finance/Treasurer and reviewed once every Council term.

Contact

For more information on this policy, contact:

Director of Finance/Treasurer

Township of South Stormont

P.O. Box 84, 2 Mille Roches Road

Long Sault, ON  K0C 1P0

613-534-8889, Ext. 220

Strategic Asset Management Policy

Approved By: Council

Department: Finance

Approval Date: July 17, 2019

Effective Date: July 1, 2019

Background

The Township recognizes that in order to sustain and grow services for its residents and for the competitiveness of its businesses, agriculture and industry, it must manage the Township’s assets in a cost-effective manner.

O. Reg. 588/17 requires all municipalities prepare Council endorsed Strategic Asset Management Policies by July 1, 2019 and implement Asset Management Plans using a phased approach from 2021–2024.

To that end, the Township of South Stormont has developed the following policy regarding the protection and management of Township assets. 

Purpose

The purpose of this policy is to establish consistent standards and guidelines for management of the Township’s assets applying sound technical, social and economic principles that consider present and future needs of users, and the service expected from the assets. This means leveraging the lowest total lifecycle cost of ownership with regard to the service levels that best meet the needs of the community while being cognizant of the risk of failure that is acceptable. The standards and guidelines must adhere to the following:

• Statutory Requirements

The Infrastructure for Jobs and Prosperity Act, 2015 sets out principles to guide asset management planning in municipalities in Ontario. The Township of South Stormont will strive to incorporate the following principles whenever possible into the day to day operation of the Township:

• • Forward Looking: The Township shall take a long-term view while considering demographic and economic trends in the County.
  • Budgeting and planning: The Township shall consider any applicable budgets or fiscal plans, such as fiscal plans released under the Fiscal Transparency and Accountability Act, 2004 and Budgets adopted under Part VII of the Municipal Act, 2001.
  • Prioritizing: The Township shall clearly identify infrastructure priorities which will drive investment decisions.
  • Economic Development: The Township shall promote economic competitiveness, productivity, job creation, and training opportunities.
  • Transparency: The Township shall be evidence-based and transparent. Additionally, subject to any prohibition under an Act or otherwise by law on the collection, use, or disclosure of information, the Township shall make decisions with respect to infrastructure based on information that is publicly available or made available to the public and share information with implications on infrastructure and investment decisions with the Government and broader public sector entities.
  • Consistency: The Township shall ensure the continued provision of core public services.
  • Environmental Conscious: The Township shall minimize the impact of infrastructure on the environment by respecting and helping maintain ecological and biological diversity, by augmenting resilience to effects of climate change and by endeavouring to make use of acceptable recycled aggregates.
  • Health and Safety: The Township shall ensure that the health and safety of workers involved in the construction and maintenance of infrastructure assets is protected.
  • Community Focused: The Township shall promote community benefits, being the supplementary social and economic benefits arising from an infrastructure project that are intended to improve the well-being of a community affected by the project, such as local job creation and training opportunities, improvement of public spaces within the community, and promoting accessibility for persons with disabilities.
  • Innovation: The Township shall create opportunities to make use of innovative technologies, services and practices, particularly where doing so would utilize technology, techniques, and practices developed in Ontario.

In addition, the Township must adhere to the requirements outlined in the Minimum Maintenance Standards currently in force as well as any other legislation specific to the Municipality.

• Existing Plans and Policies

The Township has developed and/or adopted a Strategic Plan, a County Official Plan, and an Asset Management Plan. These plans were designed to meet the legislative requirements and work together to achieve the Township’s mission of offering quality services and facilities in a progressive rural setting.  These plans will be reviewed regularly by staff and annual spending requirements in support of each plans’ objectives will be incorporated into the budgeting process.  All the Township’s plans rely to some extent on the physical assets owned by the Township and the commitment of staff to ensure their strategic use. This includes the long-term maintenance, repair, and replacement of existing assets along with the acquisition of new assets to meet the evolving needs in the Township.

Additional Township policies and plans will be added as appropriate to complement the implementation of strategic objectives.

Scope and Responsibility

The Treasurer will assume the lead role and be responsible for the maintenance of and reporting on the activity related to the management of Township assets. The department Directors will assist in this task through the utilization of condition assessment information and service level requirements to update the long and short-term asset requirements. This information will be reviewed with the Chief Administrative Officer and presented to Council annually for consideration during the budget deliberations.

Definitions

In this policy, the following definitions are used:

•  “Asset Management Plan” - A strategic document that states how a group of assets are to be managed over a period of time. The plan describes the characteristics and condition of infrastructure assets, the levels of service expected from them, planned actions to ensure the assets are providing the expected level of service, and financing strategies to implement the planned actions.
• “Capitalization Thresholds” - The Township’s Strategic Asset Management Policy applies to all assets whose role in service delivery requires deliberate management by the Township. The Service-focus intent of this policy differentiates its requirements for identifying assets from the capitalization thresholds which are developed for the purposes of financial reporting. For this reason, the capitalization threshold developed for financial reporting will not be the guide in selecting the assets covered by the asset management planning process.
• “Infrastructure” - Municipal tangible capital assets primarily for public use or benefit in Ontario. 

Guiding Principles

The policy requires the commitment of key stakeholders within the Township’s organization to ensure the policy contains a clear plan that can be implemented, reviewed and updated. 

Council, on behalf of the citizens, will be entrusted with the responsibility of overseeing the management of the assets. They will approve the Asset Management Planning documents and required updates every five years. They will review management’s implementation of the plan as part of the annual budget process. They will support efforts to improve the plan and ensure it includes changes necessitated by updates to other Township strategic documents. 

• Management will oversee the policy implementation and ensure both the Asset Management Plan and the Strategic Asset Management Policy comply with Provincial Asset Management regulations.
• Management will ensure that current year and long-range asset requirements are incorporated into the budget presented to Council annually.
• Management will update the Policy and Plan to reflect changes as needed and present them for Council approval at least every five years. These changes will include those reflected in the updates to the Roads Needs Study, Structural assessment reports, and all other condition assessments commissioned for assets covered by the plan. 

General Policy

The asset management plans and progress made on the plans will be considered annually in the development of the Township’s capital budgets, operating budgets, and long-term financial plans. 

Service area personnel will reference the asset management plan for their area in order to look up forecasted spending needs identified in the plan, verify progress made on the plan to identify potential gaps, and prioritize spending needs, across the gap identified in the plan and recent developments, for the year to be budgeted for. 

Finance staff will be involved in the asset management planning process to coordinate the information from the service personnel in the preparation of the budget submission.

Asset management planning will be aligned with the County’s Official Plan. The asset management plans will reflect how the community is projected to change and the related asset impact. The Township will achieve this by consulting with those responsible for managing the services to analyze the future costs and viability of projected changes. Methods, assumptions, and data used in the selection of projected changes should be documented to support the recommendations in the Asset Management Plan. 

Climate change will be considered as part of the Township’s risk management approach embedded in local asset management planning methods. This approach will balance the potential cost of vulnerabilities to climate change impact and other risks with the cost of reducing these vulnerabilities. The balance will be struck in the levels of service delivered through operations, maintenance schedules, disaster response plans, contingency funding, and capital investments. The Township’s contribution to climate change through greenhouse gas emissions will be mitigated in accordance with its local reduction targets, including alignment with the Township’s Energy, Conservation and Demand Management Plan, financial capacity and stakeholder support.  The Township will continue to work with the County in regard to climate change mitigation and adaptation. 

The Township recognizes the need for stakeholder input into the planning process and will foster informed dialogue using the best available information.

Policy Review

This Strategic Asset Management Policy will be reviewed and, as required, updated at least every five years.

Tangible Capital Assets Policy

Approved By: Council

Department: Finance

Approval Date: June 14, 2017

Effective Date: June 14, 2017

Capitalization Threshold

Capitalization thresholds are used to determine which assets will be capitalized; assets that do not meet the appropriate threshold will not be accounted for as tangible capital assets but expensed in the period.  Threshold amounts are to be used as a guide in addition to professional judgement.  The following threshold establishes the dollar amount that an asset, group of assets, or betterment should meet or exceed in order to be recorded as a tangible capital asset:

Capitalization Thresholds:

• Land – all
• Land Improvements - $ 10,000
• Buildings - all
• Vehicles - $ 15,000
• Communications - all
• Equipment - $ 10,000
• Linear Assets – all
• Pooled Assets - $ 25,000

Land normally has an indefinite useful life that exceeds the useful life of the buildings, roads, or structures situated on the land.  The cost of the acquired land is separated from the other costs and maintained in asset components.  In accordance with Generally Accepted Accounting Principles, the cost of land is not amortized.  Due to the age of the land within the road right-of-way, land under Township roads as at December 31, 2007 is considered to have a nominal value of $1.00 per road section.  All other land existing as at December 31, 2007 was valued at its actual historical costs and if the actual costs were unknown, based on its 2007 property assessment values (2005 valuation dates), deflated to the date of acquisition.  Actual land acquisition costs will be used in future years.

Land Improvement includes upgrades to properties (play structures, fencing, landscaping), signage (hamlet, park and subdivision) gravel and asphalt parking lots.  All land improvements as at December 31, 2007 were valued based on the estimated replacement cost deflated to the year of acquisition/in-service.  The estimated useful life was valued from 5 to 40 years, based on the Department Head’s professional judgement.  Gravel parking lots existing as at December 31, 2007 were valued at $ 10.35 / m2 deflated to the year of acquisition with a useful life of 25 years.  Asphalt parking lots existing as at December 31, 2007 were valued at $ 21.85 / m2 deflated to the year of acquisition with a useful life of 25 years.  Actual costs will be used in future years.

Buildings include various office buildings, firehalls, garages, equipment depots, libraries, recreational facilities, storage facilities, water and waste water facilities, etc.  All buildings existing as at December 31, 2007 were valued based on insurance valuations dated December 22, 2004 deflated to the year of acquisition.  The useful life for permanent buildings will be 40 years while portable or temporary buildings will be determined on a case by case basis.  Actual costs will be used in future years.

Leasehold Improvements are improvements to a leased asset that increase the value of the asset and will be amortized.  All improvements to leases were valued based on actual costs, if available, or the estimated replacement cost deflated to the year of acquisition / in-service.  The estimated useful life was the lessor of the remaining period of the lease (including options to renew) or the actual estimated useful life.  Actual costs will be used in future years.

Vehicles include all self-propelled licensed vehicles, such as fire trucks, waste collection vehicles, small and large trucks. Vehicles were valued at the actual costs, if available, or the estimated replacement cost deflated to the year of acquisition / in-service.  The estimated useful life varied from 6 to 24 years, based on the Department Head’s professional judgement.  Actual costs will be used in future years.

Communications include all radio equipment required for various departments including fire, and public works.  The equipment was valued at actual cost, if available, or the estimated replacement cost deflated to the year of acquisition / in-service.  The estimated useful life is 10 years.  Actual costs will be used in future years.

Equipment includes office furniture and fixtures, computers, IT accessories, software, equipment for fire stations, water and waste water processing equipment, trailers, self-propelled machinery, plows, etc. Items of significant quantities are pooled assets.  The estimated useful life varied from 5 to 30 years based on the Department Head’s professional judgment.  Actual costs will be used in future years.

Linear Assets are infrastructure assets generally constructed or arranged in a continuous and connected network including the road base, road surface, guiderails, bridges/large culverts, illumination, storm drain systems, sidewalks, water and sanitary sewer linear, fire hydrants, water meters, water valves, maintenance accesses.  Bridges/large culverts existing as at December 31, 2007 were valued based on their reproduction cost as supplied by engineer and all other linear assets existing as at December 31, 2007 were valued based on replacement costs deflated to the year of acquisition.  These replacement costs are detailed on the attached Township Valuation Figures schedule and actual costs will be used in future years.

Contributed or Donated Assets should be valued at actual cost and if unknown, fair market value at the donated date should be used.  If determining the fair market value is not feasible, the asset should be recorded at the nominal amount of $1.00.

Heritage Assets are works of art and historical treasurers considered irreplaceable and preserved for future generations.  Heritage assets will not be valued as tangible capital assets but will be disclosed in the notes to the financial statements.

Work in Progress refers to capital acquisitions or construction projects that are not yet completed / in-service and costs are incurred over multiple accounting periods.  Capital assets that are deemed to be a work in progress must be recorded on the financial statements as such.  All costs associated with a work in progress asset are to be capitalized but not amortized.  When complete and in‑service, the value will be reported as a tangible capital asset within the appropriate asset class and amortization expense will commence.  If a work in progress project is terminated, the total cost is written‑off in the year that the project is terminated unless there is an alternate use for the asset.

Accounting

Amortization Method will be straight-line amortization over an asset’s useful life and will be calculated on a yearly basis.  In the year of acquisition, no amortization will be incurred, leaving a full year of amortization remaining in the final year.

Useful Life of an asset is an estimate of the number of years that the asset will continue to be in-service.  The useful life of an asset is generally the shortest of the asset’s physical, technological, commercial, or legal life.  Each Township Department Head will use their professional judgement in determining the useful life of their applicable assets.

Acquisition and In-Service Dates: The acquisition date is the date that the asset was acquired.  The in-service date is the date when the asset became active in the organizations’ operations.  For Township purposes, the date of acquisition and the in-service date will normally be the same.

Residual Value is the expected value of an asset at the time of disposal or retirement.  Township practice is to use assets for the complete duration of their useful life, therefore, the residual value will be $ 0.00 unless extenuating circumstances dictate otherwise.

Disposal occurs when a tangible capital asset is no longer the property of the Township.  When an asset is disposed of, the cost and accumulated amortization are removed from the accounts.  The difference between the net proceeds and the carrying amount of the asset is accounted for as a revenue or expense in the statement of operations.

Write-Down is a reduction in an asset’s value due to an event that caused a permanent decrease in an asset’s capacity, efficiency, and / or useful life.  The net write-down of a tangible capital asset will be accounted for as an expense and should not be reversed.

The following general criteria indicate a write-down:

• the estimated useful life is decreased by 25 %
• the capacity is decreased by 5 %
• the efficiency is decreased by 10 %.

For further information, contact:

Township of South Stormont

PO Box 84, 2 Mille Roches Road

Long Sault ON K0C 1P0

(613) 534-8889

(800) 265-3915

Use of Township-Owned Vehicles – Standard Operating Procedure

Approved By: Council

Department: Finance

Approval Date: January 1, 2018

Effective Date: January 1, 2018

Purpose and Scope

The purpose of this procedure is to clarify and identify the parameters under which Township-owned Vehicles shall be used by employees of the Corporation of the Township of South Stormont (“Township”) and to ensure adherence to government legislation in the reporting of taxable benefits, and is in accordance with the Human Resource Policy.

This Standard Operating Procedure (SOP) shall apply to all municipal employees who operate Township-owned Vehicles.

Personal Driving

According to the Canada Revenue Agency (“CRA”), the personal driving of an employer’s Vehicle is a taxable benefit to the employee. Personal driving is any driving by an employee for purposes not related to his or her employment. This includes:

• vacation trips;
• driving to conduct personal activities;
• travel between home and a regular place of employment, other than a point of call; and
• travel between home and a regular place of employment even if the employer insists the employee drive the Vehicle home, such as when he or she is on call.

The Township prohibits the use of personal driving except for travelling between home and work when an employee is mandated to be on-call as defined within their job description. On-call, for the purposes of this SOP and in order to adhere to CRA regulations, is further defined to be when an employee is required to be on-call / duty outside of their normal working hours, to respond to emergency situations, including winter patrol. CRA also refers to being on-call as being on standby. For the purposes of this procedure, work refers to the Regular Place of Employment, i.e. where the employee would regularly report to work, and does not include an emergency site or Point of Call.

The Township further clarifies that only positions mandated to be on-call, and only while on-call, employees may choose to utilize the Township-owned Vehicle for personal driving between home and work, thereby accepting the tax implications.

Responsibility

Employees who operate Township-owned Vehicles and/or supervise employees who operate Township-owned Vehicles are responsible for ensuring compliance with this Standard Operating Procedure.

Procedure

• Township-owned Vehicles may be assigned to specific employees as the primary user, but all Township Vehicles will be made available to all other Township employees as required so as to utilize them for maximum efficiency.
• Township-owned Vehicles shall be used exclusively for Township business and may be subject to CRA taxable benefits and allowances.
• Only Township employees are authorized to drive Township-owned Vehicles.
• Township-owned Vehicles shall be identifiable by the appropriate corporate crest and/or decals.
• Employees assigned as the primary user of the Vehicle shall be responsible to ensure that the Vehicle is:
  • kept clean and presentable to the public;
  • is properly maintained in accordance with the servicing schedule; and
  • ensure the Vehicle is refueled and reports are completed.
• Employees not assigned as the primary user of the Vehicle shall also be responsible to ensure that the Vehicle is:
•  kept clean and presentable to the public; and
• ensure the Vehicle is refueled and reports are completed.
• Township-owned Vehicles shall remain at their respective work sites before and after normal working hours, except as authorized and in accordance with the Human Resource Policy.
• Township-owned Vehicles shall be made available to other Township employees when the vehicle is not in use by the primary user.
• Employees operating Township-owned Vehicles shall adhere to the Ontario Highway Traffic Act and shall be personally responsible for any convictions or infractions related to their actions such as parking tickets, speeding infractions or other such charges.
• Kilometers driven and purpose of travel must be recorded. Where appropriate, log books will be provided and must be kept in the vehicle and completed by all users of the Vehicle showing the number of times the Vehicle is used, kilometers used for business versus personal use, and a brief description of the call outside of normal working hours. These log books are to be provided to the Finance Department on a monthly basis, or as otherwise deemed appropriate by the Director of Finance.

Definitions

“Automobile” or “motor vehicle” shall mean, as defined by CRA and has 2 classifications, as they are treated differently for tax calculation purposes:

•  “Automobile” is a motor vehicle that is designed or adapted mainly to carry individuals on highways and streets, and has a seating capacity of not more than the driver and eight passengers, such as a car, a king cab truck or SUV that has not been altered. The personal kilometers driven while on standby are a taxable benefit. The taxable benefit calculation uses the cost of the vehicle, days available, personal kilometers that impact on business use, a CRA prescribed standby rate per kilometer and an operating cost. The taxable benefit will be calculated as prescribed by CRA.
•  “Motor Vehicles” would be vehicles not included in the definition of an automobile, such as:
  • clearly marked fire emergency response vehicles;
  • a van, pickup truck, or similar vehicle that:
    • can seat no more than the driver and two passengers, and in the year it is acquired or leased, is used primarily to transport goods or equipment in the course of business; or
    • in the year it is acquired or leased, is used 90% or more of the distance driven to transport goods, equipment, or passengers in the course of business.

“Point of Call” is a place the employee goes to perform his or her employment duties other than the employee’s regular place of employment. This travel is considered to be business related and is not a taxable benefit.

“Regular Place of Employment” is any location where the employee regularly reports for work or performs the duties of employment.

“Township” or “Municipality” shall be synonymous and represents the Corporation of the Township of South Stormont.

“Vehicle” pertains to both automobiles and motor vehicles not defined as automobiles.

References

• Canada Revenue Agency, Employers’ Guide: Taxable Benefits and Allowances, T4130 (E) Rev. 16.
• Chief Administrative Officer, B. de Haan.
• Craig Keen Despatie Markell LLP, R. Markell.
• The Corporation of the Township of South Stormont, Human Resource Policy, December 2016.

Building By-law

Cannabis Retail Application Policy

Approved By: Council

Department: Planning/Economic Development

Approval Date: February 20, 2019

Effective Date: February 20, 2019

Policy

The Alcohol and Gaming Commission of Ontario (AGCO) is the provincial authority that licenses cannabis retail operators, authorizes cannabis retail locations and licenses senior store staff. Municipal governments have no licensing authority.

The AGCO regulates and reviews all aspects of the retail operation including municipal and public input, and that the proposed store location is consistent with the public interest as defined in the regulations.

The Township of South Stormont has chosen to allow retail sales of recreational cannabis and therefore wishes to establish a standard format for providing input to the AGCO and recreational cannabis retailers in their consideration of prospective cannabis retail store locations within the Township.

Goal

To facilitate consistent and timely input to the AGCO on applications for prospective recreational cannabis retail store locations in the Township of South Stormont, in accordance with the guidelines outlined in this policy.

Scope

The provincial licensing process does not remove the requirement to comply with the zoning by-law and other municipal planning documents or by-laws such as Site Plan Control. The definitions within the municipality’s Official Plan and Zoning By-law are applicable to all retail, including cannabis retail stores. Retail sale of cannabis from a provincially licensed store is legal and is a permitted use in the retail zones.

The Building Code applies to cannabis retail store locations. Therefore, where a building permit is required, the building inspector will undertake duties as usual. Fire Code compliance is also mandatory.

For the purposes of this policy, “Cannabis Retail Store” shall mean a recreational cannabis retail store licensed by the AGCO. Other uses within this section should be interpreted in accordance with the definition assigned under the Township’s Zoning By-Law.

Guidelines

This section is intended to provide Township staff guidance on their review and submission of input to AGCO regarding cannabis retail store applications.

In order to help ensure public health and safety, protect youth and reduce illegal sales, retail cannabis stores are discouraged where they would be located proximal to a site where one or more of the following uses has been substantially established:

•  licensed day care/nursery
• group home
• addiction counselling/treatment facility

Retail cannabis stores are discouraged where they would be located within 150 metres of a future school site identified by the Township of South Stormont or local school board.

Notwithstanding the authorization of a retail use under a special exception to the Township’s Zoning By-Law, retail cannabis stores should be located in the following zones where retail is permitted as a primary use or accessory to a Cannabis Production and Processing facility:

• General Commercial (CG)
• Highway Commercial (CH)
• Light Industrial (ML) accessory to a Cannabis Production and Processing facility
• General Industrial (MM) accessory to a Cannabis Production and Processing facility
• Heavy Industrial (MH) accessory to a Cannabis Production and Processing facility
• Rural Industrial (MR) accessory to a Cannabis Production and Processing facility

Please refer to the following link for a general map of the zones listed in Section 3.

https://southstormont.com/english/departments/planning-development/zoning-by-law.html

Civic Numbering and Road Naming By-law

Code of Conduct Policy for Building Officials

Approved By: Council

Department: Building

Approval Date: September, 2012

Effective Date: September, 2012

Coverage

All full-time, part-time and contract employees as appointed under the Building Code Act, 1992.

Policy Statement

Council of the Township of South Stormont enacts this policy and its standards of conduct and professionalism as its Code of Conduct for its Building Officials and Inspectors. The Code of Conduct applies to the Chief Building Official and inspectors appointed under the Building Code Act in the exercise of a power or the performance of a duty under the Building Code Act or the Ontario Building Code. The purpose of this Code of Conduct is to promote appropriate standards of behavior and enforcement actions to ensure building officials apply standards of honesty and integrity and to prevent practices constituting an abuse of power including unethical or illegal practices.

Procedure

Standards of Conduct for Building Officials

Building Officials shall undertake at all times to:

• Act in the public interest, particularly with regard to the safety of buildings and designated structures and their occupants;
• Maintain their knowledge and understanding of the best current building practice, the building laws and regulations relevant to their building certifying functions;
• Commit themselves to a process of continuous education so as to constantly be aware of development in building design, practice and the law relevant to their duties;
• Comply with the provisions of the Building Code Act, the Building Code and any other Act or applicable law that regulates or governs building officials and their functions; Code of Conduct for Building Officials September, 2012
• Avoid situations where there may be, or where there may reasonably appear to be, a conflict between their duties to their clients, their profession, their peers and the public at large and their personal interests;
• Not to act beyond their level of competence or outside their area of expertise;
•  Apply all relevant building laws, regulations and standards strictly and without favour and independent of the influence of interested parties or members of Municipal Council;
• Perform their inspections and certifying duties impartially and in accordance with the highest professional standards;
• Not divulge any confidential or sensitive information or material, that they became privy to in the performance of their duties, except in accordance with laws governing Freedom of Information and Protection of Privacy;
• Extend professional courtesy to all;
• Not act officiously or permit personal feelings, prejudices, animosities or friendships to influence decisions;
• Recognize the appointment under the Building Code Act as a symbol of public faith;
• Maintain current accreditation to perform the functions assigned to them;
• Take all reasonable steps to ascertain and document all available facts relevant to the performance of their duties; and
• Exemplify compliance with all regulations and standards that govern building construction, health and safety or other matters related to their status as a building official.

Guideline for Responding to Misconduct Allegations

The Building Code Act provides that the performance of building officials will be measured against this Code of Conduct. In response to any allegation of a breach of this Code by an inspector, the chief building official shall direct an investigation and where appropriate, recommend disciplinary action against any inspector who fails to comply with this Code of Conduct to the Chief Administrative Officer. Where the allegation is against the Chief Building Official, the Chief Administrative Officer shall direct the investigation and take such disciplinary action as is reasonable in the circumstances and report such action to the Council.

In determining the appropriate discipline, the Chief Building Official or Chief Administrative Officer will have regard to the relevance of the conduct to the building official’s powers and responsibilities as well as the severity of any misconduct. All disciplinary action will be in accordance with the Township’s Personnel Policy.

Public Notification Practice

This Code of Conduct will be posted, including the Township’s website and will be made available upon request, to ensure that the Code of Conduct has been brought to the attention of the public.

For further information, contact:

Township of South Stormont
PO Box 84, 2 Mille Roches Road
Long Sault ON K0C 1P0
(613) 534-8889

Development Charges By-law

Inspector Internship Policy

Approved By: Council

Department: Planning and Building

Approval Date: September 7, 2022

Effective Date: September 7, 2022

Policy Statement

The Township of South Stormont (township) is committed to ensuring that its building department is staffed with qualified, and trained, staff in order to fulfill its obligations under the Building Code Act, 1992 (Act) and Building Code. 

Purpose

The purpose of this policy is to establish an Inspector Internship Program (intern program) within the township, as provided for by the newly established provisions of the Building Code, in effect as of July 1, 2022.

Scope

This policy applies to all staff members of the township who are appointed under the Act as intern inspectors and who are selected to be enrolled in the intern program. 

Objectives

The main objective of this policy is to ensure that the township has as many inspectors appointed as are necessary for the enforcement of the Act and the Building Code.  In certain circumstances, council may deem it necessary to appoint one or more intern inspectors in order to provide the intended level of enforcement that it desires.  

Policy

The minimum criteria that must be met in order for a staff member of the township to be enrolled in the intern program are as follows:

• The staff member must be a member in good standing with the Ontario Building Officials Association (OBOA);
• The staff member must have successfully passed, either the General Legal/Process, or CBO Legal/Process examination, administered through the Ministry of Municipal Affairs and Housing (MMAH).

The two (2) different and distinct classes that an intern inspector may be enrolled in are as follows:

• Class l – “House”;
• Class ll – “Small Buildings”.

At the discretion of the Chief Building Official, an intern inspector may be enrolled in either Class l or Class ll, or both Class I and Class ll simultaneously.

The categories of qualifications, as set out in Column 2 of Table 3.5.2.1. of Division C of the Building Code for each class of enrollment are as follows:

• Class l 
  • House
  • Plumbing – House
  • HVAC – House
• Class ll
  • Small buildings
  • Plumbing – All Buildings
  • Building Services
  • Detection, Lighting and Power
  • Building Structural

The maximum length of time in which an intern inspector may remain enrolled in either Class l or Class ll, or both Class l and Class ll simultaneously, of the intern program is 18 months.  For greater clarity, an intern inspector may remain enrolled for up to a maximum of 18 months within each class of enrollment.

Notwithstanding subparagraph 5.5, an intern inspector may remain enrolled within a class of enrollment for a period of time that is greater than 18 months, if the Director of the Building and Development Branch of the Ministry of Municipal Affairs and Housing (director) has authorized the extension.  A request to the director for an extension, as indicated above, must be made by the Chief Building Official, and may only be made if there are reasonable grounds to believe that extenuating circumstances exist, such as: maternity or parental leave, illness, disability, bereavement or personal hardship.

An intern inspector who has been enrolled in the intern program is required to be supervised by, either the Chief Building Official, or the Deputy Chief Building Official.  The required supervision shall consist of the intern inspector’s plan review and inspection activities being monitored by the supervisor.  The supervisor must be registered in the classes of registration in respect of which the intern inspector will exercise the powers or perform the duties.

Once an intern inspector has gained the necessary qualifications, through passing the applicable examinations administered through the MMAH, to perform plan review and inspection activities with respect to the same categories of qualifications assigned to their class of enrollment in the intern program, the intern inspector’s enrollment in the intern program may, at the discretion of the Chief Building Official, be terminated.    

The recommendation for a staff member of the township to be appointed by council as an intern inspector is the responsibility of the Chief Building Official.  The decision to enroll a staff member of the township, who has been appointed as an intern inspector, into the intern program is at the discretion of the Chief Building Official.  

Requirements

• The Chief Building Official shall notify the director in writing within 30 days of the date that this policy becomes effective, is altered or revoked.
• The Chief Building Official shall ensure that this policy is brought to the attention of the public by way of a report presented to council during a regular meeting and by posting a copy of this policy on the township’s website.
• The Chief Building Official shall provide to the director such information regarding the intern program as the director requests.
• Intern inspectors, who are enrolled in the intern program, are required to adhere to the township’s Code of Conduct for the Chief Building Official and Inspectors.  

Monitoring and Compliance

This policy has been established, and is administered, by the Chief Building Official.

In cases of policy violation, the Chief Building Official may investigate the potential violation and determine the appropriate corrective action, up to, and including, the termination of the intern inspector’s enrollment in the intern program.

This policy will be reviewed on an annual basis, following any relevant legislative change, or in any other instance where the Chief Building Official deems it necessary.  

Authority and Related Policies

This policy is required under Clause 3.1.4.3.(2)(c) of Division C of the Building Code.       

Definitions

“Building Code Act” means the Building Code Act, 1992, S.O. 1992, c. 23, as amended;

“Building Code” means regulations made under section 34 of the Building Code Act;

“Chief Building Official” means the Chief Building Official who has been appointed by council of the Township of South Stormont;

“Deputy Chief Building Official” means the Deputy Chief Building Official who has been appointed by council of the Township of South Stormont;

“Code of Conduct for the Chief Building Official and Inspectors” means the code of conduct established by the township under subsection 7.1(1) of the Building Code Act;

“Supervisor” means the Chief Building Official or the Deputy Chief Building Official who is responsible for supervising and monitoring the plan review and inspection activities of an intern inspector who is enrolled in the intern program.

Keywords

Intern, internship, inspector, Building Code, Building Code Act.

Lot Grading Policy

Approved By: Council

Department: Building and Development

Approved Date: September 26, 2012

Effective Date: September 26, 2012

Scope

This policy provides the general requirements for lots that are subject to lot grading control.

This policy also deals with the general requirements for an As-built Lot Grading Plan with minimum requirements for municipal acceptance for all lots that are subject to lot grading control and, as a condition of obtaining a building permit.

Purpose

The Township of South Stormont desires to establish proper guidelines for the design, field control and verification of lot grading. Lot grading and drainage problems can be significantly reduced with appropriate control procedures and the need for expensive alterations eliminated. 

Policy

It is the policy of the Township of South Stormont that all new lots created by plan of subdivision will have a Lot Grading Plan. Further, should the circumstance require, lots created by severance and lots that are subject to Site Plan Control may also require a Lot Grading Plan. The property owner will be required to maintain the integrity of lot drainage as shown on an approved Lot Grading Plan.

Procedure 

Creation of Lots

Lots Created by Subdivision:
The developer provides a General Subdivision Lot Grading Plan as part of the requirements to register a new plan of subdivision. 

As a condition of final acceptance of the plan of subdivision, the developer is required to construct all designed swales including slope cover and outlet systems as prescribed. 

Unless they are providing final grading, the developer's responsibility for rough lot grading will be completed when the subdivision As-built Lot Grading Plan is accepted by the Township. 

Lots Created by Severance:
The concerns/issues of proper grading are important for lots created by the severance process as infilling situations within existing urban areas exist. 

When a situation arises where lot grading requirements are deemed necessary to ensure proper lot grading, the Manager of Building and Development may require a designed lot grading plan. This requirement may be added as a condition of approval of the severance. The Township must be assured that positive drainage from the proposed new lot(s) can be provided to an outlet and that there will be no negative impact on surrounding properties. 

Building Permit Stage - Lot Grading Deposit:
As a condition of issuing a building permit, the owner / applicant must remit the required Lot Grading Deposit, pursuant to the Township's current Fees and Charges By-law. In addition, the owner / applicant is advised that after the lot grading is complete, an As-built Lot Grading Plan, -prepared and certified by a Lot Grading Professional (LGP), is required. 

Lot Grading Professional (LGP):
A LPG may be an environmental technologist, engineer in training, professional civil engineer, C.E.T., architect, architectural technologist, land surveyor or a company providing these services, experienced in lot grading design. The LGP must have a current accreditation to practice in their profession and valid professional liability, i.e. errors and omissions insurance. 

As-built Lot Grading Plan and Certification:
Upon completion of construction and lot grading, the owner / applicant must submit an As-built Log Grading Plan and Certification prepared by a LGP, certifying that the grading on the lot is in general conformance with the approved Lot Grading Plan.

If during construction and lot grading, the owner / applicant is required to deviate from the approved Lot Grading Plan, the owner/applicant shall provide a professional engineer's opinion confirming that surface water run-off will be discharged to a positive drainage system and that the subject property and surrounding properties will not be negatively impacted.

The Manager of Building and Development may give a time extension to complete the lot grading if in his or her opinion, the request is valid.

All lot grading matters / concerns that may arise will be the responsibility of the property owner. It will be the responsibility of the property owner to work with their LGP to resolve any lot grading concerns / issues that may arise. The Township may facilitate a resolution on behalf of any surrounding affected property owners. 

When an acceptable As-built Lot Grading Plan of a LGP is received, the lot grading deposit reimbursement will be authorized by the Manager of Building & Development. 

Lot Grading Follow Up:
Should the owner / applicant not complete the lot grading or submit the required Lot Grading Plan to receive the Lot Grading Deposit within two years of the issuance of the building permit, the owner will be advised accordingly and the deposit may be forfeited.

This forfeiture however does not relieve the owner / applicant of the lot grading provisions of any and all approved agreement and / or plans. If the Township is required to attend to the lot grading, the cost will be invoiced to the property owner, pursuant to Section 446.1 of the Municipal Act, 2001.

Alternatively, the Township may use the forfeited funds to correct on site grading which may include associated engineering costs to conform to approved existing or amended grading plans. 

Lot Grading Records:
A complete list of lot grading deposits, corresponding with the appropriate building permit will be maintained by the Township. To ensure accuracy and to retain a current record, the list will be reviewed on a regular basis.

For further information with regards to this policy, please contact the Building and Development Department at: 

Township of South Stormont 
PO Box 84 
2 Mille Roches Road 
Long Sault, ON KOC 1PO 
Tel: 613-534-8889 
800-265-3915 
Fax: 613-534-2280 
Email: info@southstormont.ca

Protocol Intention

To provide guidelines for the municipal process and public consultation requirements in relation to applications to establish and/or expand telecommunications towers, antenna systems, and related facilities in the Township of South Stormont. This protocol shall apply to all telecommunications facilities, including but not limited to, telecommunications/cell towers, antenna systems, and related structures, unless otherwise excluded by federal protocol.

Objectives

The objectives of this protocol are to:

• Encourage consultation between telecommunications proponents and the Township to facilitate development of telecommunications facilities, in line with municipal objectives; 
• Ensure land-use compatibility considerations are evaluated through the site selection and planning process for telecommunications facilities;
• Establish siting guidelines for telecommunications facilities within the Township of South Stormont;
• Protect sensitive uses and natural heritage features by encouraging the location and siting of new telecommunication facilities to minimize adverse visual and environmental impacts, in addition to adherence to Health Canada requirements;
• Provide a public consultation process for telecommunications facilities applications within the Township of South Stormont, as required under the default federal protocol; 
• Ensure compliance with the federal protocol for telecommunications facilities; 
• Facilitate efficient processing and review of applications.

Definitions

Antenna System: an exterior transmitting device – or group of devices – used to receive and/or to transmit radio-frequency (RF) signals, microwave signals, or other federally-licenced communications energy transmitted from, or to be received by, other antennas. Antenna Systems include the antenna, and may include a supporting tower, mast or other supporting structure, and an equipment shelter. The protocol most commonly refers to the two following:

• Freestanding Antenna System: a structure (e.g. tower or mast) built from the ground for the expressed purpose of hosting an Antenna System or Antenna Systems;
• Building/Structure-Mounted Antenna System: an Antenna System mounted on an existing non-tower structure, which could include a building wall or rooftop, a light standard, water tower, utility pole or other.

Co-Location: means the placement of antennas and equipment operated by one or more proponents on a telecommunication Antenna System operated by a different proponent, thereby creating a shared facility.

Director: means the Township of South Stormont Director of Planning and Building, the director’s designate, or its successor in title as amended.

Hazard Area: areas where natural or built conditions upon a site could make development unsafe, including but not limited to organic soils and flooding.

Letter of Concurrence: a formal letter of support from the Township.

Natural Heritage Area or Feature: features and areas including wetlands, significant coastal wetlands, fish habitat, significant woodlands, habitat of endangered species and threatened species, significant wildlife habitat, and significant areas of natural and scientific interest, which are important for their environmental and social values as a legacy of the natural landscapes of an area.

Proponent: a company, organization, or their designate, proposing to establish or modify an antenna system for the purpose of providing radiocommunications/telecommunications services.

Residential Area: a built-up area zoned for residential uses, or an undeveloped area zoned for future residential uses.

Rural Area: area outside of a designated urban or rural settlement area as delineated within the SDG Counties Official Plan Land Use Schedules.

Sensitive Land Issues: shall mean uses, buildings, amenity areas, or outdoor spaces, where routine or normal activities would experience adverse effects from a proposed development. This includes, but is not limited to, residential uses, institutional uses, and community uses such as parks and open space.

Tower: shall mean all types of towers including but not limited to a monopole, tripole, lattice tower, guyed tower, self-supported tower, pole, mast, or other structure, which are used to support one or more antenna system(s) or other telecommunications infrastructure, and may be located at ground level or attached to a building or structure, commonly referred to as a “cell tower” or “telecommunications tower”.

Township: means the Township of South Stormont

Overview

There is a continued growth in demand for wireless products and associated services, and a corresponding need for wireless network infrastructure. Telecommunications infrastructure, including transmitting and receiving antenna systems such as cell towers, are required to support ongoing this demand for wireless communications within the Township of South Stormont. As telecommunications service providers seek to establish telecommunications infrastructure and installations within the Township, a protocol is necessary to guide the review and response to these applications. The intention of this protocol is to contribute to development and continued provision of wireless services within the Township of South Stormont, with consideration for municipal guidelines.

Approval of a telecommunications facility is a federally regulated and federally approved process, under Innovation, Science, and Economic Development Canada (ISED), as per the Radiocommunications Act. The federal government has exclusive jurisdiction over the approval of such antenna systems. As part of this federal process, however, the proponent is required to consult with the local municipality, or “Land Use Authority” (LUA), being the Township of South Stormont. The proponent must follow public engagement procedures prior to development, as specified in Client Procedures Circular CPC-2-0-03, Radiocommunication and Broadcasting Antenna Systems, issue 6, the most current antenna tower siting protocol.

The role of the Township is to advise the proponent of site considerations, applicable regulations, and planning requirements. Township staff will review and evaluate the appropriateness of the site and any land use planning factors or additional notice considerations based on local context. The Township of South Stormont utilizes the Default Protocol as per CPC-2-0-03 Radiocommunication and Installation proposals.

An internal protocol is necessary to establish guidelines for the installation of telecommunications facilities and outline the required processes for telecommunication service providers. This protocol shall apply to anyone planning to install or modify an antenna system within the Township of South Stormont, as identified in CPC-2-0-03. 

Jurisdiction and Roles

Federal Jurisdiction

The Government of Canada is the approval authority for telecommunications infrastructure, including antenna systems, under the federal agency of Innovation, Science, and Economic Development Canada (ISED). The final decision on approval of the location of a telecommunications facility is made by ISED.

The Government of Canada also establishes the health and safety standards, and the protocols, which telecommunications service providers must follow.

Telecommunications proponents are required to ensure that all installations comply with health and safety regulations under the Government of Canada. This includes Safety Code 6, which establishes safety limits for human exposure to radiofrequency electromagnetic fields (EMF) in the frequency range from 3 kHz to 300 GHz. Safety Code 6 is one document in a series of codes which establishes radiation protection guidance for radiation emitting devices, including telecommunications facilities.  

Municipal Role 

Under the Default Protocol, the Township is the Land Use Authority (LUA). The Township’s role is to consult with the proponent and discuss local preferences regarding antenna system siting and/or design, and advise of any land use compatibility concerns. The Township will also assist the proponent with facilitating public consultation as required by the Default Protocol, including consultation with external agencies as deemed appropriate.

It is intended that land-use consultation be completed within 120 days of receipt of a formal application. The provision of the letter of concurrence by the Township shall be considered as the point of completion of land-use consultation.

Proponent Role 

The proponent must:

• Investigate and evaluate all opportunities for co-location, sharing or using existing infrastructure, prior to proceeding with a proposal for a new telecommunications facility;
• Pre-consult with the Township as required by this protocol and the CPC-2-0-03 protocol;
• Submit a complete application to the Township;
• Complete public consultation and respond to all public enquiries and concerns, as required;
• Provide the Township a consultation summary upon conclusion of the consultation period;
• Follow all procedures, health and safety regulations, and other requirements as established by the Government of Canada.

The proponent is responsible to ensure that all components of ISED protocol and Health Canada guidelines are followed when proposing or modifying a telecommunications installation.

Exclusions

As per CPC-2-0-03, the following proposals are excluded from land-use authority and public consultation requirements:

• New antenna systems: where the height is less than 15 metres above ground level. This exclusion does not apply to antenna systems proposed by telecommunications carriers, broadcasting undertakings or third party tower owners.
• Existing antenna systems: where modifications are made, antennas added or the tower replaced, including to facilitate sharing, provided that the total cumulative height increase is no greater than 25% of the height of the initial antenna system installation. The exclusion for the replacement of existing antenna systems applies to replacements that are similar to the original design and location; “initial antenna system installation” refers to the system as it was first consulted on, or installed. No increase in height may occur within one year of completion of the initial construction. This exclusion does not apply to antenna systems using purpose built antenna supporting structures with a height of less than 15 metres above ground level operated by telecommunications carriers, broadcasting undertakings or third party tower owners.
• Non-tower structures: including antennas on buildings, water towers, lamp posts, etc. These may be excluded from consultation provided that the height above ground of the non-tower structure, exclusive of appurtenances, is not increased by more than 25%.
• Telecommunications carriers, operators of broadcasting undertakings and third party tower owners may benefit from local knowledge by contacting the land-use authority when planning an antenna system that meets this exclusion criteria.
• Temporary antenna systems: used for special events or emergency operations. Temporary antenna systems must be removed within three months after the start of the emergency or special event.

No consultation is required prior to performing maintenance on an existing antenna system.

Proponents who are not certain if their proposals are excluded, or whether consultation may still be prudent, are advised to contact ISED for guidance.

Site Selection Guidelines

Use of Existing Infrastructure and Co-location

The Township and the federal protocol require that the proponent first review surrounding infrastructure to determine the feasibility of co-location wherein antennas and equipment operated by one or more proponents are placed on a telecommunications facility/antenna system operated by a different proponent. Co-location on existing telecommunication facilities is preferred, to minimize the number of telecommunication facilities within the Township. Proponents shall consider utilizing existing towers or existing infrastructure to site new installations, prior to proceeding with an application. Where co-location is not feasible, the proponent may proceed with a proposal for a telecommunications tower.

Proponents are also required to first locate, and evaluate the use of any feasible existing infrastructure such as water towers, prior to building a new antenna-supporting structure.

The proponent must identify in their site selection report that a co-location and infrastructure investigation has been undertaken, and the reasons that co-location or use of existing infrastructure is not possible for the project.

The Township protocol outlines that proponents review all potential opportunities for co-location, direct towers primarily to industrial and/or rural areas and avoid installations in close proximity to concentrated residential development.

Preferred Locations

Where co-location or use of existing infrastructure is not possible, the following locations are preferred:

• Industrial areas;
• Commercial areas or other non-residential areas as deemed appropriate;
• Rural areas;
• Areas in proximity to utility corridors.

Selection of locations with reference to the above should also consider maximizing the distance from the following land uses:

• Sensitive uses, including residential and community areas such as parks and open space;
• Natural heritage features;
• Hazardous areas. 

It is also encouraged that telecommunication facilities be sited in a manner to reduce adverse impact(s) on future potential development upon the subject lands.

Discouraged Locations 

Installations are discouraged in close proximity to existing residential development, in proximity to areas intended for future residential developments, in community areas including parks and green spaces. The Township also discourages installation in areas where there are identified environmental hazards, natural heritage features, or cultural heritage areas/features.

Site Considerations 

Proponents are encouraged to protect the natural landscape of a site. Removal of vegetation is discouraged unless absolutely necessary, and in these circumstances, should be kept to a minimum. Screening and buffering are encouraged where feasible to reduce visual impact(s).

Process

Pre-Consultation

Pre-consultation with the Township is encouraged prior to finalizing plans, in order to evaluate any land use compatibility concerns early in the planning process. The Township will assist the proponent with identifying, reviewing, and addressing any land use compatibility concerns. It is intended that any land use concerns be mitigated through the pre-consultation process, prior to a formal application.

Through pre-consultation, the Township will identify any additional document(s) or information required for a complete application.

Application

The proponent shall provide the Township with a complete application package for consideration and review, including the applicable fee under the most current fees and charges by-law.

The proponent shall include the following as part of a complete application:

• Completed Township of South Stormont Telecommunications/Cell Tower application form;
• Payment of the application fee as per the most current Fees and Charges By-law;
• Detailed site plan showing the subject property, property lines, existing and proposed buildings, setbacks, and access;
• Facility/tower design (civil design);
• Planning justification report or written explanation of the telecommunications tower proposal, i.e., a site selection/justification report;
• Any additional documents or studies as required by the Township, or as indicated in the Township’s most current application form. 

All correspondence and materials submitted to the Township are to be submitted to the Director of Planning and Building or their designate.

Public Consultation

Upon receipt of a complete application, the Township will assist proponents with public consultation. This includes provision of mailing addresses for properties within the required circulation radius specified by CPC-2-0-03. The prescribed radius for this notice shall be three (3) times the height of the tower. As per CPC-2-0-03, the height is measured from the lowest ground level at base, including the foundation, to the tallest point of the antenna system. The Township will advise of any other agencies or organizations that should be included in the public notice, based on local context.

The proponent shall proceed with notice by mail to all addresses identified within the circulation radius. The proponent shall also provide public notice via local newspapers. All federal requirements for information to be included in the public notice shall be followed. The Township of South Stormont is a census subdivision subject to the official language consultation requirements of Section 4.4 of CPC 2-0-03.

The proponent shall provide a minimum of 30 days for written public comment.

Once the public consultation period has concluded, the proponent shall provide the Township with a consultation summary. The consultation summary should include any written or oral comments received through the consultation process, and the proponent’s response to all written comments.

Statement of Concurrence 

Upon satisfactory completion of the public notice and consultation, the Director or their designate shall issue a written letter of concurrence to the proponent for the project. Provision of a letter of concurrence shall consider the land use compatibility of the proposal, review of the subject lands, location preferences, comments from residents, and the proponent’s adherence with this protocol.

A letter of concurrence will be provided if the Township has not identified any concerns or land use compatibility issues, and if the Township has no objections to the proposal. The letter of concurrence will identify whether ISED consultation requirements have been met, and any Township comments on the proposal.

If a proposal is unable to be supported, a letter of non-concurrence will be provided and will identify the reasons the proposal is unable to be supported.

A file shall be deemed closed upon provision of a letter of concurrence.

Signs By-law

Site Plan Control By-law

Tree Canopy and Natural Vegetation Policy

Approved By: Council

Department: Planning/Economic Development

Approval Date: February 9, 2019

Effective Date: February 9, 2019

Introduction

Section 270(1)(7) of the Municipal Act (2001) requires municipalities to adopt and maintain policies with respect to the manner in which a municipality will protect and enhance the tree canopy and natural vegetation within the municipality. In addition to fulfilling its legislative requirements, the Township recognizes the benefits that a healthy tree canopy and natural vegetation can have including:

• Reducing air pollution;
• Improving water quality;
• Providing habitat for flora and fauna;
•  Mitigation against of erosion and subsidence; and,
• Providing public amenity and increasing property values.

To that end, the Township of South Stormont has developed the following statement of policy regarding the protection and enhancement of the Township’s tree canopy and natural vegetation. In addition to promoting the enhancement and protection of the Township’s tree canopy and natural vegetation, this policy is intended to supplement and assist with the implementation of existing Official Plan policies as they relate, but are not limited to; Significant Woodlands (OP Section 5.5.4); Environmental Approvals (OP Section 3.5.1.9); and, Open Space, the Natural Environment and Natural Heritage Features (OP Section 3.5.2.8).

Applicability

This policy applies to all lands within the Township of South Stormont. 

It is the intent that this policy statement shall constitute the tree canopy and natural vegetation policy for the Township. Nothing in this policy is intended to conflict with existing standards or policies of the Township, and this policy does not take priority over any by-laws, plans, resolutions, or agreements passed by Council pursuant to the Municipal Act or Planning Act. 

Nothing in this policy is intended to restrict normal farm practices as defined by the Normal Farm Practices Protection Act, including agroforestry.

Goals

The goals of this policy are to:

• Reduce the unwarranted loss of trees and natural vegetation in the Township and seek opportunities to increase tree coverage and supplement natural vegetation, where possible;
• Improve data collection and implement regular monitoring of tree coverage and natural vegetation;
• Encourage the conservation of trees and natural vegetation through Planning Act approvals; and,
• Encourage the implementation of best practices as they relate to managing, conserving, and enhancing the tree canopy and natural vegetation in the Township.

Policies

Based on the above-noted goals, the following policies shall apply to tree canopy and natural vegetation within the Township of South Stormont.

Goal 1:       

Reduce the unwarranted loss of tree coverage in the Township and seek opportunities to increase tree coverage and natural vegetation, where possible.

• Support, and participate where possible, in tree planting efforts by conservation authorities and other organizations or private enterprise.
• Where appropriate, and within financial capability, continue to acquire, through land purchase/dedications, conservation easements, and donations, woodlands, wetlands, and other natural heritage areas and features, and employ best practices in their maintenance.
• Maintain departmental, individual and associated roles and responsibilities for the management of Township-owned areas of woodlands and other natural areas.
•  Encourage and support collaborative initiatives between the Township, developers, farmers, public/private agencies and general public that seek to preserve and enhance the tree canopy and natural vegetation.

Goal 2:       

Improve data collection on tree canopy and natural vegetation and implement regular monitoring of tree coverage.

• Assist and support with monitoring and reporting on tree coverage and natural vegetation throughout the Township on a regular basis.
• Contribute to the development and implementation of a region-wide natural heritage study, including mapping and land use policies.
• Partner with local conservation authorities, the United Counties of SDG, other local municipalities, and the Province to share and improve data on tree canopy and natural vegetation.

Goal 3:

Encourage the conservation of trees and natural vegetation through Planning Act approvals.

• Ensure that the Official Plan and any local secondary plans maintain current and appropriate policies addressing tree canopy and natural vegetation.
• Encourage the retention of mature trees and natural vegetation, and the planting of native tree species when reviewing applications under the Planning Act.
•  Explore opportunities to develop design guidelines, municipal standards, and other guidance documents that address the maintenance and enhancement of tree canopy and natural vegetation.

Goal 4:

Encourage the implementation of best practices as it relates to managing, conserving, and enhancing the tree canopy and natural vegetation in the Township.

• Encourage best practices in the maintenance of tree canopy and natural vegetation through resource and information-sharing on the Township website, pamphlets, newsletters, and other publications.
•  Participate in professional associations and/or develop professional relationships with other municipalities to share forest management best practices.
• Explore the development and implementation of municipal staff training to enhance awareness of tree health and of proper tree protection practices during construction and maintenance activities.

Discharge of Firearms and Bows

Accountability and Transparency Policy

Approved By: Council

Department: Corporate Services

Approval Date: September 6, 2017

Effective Date: September 6, 2017

Purpose

The Municipal Act, 2001 (the Act) requires that all municipalities adopt and maintain a policy with respect to the manner that the municipality will ensure that it is accountable to the public for its actions, and the manner in which the municipality will ensure that its actions are transparent to the public.  The purpose of this policy is to provide guidance for the delivery of the municipality’s activities and services in accordance with the principles as outlined herein.  

Definitions

Accountability:  The principle that the municipality will be responsible to its stakeholders for decisions made and policies implemented, as well as its actions and inactions.

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 to the public.

Policy Statement

Council of the Corporation of the Township of South Stormont acknowledges that it is responsible to provide good government for its stakeholders in an accountable and transparent manner by:

• Encouraging public access and participation to ensure that decision making is responsive to the needs of its constituents and receptive to their opinions;
• Delivering high quality service to it’s citizens;
• Promoting the efficient use of public resources;
• Ethical and accountable conduct of municipal operations;
• Timely response to inquiries, concerns and complaints; and
• Accessible and easy access to municipal information aligned with legislative requirements.

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 that will be open, visible and transparent to the public.

Policy Guidance

This policy is guided by the following categories:

• Legislative Requirements;
• Financial Accountability, Oversight and Reporting;
• Internal Governance;
• Public Participation and Information Sharing; and
• Council’s Accountability Framework.

The principles of accountability and transparency shall apply equally to the political process, decision making and to the administrative management of the municipality.

Legislative Requirements

The Township is accountable and transparent to fulfilling various legislative responsibilities and disclosure of information. The following legislation governs how the Township conducts business in a pubic, accountable and transparent manner:

• Public Sector and MPP Accountability and Transparency Act;
• Occupational Health and Safety Act;
• Municipal Act;
• Municipal Conflict of Interest Act;
• Municipal Freedom of Information and Protection of Privacy Act;
• Provincial Offences Act; and
• Public Salary Disclosure Act.

Financial Accountability, Oversight and Reporting

The municipality will be open, accountable and transparent to its stakeholders in its financial dealings as required under the Act.  Some examples of how the municipality provides such accountability and transparency are as follows:

• Internal/External Audit
• Reporting/Statements
• Long Term Financial Planning
• Asset Management
• Procurement Policy
• Sale of Land Policy
• Budget Process
• Municipal Performance Measures Program (MPMP)

Internal Governance

• The Township’s administrative practices ensure specific accountability on the part of its employees and Council members through the following initiatives:
• Code of Conduct for Council Members
• Human Resource Policy and related procedures
• Workplace Violence and Harassment
• Performance Management and Evaluation
• Orientation/Continuing Education
• Health and Safety
• Compensation/Benefits
• Responsibility for ensuring that administrative practices and procedures recognize Council’s commitment to accountability and transparency

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 as required under the Act, and members of the public will have an opportunity to make delegations or comments in writing, as provided for, on specific items at these meetings.  In addition, the municipality has adopted policies that ensure that participation by the public can be meaningful and effective, through timely disclosure of information by various means including print media, website, social media; etc. 

Some examples include:

• Request for Information
• Procedural By-law
• Strategic Plan(s)
• Delegation Rules
• Records Management Program
• Planning Processes
• Public Notice Policy  
• Publication of Agendas and Minutes

Council’s Accountability and Framework

Council is accountable and transparent through the appointment of an Integrity Commissioner and the implementation of additional policies and practices:

• Council Code of Conduct
• Council Reimbursement Policy
• Delegation of Authority
• Integrity Commissioner Annual Report, if appointed  

Customer Feedback Policy

Approved By: Council

Department: Corporate Services

Approval Date: December 16, 2015

Effective Date: December 16, 2015

Policy

Integrity is the foundation of public service and our shared values supports this in the Township‘s Strategic Plan. As Township employees, we are proud to perform our work with: Transparency, Impartiality, Respect and Accountability.

Objective

What guides the Township in its customer feedback handling? 

• Customer-focus: We are committed to continuous improvement in service delivery.  

• Accountability: Complaints are handled in a fair, respectful and transparent manner, as quickly as possible.  

• Responsiveness: Feedback is tracked and the Complainant is informed of each step.  

• Accessibility: Information on how to submit a complaint is easily found on southstormont.ca and through other Township outreach mechanisms.  

• Simplicity: The process must be simple to understand and easy to use. Complainants are guided on what to include in the complaint. 

• Confidentiality: Complaints will be dealt with in a confidential manner in accordance with Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). Information will be collected, used and disclosed in accordance with the Act.

The feedback process will not deal with:

• Anonymous complaints. The complainant will be referred to the proper forum.

Early and informal resolution is encouraged.  Staff must have clear delegation and authority to resolve complaints in an informal manner at first contact, without the necessity of engaging a formal process.

Procedure

All complaints, concerns and requests should be directed to Town Hall. They are accepted in person, via telephone regular mail and email and are logged in to the Township’s complaint / request tracking system. Formal complaints should be in writing. A form will be provided and available on the website as well as in alternative formats. The following information shall be included:

•  Details of what happened.

• Where did this happen? Is it within the Township’s areas of responsibility?

•  When?

• Who was involved? 

•  What was said or done?

• What kind of resolution is being sought? 

• Contact details of the Complainant. 

“Complaint Owners”:  Directors, or designates, are “Complaint Owners”.
Response Times

Complainants should receive an acknowledgement within 3 business days and assigned a tracking number. The Complaint Owner should be identified and the Complainant should be given the Complaint Owner’s contact information, as part of this acknowledgement.  

A final response or update within 20 business days, barring exceptional circumstances, is expected. Complaints may be prioritized, depending on the circumstances. The Complainant is to be notified of timelines.  

Actioning Feedback Contact (Email)

• Complaint for another department

If a complaint was received by your department in error and it should be handled by another Township department, forward the email to the appropriate Director. Advise the complainant that you have forwarded their complaint, and provide them the name of the forwarded department.

•  Information request not a complaint

If an email received is not a complaint, but rather a request for information, departments should first verify if the information is available on the Township website.     

If the information is available online, departments can direct the requester to the correct webpage.  If the information is not available online, departments will respond or update within 10 business days.

• Standard complaint

• • Acknowledgement of receipt (3 business days).

  • Complaint Owner is identified and a tracking number is provided to the Complainant. This is automatically generated once the complainant has submitted a complaint.  

Complaint assessment

• • • The Complainant may be contacted to clarify the complaint. The complaint may be terminated at this point if a resolution is mutually determined, if it is a duplicate, not a complaint, or is frivolous or vexatious.

Investigation of complaint

• • •  Coordinated by the Complaint Owner. Define the subject matter and develop an investigation plan. Consult with staff, summarize findings and identify action to resolve the complaint. The Complainant should be notified of the approximate length of time the investigation should take.

Complaint response; this needs to include:

• • • Setting out the complaint.

    • Detailing how the investigation was conducted.

    • Summarizing the facts.

    • Outlining the findings.    

    • Suggesting appropriate resolution along with the rationale supporting the proposed resolution. 

Resolutions may include an explanation, apology, reconsideration, recommendation for reimbursement, restitution and/or change in policy - all are possible remedies.

Communication of the decision

• • • Providing the Complainant with the response.

    • Identifying next steps/appeal; review by the Chief Administrative Officer (CAO). 

Complaint closed.

Monitoring and Reporting Out

The complaint needs to be tracked from its initial receipt to its resolution. All complaint records will be kept securely and in accordance with corporate policy requirements and legislative responsibilities.  

The complaint records will be needed for regular future review and analysis so as to capture recurring issues and improve customer service and satisfaction. Annually the number of complaints, type of complaints, number of resolved complaints, etc. should be reported by the Complaint Owner.  

Until a permanent online complaint system is implemented, each Complaint Owner should ensure review the complaint / request tracking spreadsheet on a weekly basis to ensure that a record of the action requested is saved in case of escalation to the CAO or to the provincial Ombudsman.

Delegation of Powers and Duties Policy

Approved By: Council

Department: Corporate Services

Approval Date: September 6, 2017

Effective Date: September 6, 2017

Purpose/Application

The Municipal Act, 2001 (the Act) requires that all municipalities adopt and maintain a policy with respect to the delegation of Council’s legislative and administrative authority. The purpose of this policy is to set out the scope of the powers and duties that Council may delegate its legislative and administrative authority and to establish principals governing such delegation. This policy applies to Council, Committees of Council and employees. 

Definitions

Legislative Powers – Includes all matters where council acts in a legislative or quasi judicial function including enacting by-laws, setting policies and exercising decision making authority.

Administrative Powers – Includes all matters required for the management of the corporation that do not involve discretionary decision making. 

Policy Statement

The Council of the Corporation of the Township of South Stormont, as duly elected municipal government, is directly accountable to its constituents for its legislative decision making, policies and administrative functions. Council’s decisions are generally expressed by by-law or resolution of Council carried by a majority vote. The efficient management of the municipal corporation and the need to respond to issues in a timely fashion require Council to delegate certain powers and duties to committees and employees while concurrently maintaining accountability that can be effectively accomplished through the delegation of legislative and administrative functions. Council authority will be delegated within the context set out in the Act and will respect the applicable restrictions outlined in the Act. 

Policy Requirements

• All delegation of Council powers, duties or functions shall be effected by by-law and reviewed every term of Council. 
• Unless a power, duty or function of Council has been expressly delegated by by-law, all of the powers, duties and functions shall remain with Council.
• A delegation of power, a duty or function under any by-law to any employee includes a delegation to a person who is appointed by the Chief Administrative Officer (CAO) or to a person selected from time to time by the delegate to act in the capacity of the delegate’s absence. Authority delegated to a designate shall be done in writing and signed.
• Subject to section 4, a person to whom power, a duty or function has been delegated by by-law has no authority to further delegate to another person any power, duty or function that has been delegated, unless such sub-delegation is expressly permitted.
• Legislative matters may be delegated by Council where they are minor in nature or where Council has explicitly provided for the terms and conditions under which the power shall be exercised and must take into account the limitations set out in the Act.
• Administrative matters may generally be delegated to employees subject to the conditions set out in the delegation and in this policy and must take into account the limitations set out in the Act. 
• In exercising any delegated power, the delegate shall ensure the following:
  • any expenditure related to the matter shall comply with the procurement policy and budget approvals;
  • the scope of the delegated authority shall not be exceeded by the delegate;
  • where required by the specific delegated authority, reports shall be submitted to Council advising of the exercise of a delegated power and confirming compliance with the delegated authority and this policy; and
  • delegates shall ensure the consistent and equitable application of Township policies and guidelines. 

Policy Limitations

In accordance with the Municipal Act, Council is not authorized to delegate any of the following powers and duties:

• Appointing and removing statutory officers;
• Adopting and amending by-laws with respect to taxation matters pursuant to Parts VII, IX and X of the Municipal Act;
• Incorporating corporations;
• Adopting or amending official plans and zoning by-laws pursuant to the Planning Act;
• Adopting and amending by-laws with respect to small business counselling and the relief and assistance to persons for the municipal capital facilities;
• Adopting community improvement plans; and
• Other specific prescribed power.

Electronic and Digital Signature Policy

Approved By: Council

Department: Corporate Services

Approval Date: August 12, 2020

Effective Date: August 12, 2020

Policy Statement

The Township of South Stormont is committed to providing excellent customer service. With the use of digital and electronic signatures, residents will receive better service and Township staff will achieve efficiencies that allow for cost savings and increased human resource capabilities. 

Purpose

• This policy will provide guidance on when a digital signature or electronic signature is considered official and acceptable by the Township of South Stormont.
• This policy will expedite workflow processes, reduce recordkeeping requirements and improve customer service.

Scope

• This policy shall apply to all administrative documents for each department within the Township of South Stormont.
• This policy shall apply to all corporate documents produced by or for each department to confirm, authorize or execute decisions made by Council or its appointed boards and committees.
• All electronic submissions received are subject to the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA)
• This policy does not apply to commissioned documents or any forms submitted in accordance with the Municipal Elections Act. In addition, this policy does not apply to Township by-laws or Council meeting minutes.

Objectives

The Digital and Electronic Signature Policy will allow both residents and Township staff the opportunity to enhance service delivery while reducing costs, paper use and staff time. 

Policy

• Electronic signature use is not mandatory, and no person shall be compelled or required to transact using electronic or digital signatures. Where a traditional signature is requested, the Township shall consent.
• The Township of South Stormont may permit and accept the use of electronic or digital signatures at its discretion.
• All Directors may, at their discretion, accept electronic submission of documents bearing electronic signatures.
• The way documents with electronic signatures are received must be reliable for the purpose of identifying the person and shall be accepted or declined at the discretion of the responsible Director.
• No person, through the transmission of an electronic submission bearing an electronic signature, shall represent themselves in a way that is false or misleading. Where a Director believes that a misrepresentation has occurred, the submission shall not be processed.
• Acknowledgment or confirmation of receipt from the Township of South Stormont is not required in conjunction with an electronic submission. However, it is the sole responsibility of the person transmitting an electronic submission to ensure that the submission has been received.
• The Township may require a digital signature certificate that is valid at the time when the document is digitally signed for any document at the Township’s sole discretion.
• The Township shall require a digital signature certificate for all agreements with a monetary value greater than $100,000. When required for use, the certificate must be readable by any person or entity who is entitled to have access to the digital signature certificate.
• The assignment of appropriate records retention and disposition of electronic submissions shall be managed in accordance with the Township’s Records Management Program, including, but not limited to its policies, procedures and by-laws in force and effect.

Monitoring and Compliance

• Directors and the CAO are responsible for ensuring compliance with the Digital and Electronic Signature Policy. In cases of policy violation, the Township may investigate and determine appropriate corrective action.
• The Director of Corporate Services/Clerk shall undertake periodic reviews of the policy and make recommendations should they be required.

Authority and Related Polices

Legislated Requirements:

• Electronic Commerce Act, 2000
• Municipal Freedom of Information and Protection of Privacy Act, RSO, 1990
• Municipal Elections Act, 1996
• Municipal Act, 2001

Related Policies:

• Records Management Policy
• Records and Information Management Procedures
• Document / Digital Imaging

Definitions

• Council: Council of the Township of South Stormont
• Certificate: A certificate or digital signature certificate is a unique, digitally signed document which authoritatively identified the identity of an individual or organization.
• Director: the appointed head of each department or their designate as identified in the Township of South Stormont organizational chart of through delegation.
• Digital Signature: a type of electronic signature in which reliability characteristics have been reinforced with cryptography to augment document reliability.
• Electronic Submission: refers to a document submitted electronically, including but not limited to email, web form, facsimile or external device (i.e. CD, hard drive)
• Electronic Signature: refers to symbols or other data in digital form included with an electronic submission as verification of the sender’s intent to sign. Electronic signatures include, but are not limited to:
  • a typed name at the end of an email;
  • a typed name on an electronic form of document;
  • an image of a handwritten signature on an electronic submission;
  • a personal identification number (PIN);
  • clicking “agree” or “disagree” within an online platform;
  • a handwritten but digitally captured signature made on a touch device, such as a tablet or smartphone; and a digital signature captured through a digital certificate.

Keywords

Digital signature

Electronic signature

Electronic submission

Contact

For more information on this policy, contact:

Director of Corporate Services/Clerk

Township of South Stormont

P.O. Box 84, 2 Mille Roches Road

Long Sault, Ontario, K0C 1P0

613-534-8889, Ext. 201

Mobile Device Usage Policy

Approved By: Council

Department: Corporate Services

Approval Date: July 13, 2022

Effective Date: July 13, 2022

Policy Statement

The Township of South Stormont provides Township employees and members of Council with access to necessary mobile device technology to effectively undertake their roles within framework that protects Township data and network security.

Purpose

The policy is intended to support municipal duties with mobile technology. This policy will also:

• enhance corporate data and network security;
• reduce and protect against possible legal and other exposures related to using the Township's Mobile Devices; and
• improve management and control of mobility costs.

Scope

The policy applies to all Township employees and members of Council who are authorized to have a Corporate-issued Mobile Device.

Definitions

“App” means an application, especially as downloaded by a user to a mobile device.

“Corporate-issued Mobile device” means a device owned by the Township and issued to eligible employees or members of Council for the purpose of conducting Township business.

“Mobile Device” includes Corporate tablets and laptops, Corporate-issued Mobile Devices.

“Mobile Device Management” (MDM) means a software system that enables the Township's Corporate Services department to manage Mobile Devices connected to the Township's network. Functionality includes provisioning, securing, monitoring and the ability to remotely wipe Corporate-issued Mobile Devices.

General

The Mobile Device Use Policy sets out broad principals and establishes expected standards of behavior when using Mobile Devices and mobile device access provided by the Township. 

The Township, through the Records Management Program is committed to establishing and maintaining record keeping practices that meet its legislative, accountability and business obligations. Employees and members of Council are responsible for complying with the provisions of the Corporate Records Management Policy. For clarification, a record is information however recorded, in textual, numeric, graphic, video, audio or electronic, etc.

Employees eligible for a Corporate-issued Mobile Device must sign the necessary Acknowledgement Form, being Schedule ”A” to this policy and meet the following criteria:

• spend part of their time working away from their main workspace (office);
• job duties are in public safety, requiring immediate or emergency response;
• job duties support round the clock business infrastructure and systems;
• job duties are required to respond promptly to urgent business-related email or communication needs; or
• other reason — where a business case has been approved by the CAO

Approved employees or Members of Council, who have signed the necessary acknowledgement form, will be provided a Corporate-issued Mobile Device.

Responsibility

Mayor and Council are responsible to:

• reinforce and support Mobile Device Usage Policy among members of Council.

The Chief Administrative Officer (CAO) is responsible to:

• ensure all Directors are aware of this policy and of subsequent revisions.
• ensure compliance with these procedures and executing any necessary disciplinary measures.

Department Directors are responsible to:

• Ensure employees with Corporate-issued Mobile Devices are trained and aware of provisions of the Mobile Device Usage Polices and subsequent revisions.

Employees and members of Council are responsible to:

• Read and understanding all training material provided to them, including updates as they are provided.
• Ensure they have followed the appropriate approval and request procedures when travelling out of country with a Mobile Device.
• Take reasonable precautions to ensure Mobile Devices are not lost, stolen or damaged.

The Corporate Services department is responsible to:

• Provide accurate, timely and available training material to Mobile Device users.
• Provide timely Mobile Device support via the Help Desk ticketing system.
• Wipe and/or locking lost, stolen or otherwise compromised Mobile Devices that have been reported.
• Coordinate the purchase of Mobile Devices, associated accessories and assisting with the activation of mobile plans on new Corporate-issued Mobile Devices.

Security

• All Mobile Devices will be licenced with the Township of South Stormont MDM system regardless of the intended use of the device.
• All Mobile Devices that access the Township’s network or are used to store Township data (including email), must be protected by using a password that meets the provisions of the Township’s Password Policy.
• Employees or members of Council will immediately notify Corporate Services and their respective Director if their Mobile Device is lost, stolen or is believed to have had its security compromised in any way.
• The MDM software, including any apps it may install, must not be removed from the Mobile Device.
• Employees and members of Council are strictly prohibited from “jail breaking”, “rooting” or performing any other changes that disables or modifies the hardware and operating system restrictions inherent of Mobile Devices.
• Users with Mobile Devices outfitted with fingerprint readers, facial recognition or other similar option may be permitted to register this feature. Management reserves the right to remove this element if it is proven to be an unacceptable security risk.
• The CAO, with input from Corporate Services, reserves the right to disconnect any Mobile Device from the Township system.
• Corporate Services, following consultation with the CAO, will wipe any Mobile Device that is lost, stolen or is found to be in non-compliance with this policy.
• Unless otherwise approved by the CAO, all Mobile Devices must be returned to Corporate Services on termination / resignation / retirement, during periods of short / long term disability, during any other extended period of absence from work, or if requested to do so.
• End of life Corporate-issued Mobile Devices will be wiped and destroyed as provided in the Township's Information Technology procedures.

Supported Devices

The Township’s Corporate Services Department will maintain a list of sanctioned Corporate-issued Mobile Devices.

Data Management and Roaming for Corporate-Issued Mobile Devices

Corporate-issued Mobile Devices will be set up with the Township’s standard voice, text and data plan. This plan may change without notice, as approved by the CAO.

Employees and members of Council who wish to travel outside of Canada with their Corporate-issued Mobile Device (roaming) must:

• Obtain authorization, in writing, from the CAO at least 10 business days prior to the travel date.
• Upon approval of the CAO, arrange a roaming package through the Finance Department, that is required for the travel location and timeframe.

Software on Corporate-Issued Mobile Devices

Users may install Apps on their Corporate-issued Mobile Device without the intervention of Corporate Services, providing the following criteria are met:

• The App is not known to cause an unacceptable security risk, as determined by Corporate Services.
• The App does not cause degradation in the performance of the Mobile device, as determined by Corporate Services.
• The App is installed from approved sources, i.e. Apple App store, Google Play store.

Reimbursement

• At the discretion of the CAO and in conjunction with the Corporate Services and Finance departments, failure to properly monitor and manage voice, text and data usage may result in the employs or member of Council to be financially responsible for covering costs above the Township’s standard Mobile Device plan costs.
• Employees and members of Council may be personally responsible for replacing lost, stolen or damaged Corporate-issued Mobile Devices, if reasonable care was not exercised.
• The Township reserves the right to collect the costs through standard invoicing and collection and/or payroll deductions for charges exceeding authorized use.
• Reimbursement amounts are subject to change, pending reviews of corporate Mobile Device Plans.

Confidentiality

The Township is legally required to abide with certain confidentiality requirements and access procedures relating to records in the Township's custody or under its control. The requirements and procedures are set out in the Municipal Freedom of Information and Protection of Privacy Act. The records to which the Act related include all material stored on Township and/or other maintained systems. Employees and members of Council shall take all reasonable precautions to ensure compliance with the Act.

Before disclosing sensitive, confidential or proprietary information to third parties, by any means, employees and members of Council must seek authorization from their Director or the CAO.

Compliance

Employees and members of Council must comply with the guidelines contained with the Mobile Device Usage Policy and acknowledge receipt and understanding of this policy by endorsement of the Policy Acknowledgement Statement.

Failure to comply with the Township’s Mobile Device Policy may lead to legal, punitive or corrective action up to and including termination of employment and corrective prosecution.

Municipal Elections Recount Policy

Approved By: Council

Department: Corporate Services

Approval Date: March 28, 2018

Effective Date: March 28, 2018

Policy Statement

The Township of South Stormont recognizes that elections conducted with integrity are fundamental to our democratic society. The results of an election must instill confidence among candidates, electors and administrators and accurately reflect the votes cast. Where questions exist to the accuracy of the results, a recount will provide certainty that the results are correct.

Purpose

The purpose of this policy is to establish criteria that will require the completion of an automatic recount in accordance with Section 56(1.1) of the Municipal Elections Act, 1996 (Act), as amended.

Authority

A recount under Sections 56, 57, or 58 of the Act, shall be conducted in the same manner as the original count as per Section 60 (1) unless ordered otherwise by a Judge under Section 60 (3).

The Act now provides the Clerk with the authority to adopt a policy by May 1 of an election year to define circumstances under which a recount would be conducted other than those listed above.

Policy

If the number of votes separating candidates from winning an office is a variance of one of the following:

• ten (10) votes or less; or
• 1% of voters who have cast their votes for the office, whichever is the lesser amount.

The Clerk shall hold a recount of the votes for the candidate(s) in question.

Procedures for the recount process will be in accordance with Schedule “A” to this policy. These procedures may be amended from time to time pending procedural reviews and/or legislative amendments. 

Schedule “A” to Recount Policy

Recount Procedures

Examples are provided below to further explain the difference of 10 votes or 1% of voters who have voted, being the Recount Policy provided above:

Example 1:

Candidate A: 500 votes cast

Candidate B: 511 votes cast

Candidate C: 550 votes cast

Votes cast (A & B): 1011

Difference between Candidate A & B is 11 votes and 1% of difference separating Candidates is 1.09%, so no recount.

Example 2:

Candidate A: 500 votes cast

Candidate B: 509 votes cast

Candidate C: 550 votes cast

Votes cast (A&B): 1009

Difference between Candidate A & B is 9 and 1% of difference separating Candidates is 0.9%, so it is appropriate for a recount.

Example 3:

Candidate A: 444 votes cast

Candidate B: 436 votes cast

Votes Cast: 880

Difference between Candidate A & B is 8, and 1% of difference separating Candidates is 0.91%, so it is appropriate for a recount.

Example 4:

Candidate A: 495 votes cast

Candidate B: 504 votes cast

Votes Cast: 999

Difference between Candidate A & B is 9 and 1% of difference separating Candidates is 0.90%, so it is appropriate for a recount.

Legislative Requirements for Recounts:

A recount under Sections 56, 57, or 58 of the Act, shall be conducted in the same manner as the original count whether manually or by vote-counting equipment.

A recount would be required when:

• there is a tie vote where both or all candidates cannot be declared elected (Automatic);
• by resolution of Council (for Council offices);
• by resolution of local board (for offices on a local board);
• by order of the Minister (for questions submitted by the Minister);
• by order of the Superior Court of Justice.

Costs of Recount (s.7(3), 7(4))

The costs incurred by the Clerk to conduct a recount are to be paid by the Municipality. Any expenses incurred by a candidate will be the responsibility of the candidate i.e.: legal counsel in attendance on behalf of the candidate.

Who Conducts Recount (s.56)

The Clerk conducts all recounts for elections for which he or she is responsible except recounts conducted by the Superior Court of Justice upon appeal.

Tied Vote Recount (s.56)

Where there is a tied vote for the election of a candidate to an office and both or all of the candidates cannot be declared elected, the Clerk must hold a recount within 15 days after the declaration required by s.55(4)a)b) of the results of the election.

Council, Local/School Board or Minister Request for Recount (s.57)

Within 30 days after the Clerk’s declaration of the results under s.55(4), a Council, local/school board may pass a resolution or, the Minister may make an order requiring a recount.

The recount is to be held within 15 days after the resolution is passed or the order is made. The resolution for a recount must be passed no later than Wednesday November 21, 2018. An order of the Minister must be made within the same time frame. The incoming council or local board is no longer able to make a decision on a recount.

Application to Superior Court of Justice (s.58)

A person who is entitled to vote in an election and who has reasonable grounds for believing the election results to be in doubt may apply to the Superior Court of Justice for an order directing the Clerk to hold a recount.

The application must be commenced within 30 days after the Clerk’s official declaration of the results under s.55(4).  The court, if satisfied there are sufficient grounds, shall make an order requiring the Clerk to hold a recount. The recount is to be held within 15 days after the Clerk receives a copy of the order.

Votes for Candidates to be included in a Recount (s.56, 59)

The votes to be included in the recount are as follows:

• In a recount for a tied vote, the votes cast for candidates who are tied.
• In a recount being conducted under the authority of a council or local board resolution, the votes cast for candidates named in the resolution (all or specified candidates).
• In a recount being conducted under the authority of a court order, the votes cast for candidates named in the order (all or specified candidates).

The Clerk may include the votes for any other candidate for the same office. The practical application of this provision would be for the Clerk to include any candidate whose vote total was, in the Clerk’s opinion, close enough to possibly be affected by the recount.

Persons entitled to be Present at a Recount (s.61)

• the Clerk and any other election official appointed for the recount;
• every certified candidate for the office involved;
• the applicant, if any, who applied for the recount under s.58;
• legal counsel for any of the above;
• each certified candidate for the office involved or an applicant may appoint a scrutineer for the recount.

Notification of Recount (s.56, 57, 58 and O. Reg. 101/97)

The Clerk shall give notice of the recount date, time and place on “Notice of Recount” Form to the following:

• all certified candidates for the office which is the subject of the recount;
• where a resolution is involved, the Council or local/school board which passed the resolution;
• the Minister when an order has been made;
• the applicant in the case of a court order;
• notice of recount will be given by registered mail or personal service.

Process at Recount (s.61, 62)

The recount process shall follow the same process as used in the election and the count must be conducted in the same manner as the original count, unless otherwise ordered by a judge who issued an order for a recount.

Once the recount process has commenced, it must continue to completion. Upon completion of the recount, the Clerk will announce the results of the recount. Persons authorized to attend the recount may also be at the announcement of the results of the recount.

Unless an application has been made for a judicial recount, the Clerk, on the 16th day after the recount is completed, will declare the successful candidate or candidates elected or will declare the result of the vote.

Recount Procedures - Tie Vote

• In the case of a tie vote, as provided under Section 56 of the Act, the Clerk of the Municipality shall conduct a recount of the votes cast in the same manner, being internet and paper ballots via tabulator.   
• Pursuant to Subsection 56(2) of the Act, the recount shall be held within fifteen (15) days after the Clerk’s declaration of the results of the election, and therefore the recount shall occur on or before 12:00 noon on November 17, 2018 at the Municipal Administration Office. 
•  Pursuant to Subsection 61(1) of the Act, the following persons will be authorized to attend the recount:
  • The Clerk and any other election official appointed for the recount.
  • Every certified candidate for the office.
  • The applicant, in the case of a recount ordered under section 58.
  • For each person referred to in paragraphs 2 and 3, a lawyer, and one scrutineer for each recount station established by the Clerk.
• At 12:00 noon on November 17, 2018 the Clerk shall request Intelivote Systems Inc. to re-tabulate the results for the office(s) that are subject to the recount procedure. Intelivote Systems Inc. shall send the results of the recount by facsimile transmission and/or by electronic mail (E-mail) and these results will be compared to the results tabulated by the Auditor assigned to the election.
• At 12:00 noon on November 17, 2018 the Clerk shall commence the re-tabulation of the paper ballots with the same equipment for the office(s) that are applicable.  and these results will be compared to the results tabulated by the Auditor assigned to the election
• Upon receipt of the final results of the recount, the Clerk shall announce the results of the recount and in the event of a tied vote, Subsection 62(3) of the Act shall apply, being as follows:

“If the recount indicates that two or more candidates who cannot both or all be declared elected to an office have received the same number of votes, the Clerk shall choose the successful candidate or candidates by lot”.

• In the event that a tied vote occurs after the statutory recount, the following procedure shall be used and applied:
  • The Clerk shall determine the texture and quality of the paper used for this process and each individual present will have an opportunity of examining the paper to be used to inscribed the names of the candidates;
  • The Clerk shall inscribe the name of each candidate(s) on a similar size paper and each individual present, without touching the paper, examine the same.  In addition, all persons present will have an opportunity of examining the box which will be used for conducting the lot;
  • Upon acceptance of all the candidates that the process outlined in paragraphs a) and b) have been adhered to, the Clerk shall fold the papers bearing each candidate’s name twice in two (2) equal parts and shall deposit these papers, in full view of all persons present and authorized to attend, in an open-end box that will be acceptable to all persons present.  In the event of a conflict or difference of opinion as to the selection of the box, the Clerk shall determine the box to be used for this process.
• Upon completion of this process, the Clerk shall hold the box and, without looking into the box, ensure that the contents has been displaced sufficiently and request the Municipal lawyer to draw only one (1) or the required number for the purpose of determining the successful  candidate(s).
• The Municipal Lawyer shall hand directly to the Clerk the selected and required number of papers and the Clerk shall read aloud the name of the candidate or candidates and proceed to declare this or these individuals elected.
• Once completed, the Municipal Lawyer shall remove the remaining contents from the box and provide an opportunity for all persons present to examine these slips of papers including the box.

Declaration by Clerk and Notice of Final Certified Results – s.62(4)

Unless an application has been made for a judicial recount, the Clerk on the 16th day after the recount is completed will declare the successful candidate or candidates elected by posting the “Declaration of Recount Results” form at the Municipal Office and on the website.  Such Declaration shall be sent to everyone previously given notice of the recount. 

Public Notice Policy

Approved by: Council

Department: Corporate Services

Approved Date: December 16, 2015

Effective Date: December 16, 2015

Records and Information Management Policy

Approved By: Council

Department: Corporate Services

Approval Date: March 3, 2025

Effective Date: March 3, 2025

Policy Statement

The Township of South Stormont (Township) creates, receives, and uses records and information, recognizing them as essential corporate assets that support effective decision-making, fulfil operational requirements, promote openness and transparency, safeguard legal, fiscal, and other interests of the Township, and comply with applicable legislative requirements.

Objectives

The purpose of this policy is to provide consistent standards and guiding actions for records and information management regardless of format or medium in accordance with the following seven principles:

• Accountability: the Township is responsible for maintaining accurate and complete records and information on their decisions and actions.
• Transparency: the Township operates in an open manner, making its records and information accessible to the public.
• Trustworthiness, integrity, and authenticity: records and information the Township keeps must be authentic, maintain their integrity and ensure reliability.
•  Access and availability: Township records and information should be easily accessible to authorized individuals, including Township employees and the public, as appropriate.
• Compliance: the Township must adhere to all relevant legislation, policies, procedures, and best practices related to records and information management.
• Security: sensitive and confidential records and information must be securely protected against unauthorized access, alteration, or destruction.
• Protection: the Township must protect its records and information from risks such as data breaches, physical damages, and other threats. 

Scope

This policy applies to: 

• Records and information in all formats within the Township’s custody and control, including active, inactive, permanent, and archival record holdings
• All Township employees, consultants, contractors, part-time employees, and volunteers who create and use records and information during the course of their duties for the Township

Records and information of the Mayor and members of Council that are created and used to carry out Township business.

Definitions

Records and Information: Any unit of information however recorded, whether in printed form, on film, by electronic means, or otherwise, and includes correspondence, memoranda, plans, maps, drawings, graphic works, photographs, film, microfilm, sound recordings, videotapes, machine readable records, an e-mail and any other documentary material regardless of physical form or characteristics, made or received in the course of the conduct of Township business.

Monitoring and Compliance

The Director of Corporate Services, or their designate, is responsible for the implementation, oversight, and administration of this policy.

In cases of policy violation, the Township may investigate and determine appropriate corrective action, as non-compliance may result in a breach of legislative requirements, leading to legal consequences for the individuals or the Township.

Records Retention By-law

South Stormont Student Bursary Policy

Approved By: Council

Department: Corporate Services

Approval Date: August 10, 2022

Effective Date: August 10, 2022

Policy Statement

The Township of South Stormont is committed to the success and educational perseverance of its student residents. The Township of South Stormont encourages involvement in athletics, arts, and culture, as well as commitment to local community contributions and school leadership.

Purpose

The purpose of this policy is to provide guidance on the bursary process supporting graduates pursuing post-secondary education.

Scope

This policy applies to all students selected to undertake studies funded by the Township of South Stormont through its Student Bursary Policy.

General Policy

The Township of South Stormont Student Bursary is an award valued at $1,000 and may be awarded annually to three (3) students who reside in South Stormont and is graduating from a local secondary school.

The recipient must meet the following criteria:

• The student must be graduating from Grade 12 and must provide proof of registration to a college, university, or other post-secondary institution in a full-time program in the fall of the current year, in any field of study that is a minimum of two years in length.
• The student must have demonstrated a passion for community leadership.
• The student must complete the application form, and submit accompanying documentation electronically, or in-person at the Township Office no later than April 30 of the current year.

The recipient must claim the Bursary award within the first year of post secondary studies. They must present the municipality with proof of full-time registration at a college or university before receiving the funds. 

The Bursary recipient will be chosen by a team of reviewers made up of two members of Council, and one member of senior management in accordance with the established criteria. The identify of the applicants will be concealed to support a fair and accountable process. The review committee will discuss and consider all applications received by the deadline date. The successful candidate will be    recommended to Council for approval. All decisions made by Council are considered final.

Municipal elected officials, Township staff and their immediate families are not eligible to participate in this Bursary program. Immediate family shall include: spouse, children, residents of the municipal official's household or any other person claimed as a dependent on the municipal official's tax return.

Questions regarding this scholarship program may be directed to Corporate Services.

Unopened Road Allowance Policy

Approved By: Council

Department: Corporate Services

Approval Date: May 25, 2022

Effective Date: May 25, 2022

Policy Intention

To regulate the use, alteration and other matters related to unopened road allowances.

Application and Purpose

The policy is intended to regulate the use of unopened road allowances. This policy will also:

• protect the Township from liability claims relating to unopened road allowances
• improve maintenance on road allowances; and
• provide access for agricultural and other appropriate uses and/or operations.

Scope

The policy applies to all unopened road allowances which may accommodate seasonal (summer) traffic, private access to a farm, house or vacant lands, logging access, access to aggregate resources, or may function as a trail or public access to a water body.

Notwithstanding the provisions of this policy, nothing shall fetter the absolute discretion of Council to deal with unopened road allowances on such terms as may be fixed by Council for purposes which it deems to be in the best interest of the Township.

Definitions

“Council” means the Council of the Township of South Stormont. 

“Unopened Road Allowance” means all road allowances located in the Township that were made by the Crown surveyors and all road allowances, highways, streets, lanes shown on a registered plan of subdivision that have not been opened and assumed for maintenance purposes by By-law of the Township. Unopened road allowances may include but are not limited to road allowances, highways, lanes, streets, to accommodate seasonal (summer) traffic, private access to a farm, house or vacant lands, logging access, access to aggregate resources, or may function as a trail or public access to a water body.

General

It is the general policy of the Township that road allowances or existing public right of ways that provide access to water will not be obstructed and will be kept in Township ownership for the following reasons:

• future transportation needs where warranted;
• public access where appropriate;
• protection of the environment including adjacent source waters; and to
• recognize and allow resolution of First Nation Treaty Rights.

From time to time the Township receives requests to privately occupy road allowances or existing public rights-of-way. The Municipal Act provides that Council may pass by-laws:

• to close any portion of an opened or unopened road allowance and convey ownership of all or some of the lands, or
• enter into an agreement to restrict public access to or allow for an encroachment on a road allowance.

Except for trails built and maintained by organizations such as the Ontario Federation of Snowmobile Clubs Association or the Ontario Federation of All Terrain Vehicles, or a similar type of organization, the Township will generally refuse to permit any person to open any unopened road allowance within the Township by way of a trail, driveway or road capable of being used by any motor vehicle whatsoever. The purpose of this policy is to protect the Township from liability claims by persons using unimproved unopened road allowances and from demands that such unopened road allowances be improved and maintained at the expense of general taxpayers.

The Township may consider permitting the opening of an unopened road allowance where the number of potential users warrants the expense of maintaining it, where such potential users are prepared to pay the cost of initially constructing a road to the same standard as similar publicly maintained roads located elsewhere in the Township and where an agreement is signed between the parties respecting the opening and maintenance of the road allowance.

If an unopened road allowance is adjacent to crop lands held in the same ownership, the adjacent land owner may use the unopened road allowance for the planting of their crops. The Township shall provide reasonable notice to remove any crops within the unopened road allowance in the circumstance that the Township needs to open or access the unopened road allowance. If feasible, the Township should notify the adjacent land owner of the requirement to use the unopened road allowance prior to planting.

• In the event that a group or individual requests the use of an unopened road allowance that runs between farmland held in the same ownership, and is under crop production, the group or individual making the requests must make their request in writing to the Clerk of the Township.
• Any request to use an unopened road allowance as described in 5.5.1 will be reasonably considered prior to the adjacent land owner planting crops within the unopened road allowance.

Application to use, alter or encroach a municipal road allowance

Application Criteria

Each application shall be received on the Township’s Application to Use, Alter or Encroach a Municipal Road Allowance application form. Further, each application is considered on a ‘case by case’ analysis on any road allowance based on the following criteria:

• No person shall erect a dock or any kind of structure on an unopened original road allowance owned by the Township.
• No person shall store any vehicle, boat, trailer etc. on an unopened original road allowance owned by the Township.
• No person shall perform any work, remove any trees, soil, or other material or erect upon or use any unopened original road allowance without specific approval from Council.
• Applications for permission to use or alter an unopened road allowance shall be submitted in writing. The Applicant must state the intended use, the applicant’s interest in the allowance, and be accompanied by an accurate location and description plan.
• The applicant shall be required to file a Letter of Credit (or cash) in connection with the work approved by the Township. The amount of the Letter of Credit will depend up on the work to be done and the circumstances of the area under consideration.

Application Conditions if Approved

If Council is in favour of permitting an applicant’s use of an unopened road allowance, the Township shall enter into a written agreement with the applicant which shall include the following terms:

• The applicant making the request shall pay all costs for the Township to process the submission as stipulated by Council. A cost estimate of the work to be completed by the applicant shall be approved by Council. It is understood that until the work is complete, actual costs are unknown; Council will consider the application based on the estimate of costs provided.
• A survey shall be required to confirm that the proposed use will not encroach on adjacent privately-owned lands.
• The applicant shall be required to prepare an outline of the work proposed to see if it is within the terms approved by Council.
• The applicant shall be required to carry liability insurance with respect to their use of the road and the Township must be added as an insured on such policies. The insurance company shall give an undertaking to the Township that the policy will not be cancelled on less than 30 days’ notice in writing to the Clerk of the Township. Cancellation of the insurance coverage without consent of Council shall constitute a breach of the agreement between the applicant and the Township and this By-law.
•  The applicant shall be required to post signs stating

‘Road not assumed by the municipality, use at your own risk.’

The applicant is responsible to replace signs which are removed or destroyed. Failure to replace when notified by the Township shall constitute a breach of the agreement and this By-law.

• The applicant shall be required to sign an agreement with the Township which shall:
  • outline the work to be required;
  • set out the security required by the Township;
  •  set out such additional matters that the Township may require.
• Any breach of the agreement to be signed between the Township and the applicant will entitle the Township to cancel the contract and terminate the privileges extended in the agreement.
• Permission to traverse over an unopened road allowance with farming equipment for farming purposes may, after investigation and approval by the Township, be granted by a permission letter as opposed to a formal agreement with the Township.

Application Considering Multiple Landowners

In the event that multiple landowners request the maintenance of an unopened road allowance to improve access to their properties, the Township will consider the request.

• If the landowners are able to come to a consensus on the division of costs and work, the Township will require them to follow Section 6.1 of the policy.
• If the landowners are unable to come to a consensus on the division of costs and works, the Township may conduct the works or contract the services of a private business to conduct the works. All costs associated with the improvement of the road allowance for the sole purpose of improving access to croplands for multiple landowners will be billed out as a service of the Township to each of the land owners, as per Section 391 of the Municipal Act, as amended from time to time, or through a local improvement charge. 

The policy and procedure for stopping up and conveying all or a portion of an unopened road allowance will be subject to a separate policy of the Township.

Private Driveway

The Township shall consider permitting a private driveway on an unopened road allowance where each of the following criteria are met:

• The distance to be traveled along the road allowance is short, generally less than 30 metres from the front of the lot, except that longer distances may be considered in rural areas adjacent to larger farm parcels.
• The number of property owners who could access the section of the road allowance to be used is very limited, no new lot creation is to be permitted and in no case will the Township assume maintenance of an unopened road allowance used as a private driveway, unless an alternate arrangement is approved by Council.
•  Each of the adjoining property owners mentioned in the previous sub-paragraph enters into an agreement to be registered on title and binding subsequent owners of their property not to demand future improvement of the road allowance by the Township and protecting the Township from liability claims of users of the driveway. The person applying to use the road allowance will pay the full legal costs of the Township’s solicitor in preparing and registering the agreement.
• Where necessary the boundaries of the portion of road allowance to be used are marked by an Ontario Land Surveyor and a Reference Plan prepared and if necessary, filed at the Land Registry Office at the expense of the applicant, prior to the commencement of any work to avoid trespassing on neighbouring land.
• Any Provincial or Federal requirements dealing with Environmental Approvals (if necessary) have been obtained.

Encroachment Agreement

• Where there are existing buildings or structures, including foundations, partially encroaching on to a road allowance, this policy encourages relocation of said buildings, structures and foundations off the said road allowances wherever practical and reasonable.
• Where it is not practical and possible to relocate a building or structure partially encroaching on to a road allowance, this policy shall allow the encroachment to continue through an agreement with the Township. The agreement shall specify the terms of the encroachment including required notice of termination of the agreement, rights of the Township to use the road allowance, public access rights and other similar clauses.
• As a general principle, the Township will not limit continued public access to any road allowance even where an encroachment agreement is permitted.
• This policy does not permit the expansion, redevelopment or increase in size of any existing encroachment on a road allowance, whether or not it is recognized by an encroachment agreement
• Any encroachment agreement will contain a provision that on reasonable notice, the Township may require the encroachment to be removed.
•  Any person requesting the Township to permit an encroachment to continue shall comply with the requirements of this policy.

Use of Corporate Crest, Township Logo and/or Images

Approved By: Council

Department: Corporate Services

Approval Date: March 14, 2018

Effective Date: March 14, 2018

Policy

The Township of South Stormont recognizes that building a consistent professional and distinct image can be made through the use of official identifiers that are easily recognizable and associated with the community. This policy establishes the appropriate use of the Corporate Crest, Township Logo and/or Images and was identified with the creation of the Corporate Strategic Plan and its vision “Growth and innovation through responsible caring leadership”.

Purpose

This policy guides the proper use and display of the official Corporate Crest, Township Logo and/or Images. By governing the use of these visual identifiers, the Township of South Stormont identifies that only supported initiatives endorsed by its Council are granted permission to use the Corporate Crest, Township Logo and/or Images.

Scope

For purposes of corporate consistency, this policy shall apply to members of Council, all Township employees, contracted service providers and volunteers. 

Third party use of the Corporate Crest, Township Logo and/or Images shall require permission from the Township of South Stormont as outlined in this policy and procedures.

Definitions

For the purpose of this policy, the following definitions and interpretations shall govern:

“Crest” refers to the circular identifier show here, created at the time of the amalgamation of the former Townships of Cornwall and Osnabruck by combining the two former crests.

“Logo” refers to the Township identifier shown here, blue in color with “Township of South Stormont” in white and created as part of marketing efforts in 2013.

“Images” refers to all images owned by the Township of South Stormont including, but not limited to, digital photos, mascots, mascot images, artwork, slogans, audio clips and video clips. 

Responsibility

The Chief Administrative Officer is responsible for supporting compliance measures, confirming authorization practices and directing a review of this policy as required.

The Directors of the respective departments are responsible for ensuring employees and others working on behalf of the Township are informed of and abiding by this policy.

The Director of Corporate Services/Clerk is responsible for providing guidance, authorizing use and suggesting revisions as necessary.

Employees and other authorized users are responsible for ensuring that their use of the Corporate Crest, Township Logo and/or Images are in accordance with this policy. 

Procedures

• Corporate Crest – The Corporate Crest symbolizes the early heritage of the community and can only be used for official Township purposes and on Township flags.
• Township Logo – The use of the Township Logo is restricted to corporate activities, including but not limited to, official Township letterhead, business documents, awards, wearing apparel and uniforms, vehicles and buildings and wayfinding signage uses.
• Township Images – The use of Images is restricted to corporate activities.
• The Corporate Crest, Township Logo and/or Images shall not be modified, copied, distributed, reproduced, published, transferred in whole or in part without the written consent of the Township. Use of the Corporate Crest, Township Logo and/or Images without the express prior written consent of the Township is a violation of the Township’s intellectual property rights and the Township will protect such rights to the fullest extent of the law.
• In order to protect the integrity of the Township and maintain its identity, organizations, businesses or individuals wishing to use the Corporate Crest, Township Logo and/or Images must submit a written request to the Director of Corporate Services/Clerk detailing the intended use of the Corporate Crest, Township Logo and/or Images. Only when written approval has been granted may the Township’s visual identifiers be used.
• The Director of Corporate Services/Clerk, or designate, in consultation with the CAO, will consider requests to use the Corporate Crest, Township Logo and/or Images based on the following, while reserving the right to review other factors:
  • use is for genuine Township of South Stormont activity;
  • the material on which the Corporate Crest, Township Logo and/or Images will appear is appropriate and acceptable; and
  • placement in material, i.e. brochures, posters, business cards etc., on websites, social media sites or otherwise, shall not be used to promote any business corporation, member of the public including employees, members of Council and/or election candidates, even if that candidate has been previously elected as a member of Council, or in other items that could be perceived to imply support for one candidate over another.
• If approval is granted:
  • unless otherwise authorized by the Township in writing, the Corporate Crest, Township Logo and/or Images do not imply endorsement or sponsorship by the Township of any kind and an external user shall not use the Corporate Crest, Township Logo and/or Images to imply such endorsement or sponsorship;
  • use of the Corporate Crest, Township Logo or Images does not imply any endorsement or sponsorship and users will acknowledge and agree that the Township assumes no liability with respect to the use of the Corporate Crest, Township Logo and/or Images and the user shall release, defend and indemnify the Township and hold it harmless from any demands, claims, damage, losses or liabilities which directly or indirectly arising from the use of the Corporate Crest, Township Logo and/or Image;
  • permission constitutes a license to use the Corporate Crest, Township Logo and/or Images and the Township reserves the right, in its sole discretion, to terminate or modify permission to use the Corporate Crest, Township Logo and/or Images at any time and without prior notice. Upon termination, all use of the Corporate Crest, Township Logo and/or Images must cease immediately. 
• For programs or initiatives that the Township undertakes with another level of government agency or private organization, either directly or as part of a grant or sponsorship program or intergovernmental initiative, approval must be obtained.

Contraventions

Any failure to adhere strictly to this Policy and to any subsequent written directions from the Township may result in legal action by the Township.

Nothing herein shall limit or derogate from any legal protections which the Township may have based upon the provisions of the Copyright Act or any other relevant federal or provincial legislation.

Use of Corporate Resources During an Election Policy

Approved By: Council

Department: Corporate Services

Approval Date: March 9, 2022

Effective Date: March 9, 2022

Policy Statement

The Township of South Stormont and its local boards are committed to ensuring accountable and transparent election practices relating to the use of Corporate Resources.

Scope

This policy applies to Members of Council and its local boards, Municipal and local board employees, registered election Candidates (including acclaimed candidates), Registered Third Parties, and members of the public.

Purpose

The purpose of this Policy is to clarify that all parties are required to follow the provisions of the Act about the use of Corporate Resources for election purposes. 

This Policy also ensures that the Municipality’s operations, events, and facilities are used for non-partisan purposes and are not used for election campaign related purposes/activities.

Definitions

“Acclaimed” means a Candidate elected by acclamation pursuant to section 37 of the Act. 

“Act” means the Municipal Elections Act, 1996, S.O. 1996, c. 32, as amended.

“Campaigning” means a municipal election-related activity for supporting or opposing the election of a Candidate or a question on the ballot, and includes, without limiting the generality of the foregoing, the distribution of materials, advertising, display of signage, etc.

“Candidate” means a person who has filed a nomination for an office pursuant to section 33 of the Act and includes a person who has filed a nomination for election to a school board pursuant to the Education Act, R.S.O. 1990, c. E.2, as amended. 

“Clerk” means the Clerk of the Municipality or their designate.

“Corporate Resources” means real property, goods and/or services owned, controlled, leased, acquired, or operated by the Municipality including but not limited to: facilities, parks, materials, equipment, monetary funds, technology, Municipal information technology systems and resources, databases, social media, intellectual property, and supplies.

“Council” means the Council of the Municipality.

“Member” means a member of the Council of the Municipality and includes the Mayor of the Municipality.

“Nomination” Day means the deadline to file a nomination, for a regular election, pursuant to the Act. 

“Staff” means all full-time and part-time persons hired by the Municipality, including but not limited to the Chief Administrative Officer, Directors, Supervisors, Coordinators, salaried employees, administrative staff, contract and temporary employees and students. 

“Municipality” means The Corporation of the Township of South Stormont.

“Registered Third-Party (Third-Party Advertiser)” means an individual who is normally a resident in Ontario, a corporation that carries on business in Ontario or a trade union that holds bargaining rights for employees in Ontario, and who’s Notice of Registration for Third-Party Advertiser has been certified by the Clerk.

“Voting Day” means, in the case of a regular election, the fourth Monday in October in the year of the election or, in the case of a by-election, the 45th day after Nomination Day, as noted in section 5 and subsection 65(4) of the Act. 

“Voting Place” means the location, both convenient and accessible to the electors, for the purpose of casting a ballot as established by the Clerk.

General Provisions

In accordance with the provisions of the Act:

• Corporate Resources and funding may not be used for any campaign related purposes, including the promotion of, or opposition to, the candidacy of a person for elected office.
• Staff may not canvass or actively work in support of a Municipal Candidate or Third Party during normal working hours unless they are on a leave of absence without pay, lieu time, float day or vacation leave.
•  Municipal facilities/property may not be used for any campaign related purposes, which includes displaying of any campaign related signs or materials on such premises unless all Candidates are afforded the same opportunity.
• Benefit from the use of any Municipal pricing established under the Municipality’s purchasing policy.

Corporate Resources – Technology

Members of Council, Candidates and Third-Party Advertisers shall not:

• Use the Municipality’s computer network, including the Municipal email system, for campaign related correspondence.
• Use websites or domain names that are funded by the Municipality. The Municipality’s official election website or webpages will provide Candidate contact information, including a link to a Candidate’s website, but shall in no way endorse any Candidate.
• Notwithstanding 3.1 b) above, a Candidate or Third-Party Advertiser may provide a link to the Municipality’s official election website or webpages in their campaign materials for electors to access additional information about the election and the voting process.

Corporate Resources – Facility/Property

Members of Council, Candidates and Third-Party Advertisers, shall not:

• Use any Municipal facility/property or Voting Place location for any campaign related purpose unless the rental fee is paid, and the rental of such location is available to all Candidates and Third-Party Advertiser.
• Notwithstanding 5.1 a), no facility/property or Voting Place location shall be rented or used for any Municipal campaign related purpose by Members of Council, Candidates, Third Party Advertiser, or the public while voting is taking place on the property. This includes the time for set-up, hosting, or take-down activities; or
• Rent space as part of a Municipally organized event, (e.g., a booth).

Staff Involvement

Staff, are discouraged from assisting with or have any involvement in Municipal election campaigns, including posting election signs on their property, phone, and email solicitations, signing nomination papers, distribution of brochures and wearing candidate buttons. This is due to a perceived conflict of interest.

Staff, including full time, part time and contract employees shall:

• Behave in a manner that is impartial, fair, and unbiased toward all registered Candidates and Third Parties.
• Consult with their direct Supervisor prior to agreeing to perform any task requested by a Member of Council, Candidate, or Third-Party Advertiser that exceeds their normal duties or could be construed as contributing to an election campaign.
• Not rent any Municipal facility/property for any Municipal campaign related purpose to Members of Council, Candidates, Third-Party Advertiser, or the public during any day that voting is taking place anywhere on the property, including set-up, hosting, or take-down activities; and
• Take care to separate personal activities from their official positions and shall not canvass or actively work in support of a Candidate or Third-Party Advertiser during normal working hours unless on a leave of absence without pay, lieu time, float day or vacation leave.

Policy Management

• Staff are authorized and directed to take the necessary action to give effect to this policy.
• Enforcement of this policy is provided through the Municipal Elections Act, 1996.
• Nothing in this Policy shall preclude a Member of Council from performing their duties as a Councillor, nor inhibit them from representing their constituents.
• The Clerk is delegated the authority to make administrative changes to this Policy that may be required from time to time due to legislative changes or if, in the opinion of the Clerk, the amendments do not change the intent of the Policy during an election period.

Limitation

Nothing in this Policy shall prohibit a Member of Council from performing their job as a Councillor, nor inhibit them from representing the interests of the constituents who elected them. This policy is subject to the exception of Members’ actions associated with fulfilling their normal and ongoing representative roles as Members of Council (such as attending annual or regular scheduled events, up until the official end of the term they are serving.

Closed Meeting Protocol

Approved By: Council

Department: Corporate

Approval Date: October 11, 2023

Effective Date: October 11, 2023

Policy Statement

The Township of South Stormont acknowledges that all meetings of Council / Committee shall be open to the public except as related to the exceptions included in Section 239 (2) and (3) of the Municipal Act.

Purpose

The purpose of this policy is to ensure compliance with Section 239 (2) and (3) of the Municipal Act as well as to provide guidance to Council and staff as it relates to Closed Meetings. 

Should the Meeting be Closed?

In the interest of accountability and transparency, Council endeavours to conduct its decision making in public. It is recognized, however, that there are items which should be considered by Council in a Closed Meeting in accordance with the Municipal Act. When determining whether a matter should be considered in a Closed Meeting staff should consider the following:

• Does the matter meet one or more of the open meeting exceptions noted in Section 239 the Municipal Act?
• If so, and recognizing that the matter can be discussed in a Closed Meeting, is there a compelling reason that it should be?

The determination of whether a matter should be dealt with in a Closed Meeting is the responsibility of the Director in consultation with the Director of Corporate Services/Clerk and/or the CAO.

Municipal Act Rules for Closed Meetings

Statutory Requirements for Closed Meetings

Pursuant to Section 239 of the Municipal Act:

• Public notice of a Closed Meeting must be given.
• Before holding a Closed Meeting, Council must state, by resolution, the fact of the holding of the Closed Meeting and the general nature of the matter to be considered at the Closed Meeting.
• All resolutions, decisions, and other proceedings at Closed Meetings are to be recorded without note or comment by the Clerk or designate.
• Any person can request an investigation of whether the Township has complied with the Municipal Act regarding Closed Meetings. 

Access Requests for Closed Meeting Reports and Materials

Reports and materials prepared for consideration at Closed Meetings are records that may be subject to Freedom of Information requests under the MFIPPA. While it would be desirable to protect the confidentiality of records that are considered at Closed Meetings, in the event of an appeal, the Township could be ordered to release such records.

The Township cannot refuse to disclose information provided in a Closed Meeting report simply on the basis that it was considered at a Closed Meeting. To qualify for exemption from disclosure, the information in the records has to reveal the actual substance of Council’s deliberations. Content that would not reveal the substance of the deliberations may be subject to disclosure. Examples of records that may be subject to disclosure are:

• background or historical information;
• copies of correspondence and cover letters;
• scope, definition and purpose of report;
• recommendations;
• presentations; and
• statistical data. 

Written material included in a Closed Meeting report should be limited to only information which would qualify for discussion at a Closed Meeting. If general context is required to frame the Closed Meeting discussion, it is recommended that it also be disclosed publicly by way of one of the recommended approaches identified in Section 7 below.

Closed Meeting Reports and Recommendations

Reports

Whenever possible, written Closed Meeting reports are preferred over verbal reports as the former provides a formal account of the confidential record. 

Closed Meeting reports will be available for Council’s review through a secure agenda portal when the appropriate (COTW, Special or Regular) agenda is released. Notwithstanding, Closed Meeting reports that address staff/employee Personal Matters, Labour Relations and Employee Negotiations will be available for Council’s review at the commencement of the Closed Meeting. 

(By-law No. 2023-082 Oct 11/23)

It is important to ensure that information which can be made available to the public is disclosed appropriately. Aside from a singular report appearing on a Closed Meeting agenda, consideration shall also be given to the following:

Option A: A companion report to appear on the accompanying Open Meeting agenda which provides for as much general context in relation to the Closed Meeting matter as possible without disclosing confidential details; or, 

Option B:   A recommendation for Council/Committee to direct staff to prepare a related report to be included as part of a subsequent Open Meeting agenda.

Recommendations

In a Closed Meeting, Council/Committee is only permitted to vote on procedural motions or to direct Township agents or staff. No other decisions or approvals are permitted in a Closed Meeting. Some items conform to this requirement and may be discussed and voted on in Closed Meetings. Many items, however, may be discussed in a Closed Meeting but cannot be voted on in a Closed Meeting. The following are best practices with respect to the consideration of an Open Meeting motion related to a matter discussed by Council/Committee in a Closed Meeting: 

Option A: If it is recommended that a report be received for information, this recommendation must be introduced in the Open Meeting. In this case, the following procedural motion should be used to rise from the Closed Meeting: 

That Council/Committee rise from the closed meeting at _____ and report. 

Once Council/Committee has risen from the Closed Meeting, the recommendation to receive the report for information may be introduced, using the following motion: 

That Confidential Report, concerning <subject matter, dated ##> be received for information.

Option B: If the report includes recommendations for approval by Council/Committee, the recommendations must be introduced in the Open Meeting. In this case, the following procedural motion should be used to rise from the Closed Meeting: 

That Council/Committee rise from the closed meeting at _____ and report.

Once Council/Committee has risen from the Closed Meeting, the recommendations may be introduced by Council/Committee, using the following motion: 

That the recommendations contained in Confidential Report concerning <subject matter, dated ##> be adopted. 

In order to ensure that there is appropriate context for the introduction of the motion, the Chair shall consider presenting appropriate background information prior to Council's consideration of the motion.

Option C: If it is recommended that direction be given to staff to report back at a subsequent meeting, this direction can appear as part of a recommendation within the staff report and be passed in a Closed Meeting:

That staff be directed to report back at a subsequent meeting of Council/Committee in relation to <subject matter>.

Public Disclosure

Pursuant to the Code of Conduct for Members of Council and Local Board, Members of Council shall not disclose or release information considered in a Closed Meeting. This is a standard practice established to protect the interests of both Council and the municipality. However, if Council deems it desirable and appropriate that such information is released, Council may vote on a motion in a Closed Meeting to direct staff to make public all or part of a closed staff report. The following direction can be voted on in a Closed Meeting in order to disclose a Closed Meeting item:

That staff be directed to manage and coordinate the appropriate disclosure of information as it pertains to the <date of report> closed report entitled <title of report>.

Although the information contained in closed staff reports may not be disclosed, the Municipal Act requires that public notice of Closed Meetings be provided for in a Procedural By-law. The Township’s Procedural By-law requires that there be public notice of all Open and Closed Meetings and that the agenda, including all items to be dealt with at each meeting, be publicly posted and made available prior to the meeting.

In order to be accountable and transparent, and to inform the public about the matters dealt with in a Closed Meeting, Council/Committees shall begin all meetings in open session and pass a motion to move into a Closed Meeting. Once the matters in the Closed Meeting have been dealt with, Council/Committee shall reconvene in open session to disclose, in a general manner, how the agenda items were dealt with in the Closed Meeting. A sample Chair’s script is included as Appendix A.

Addition of a Closed Meeting Item not on the Agenda

There are exceptional circumstances where items which appear on an Open Meeting agenda but not on a related Closed Meeting agenda must be discussed in a Closed Meeting. This typically occurs when the discussion regarding an Open Meeting item cannot be continued without disclosing confidential information. In this circumstance the following motion can be voted on in an Open Meeting in order for Council to convene a Closed Meeting:

That the Council of the Township of South Stormont now hold a meeting that is closed to the public pursuant to Section 239 <relevant subsection> of the Municipal Act to discuss <topic, subject area or report title>.

Attendance at a Closed Meeting

Unless otherwise directed by Council/Committee, attendance at Closed Meetings is limited to the Director of Corporate Services/Clerk and Chief Administrative Officer, and/or their designate, and other staff at the discretion of the Chief Administrative Officer. Staff should vacate the meeting once the relevant matter has been dealt with by Council/Committee.

Relevant professionals, i.e. Township solicitor, are permitted attendance when invited.

Closed Meeting Prelude

In order to remind the Members of Council/Committee of their obligations in Closed Meetings, the Chair shall read a script, included as Appendix B, detailing the Closed Meeting rules at the beginning of each Closed Meeting.

Monitoring and Compliance

The Director of Corporate Services/Clerk is responsible for monitoring matters pertaining to Closed Meetings and this policy.

This Protocol shall be reviewed each term of Council to ensure relevancy and appropriateness.

Any member of the public, Council or staff may request an investigation be conducted to determine whether the Township has complied with s. 239, of the Municipal Act.

Authority and Related Polices

• Municipal Act, 2001 S.O. 2001, c. 25
• Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. M.56

Contact

For more information on this policy, contact:

Director of Corporate Services/Clerk

Township of South Stormont

P.O. Box 84, 2 Mille Roches Road

Long Sault, ON  K0C 1P0

613-534-8889, Ext. 201

Appendix A

Chair's Script when Reporting from a Closed Meeting to an Open Meeting:

Council moved a motion to proceed into a closed meeting to consider business as permitted under the Municipal Act.  In the continuing interest of transparency, I will be reporting at this open meeting the outcomes from today’s closed meeting.

During today’s closed meeting the following items were considered:

List the items discussed in the closed meeting as they appear on the meeting agenda and, following each item, provide a description of what occurred.

Examples:

Minutes from previous Closed Session
Council approved the closed meeting minutes of the <meeting dates > Council/Committee meetings.

Citizen Appointments
Council voted to bring forward a motion to be considered at today’s open meeting. That motion will be voted on later in this meeting.

Legal Update
Council received information regarding the <legal case>.

Union Negotiations
There was direction given to staff regarding this item.

Appendix B

Chair's Script at the Beginning of Closed Meetings:

Please be advised that we are moving into a closed meeting as permitted in the Municipal Act to discuss <identify the specific open meeting exceptions as listed on the meeting agenda>:

• security of municipal property;
• personal matters about an identifiable individual;
• a proposed or pending acquisition or disposition of land;
• labour relations or employee negotiations;
• litigation or potential litigation;
• advice that is subject to solicitor-client privilege;
• a matter in respect of which a council, board, committee or other body may hold a closed meeting under another Act;
• information explicitly supplied in confidence to the municipality or local board by Canada, a province or territory or a Crown agency of any of them;
• a trade secret or scientific, technical, commercial, financial or labour relations information, supplied in confidence to the municipality or local board, which, if disclosed, could reasonably be expected to prejudice significantly the competitive position or interfere significantly with the contractual or other negotiations of a person, group of persons, or organization;
• a trade secret or scientific, technical, commercial or financial information that belongs to the municipality or local board and has monetary value or potential monetary value; or
• a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board.

Only those matters pertaining to the sections of the Municipal Act already mentioned may be discussed. Any other matters related to the subject at hand that do not relate to these open meeting exceptions cannot be discussed. Closed meeting matters shall not be discussed either before or after the closed meeting with any person not related to the subject matter.

I will be verbally reporting out in a general sense on all items in this closed agenda when we move back into open session.

Code of Conduct Policy for Members of Council

Approved By: Council

Department: Council

Approval Date: June 27, 2018

Effective Date: June 27, 2018

Purpose

The Code of Conduct sets a minimum standard for the behaviour of Council members in carrying out their functions.  It has been developed to assist Council to:

• Understand the standards of conduct that are expected of them and the law that applies in relation to these standards;
• Fulfill their duty to act honestly and exercise reasonable care and diligence;
• Act in a way that enhances public confidence in local government; and
• Identify and resolve situations which might involve a conflict of interest or a potential misuse of position and authority.

Legislated Responsibilities

Role of Council

Pursuant to the Municipal Act, 2001, it is the role of Council:

• to represent the public and to consider the well-being and interests of the municipality;
• to develop and evaluate the policies and programs of the municipality;
• to determine which services the municipality provides;
• to ensure that administrative policies, practices and procedures and controllership policies, practices and procedures are in place to implement the decisions of Council;
• to ensure the accountability and transparency of the operations of the municipality;
• to maintain the financial integrity of the municipality; and, 
• to carry out the duties of Council under this or any other Act.

Role of the Head of Council

Pursuant to the Municipal Act, 2001, it is the role of the Head of Council:

• to act as Chief Executive Officer of the municipality;
• to preside over Council meetings so that its business can be carried out efficiently and effectively;
• to provide leadership to the Council;
• to provide information and recommendations to Council with respect to the role of Council;
• to represent the municipality at official functions; and,
• to carry out the duties of the Head of Council under this or any other Act.

Role of Officers & Employees

Pursuant to the Municipal Act, 2001, it is the role of Officers and employees of the municipality to:

• implement Council’s decisions and establish administrative practices and procedures to carry out Council’s decisions;
• undertake research and provide advice to Council on the policies and programs of the municipality; and,
• carry out other duties required under this or any Act and other duties as assigned by the municipality.

Standards of Conduct

• Members of Council shall at all times seek to advance the common good of the community which they serve.
• Members of Council shall truly, faithfully and impartially exercise the office to the best of their knowledge and ability.
• Members of Council shall, at all times in the exercise of their duties, act impartially and avoid conflicts of interest as defined in this Code.
• Members of Council shall refrain from behaviour that:
  • contravenes Federal or Provincial law, Municipal by‑laws, or the Municipality’s Code of Conduct;
  • is an abuse of power;
  • discrimination, intimidation, harassment, verbal abuse, or the adverse treatment of others; or
  • prejudices the provision of a service or services to the community.

Conduct to be Observed

Release of Confidential Information

Members of Council have a duty to hold in strict confidence all information concerning matters dealt with at closed meetings, information that is marked as “confidential”, information obtained by the Member by virtue of their position as Councillor that is not in the public domain, or information that is otherwise determined to be confidential by the CAO, Clerk or as specifically declared by Council.

• Members of Council shall not release information in contravention of the provisions of the Municipal Freedom of Information and Protection of Privacy Act, 1990, as amended.
• Members of Council shall not release information subject to solicitor‑client privilege, unless expressly authorized by Council or required by law to do so.
• Members of Council shall not misuse confidential information.  Misuse includes but is not limited to disclosure to third parties, whether or not such disclosure causes detriment to the Corporation, Council or others, or benefits themselves or others.
• The obligation to keep information confidential applies even if the Member ceases to be a Member of Council for any reason.
• All closed meeting materials shall be signed and dated by members of Council and collected at the end of each in camera session by the Clerk or CAO.
• All members of Council enjoy the same access rights to municipal information as any other member of the community, unless it is specifically relevant to a matter before Council.

Foster Respect for Decision‑making Process

All Members of Council shall accurately and adequately communicate the attitudes and decisions of the Council, even if they disagree with Council's decision, such that respect for the decision‑making processes of Council is fostered.  If Council has taken a position in a Local Planning Appeals Tribunal, or other tribunal or court, and instructed the Municipal Solicitor to appear at a hearing in support of such position, no member of Council who disagrees with such position shall give evidence at such hearing or otherwise work against the will of Council expressed in its direction to the Municipal Solicitor in such matter.

Litigation or Possible Litigation Matters

No member of Council shall communicate in any way with any party who has initiated or suggested that legal action may be initiated against the municipality.  All inquiries are to be referred to the CAO or the solicitor who represents the Township on the particular matter.

Release of Information to Public and Media, including Social Media

Members of Council acknowledge that official information related to decisions and resolutions made by Council will normally be communicated to the community and the media by the Council as a whole or the Mayor as Head of Council or by those so designated.

Reputation Management

A member of Council shall not initiate or participate in any action of falsehood, slander or defamation of character nor the spreading of any rumour about an elected official, an appointed official and any member of staff of the Township.

Impairment

No member of Council shall be impaired while performing any duty or carrying out any responsibilities for the Township.

Gifts & Benefits

The objective of these policies is to ensure that Councillors make Council decisions based on impartial and objective assessments of each situation, free from influence of gifts, favours, hospitality or entertainment, or the promise of such advantages.

• Members of Council are prohibited from soliciting, accepting, offering or agreeing to accept any gifts, commission, hospitality, reward, advantage or benefit of any kind (hereinafter defined as a “Benefit”), personally or through a family member or business connection, that is connected directly or indirectly with the performance of duties of office or could reasonably be construed as being given in anticipation of future, or recognition of past, special consideration associated with the duties of a Councillor.
• Members of Council are prohibited from accepting, directly or indirectly, any Benefits that are offered by persons, groups or organizations having dealings with the municipality.
• This policy does not preclude Members of Council from accepting:
  • Token gifts, souvenirs, mementoes or hospitality received in recognition for service on a committee, for speaking at an event or for representing the Corporation at an event, provided the Benefit is of minimal cash value;
  • Political contributions that are otherwise offered, accepted and reported in accordance with applicable law;
  • Food and beverages at meetings, banquets, receptions, ceremonies or similar events;
  • Food, lodging, transportation or entertainment provided by other levels of government, by other local governments or by local government boards or commissions;
  • A stipend from a board or commission that the Member serves on as a result of an appointment by Council;
  • Reimbursement of reasonable expenses incurred in the performance of office;
  • Reimbursement of reasonable expenses incurred and honorariums received in the performance of activities connected with municipal associations;
  • Gifts of a nominal value that are received as an incident of protocol or social obligation that normally and reasonably accompany the responsibility of the office; and
  • Services provided without compensation by persons volunteering their time for an election campaign in accordance with applicable law.
  • Where it is not possible to decline unauthorized Benefits, Councillors shall report the matter to the Clerk.  Council may require that the gift be retained by the Corporation or be disposed of for charitable purposes.
  • Members of Council shall not place themselves in a position of obligation to any person or organization which might reasonably benefit from special consideration or which may seek preferential treatment.

Procurement of Goods & Services

No member of Council shall make personal purchases through the municipality and all purchases made by the Corporation to assist the members of Council in the fulfillment of their duties (business cards, etc.) shall be in accordance with the municipality’s procurement by-law.  Members of Council shall declare any conflict of interest with respect to the procurement of goods and services and shall refrain from the procurement process to which the conflict of interest relates.

Engaging in Incompatible Activity

Members of Council shall not engage in any activity, financial or otherwise, which is incompatible or inconsistent with the ethical discharge of official duties in the public interest.  Without limiting the generality of the foregoing, unless such preferential treatment is conferred by resolution or by-law of Council, members of Council shall not:

• use any influence of office for any purpose other than official duties;
• act as an agent before Council or any committee, board or commission of Council;
• solicit, demand or accept the services of any corporation, employee, or individual providing services to the Township at a time in which said person or corporation is being paid by the municipality;
• use any information gained in the execution of office that is not available to the general public for any purpose other than for official duties;
• place themselves in a position of obligation to any person or organization which might benefit from special consideration or may seek preferential treatment;
• give preferential treatment to any person or organization in which a member or members of Council have a financial interest;
• influence any administrative or Council decision or decision‑making process involving or affecting any person or organization in which a member or members of Council have a financial interest; and
• use Corporate materials, equipment, facilities or employees for personal gain or for any private purpose.

Conflict of Interest

Conflicts of interest may arise in the course of a Member of Council's duties related to direct or indirect financial interests or other non-financial interests. This Code distinguishes between financial interests as defined in the Municipal Conflict of Interest Act and conflicts of interests under this Code, which may include financial interests or other non-financial interests. 

Municipal Conflict of Interest Act

Members of Council are responsible to ensure that they are familiar with and comply with the Municipal Conflict of Interest Act, 1990, as amended.  It is the responsibility of each Member of Council, not staff, to determine whether they have a direct or indirect pecuniary interest with respect to matters arising before Council. Each Member of Council shall determine whether he or she has a direct or indirect pecuniary interest and shall at all times comply with the Act. 

The prescribed form shall be completed by the Member of Council and filed with the Clerk.

Conflicts of Interest

A conflict of interest occurs when a situation arises in the course of a Member of Council's duties where the Member is called upon to deal with a matter in which the Member has a direct or indirect personal interest. In the context of this policy, it is possible that a financial interest may create a conflict of interest notwithstanding that the financial interests might not otherwise contravene the Municipal Conflict of Interest Act.

For purposes of this Code, a pecuniary interest, direct or indirect, of a family member of the Member shall, if known to the Member, be deemed to be also the pecuniary interest of the Member.  All Members of Council shall declare a conflict of interest where his or her family member has a pecuniary interest in the matter before Council and shall take all of the actions prescribed in the Municipal Conflict of Interest Act as if the Act applied to conflicts concerning family members. 

For purposes of this Code, “Family Members” shall include:

• a child of the Member, as defined in the Municipal Conflict of Interest Act;
• a parent of the Member, as defined in the Municipal Conflict of Interest Act;
• a spouse of the Member, as defined in the Municipal Conflict of Interest Act;
• a sibling, including adopted siblings, of the Member;
• a grandparent of the Member, whether through birth or marriage;
• a first cousin of the Member, whether through birth or marriage;
• an aunt or uncle, whether through birth or marriage; and
• a niece or nephew, whether through birth or marriage.

A direct personal interest may occur when a Member may derive some financial or personal benefit or avoid a financial or personal loss as a result of a matter that is before Council. An indirect personal interest may occur when the potential benefit or loss would be experienced by another person or corporation having a relationship with the Member of Council. The conflict of interest arises when the Member participates in activities that could advance a personal interest, direct or indirect, where that benefit or loss is not necessarily in the best interests of the Township.

Members of Council must perform their duties impartially and without undue influence, such that an objective, reasonable observer would conclude that the Member is exercising their duties objectively and without undue influence. Each Member of Council should govern their actions using the following as a guide:

• in making decisions, always place the interests of the taxpayers and the Township first and, in particular, place those interests before your personal interests and the interests of colleagues on Council, staff, friends, business colleagues or family;
• consider the phrase "conflict of interest" to be broad and interpret the phrase with the objective of achieving the goal of making decisions impartially and objectively;
• if there is doubt about whether or not a conflict exists, seek the advice of the Integrity Commissioner or legal counsel;
• do not make decisions that create an obligation to any other person who will benefit from the decision;
• do not put yourself in the position where a decision would give preferential treatment to colleagues on Council, staff, friends, business colleagues or family, or any organization that might indirectly benefit such individuals;
• do not promise or hold out the prospect of future advantage through your influence within Council in return for a direct or indirect personal interest;

Direct or indirect personal interests do not include:

• a benefit that is of general application across the municipality;
• a benefit that affects a Member of Council or his or her family, friends or business colleagues of other Members of Council as one of a broad class of persons; or
• the remuneration of Council or benefits available to Council.

Where a Member of Council has a personal conflict of interest as defined in this Code, that member shall declare the interest and shall not thereafter participate in the discussion of Council, vote on the matter or seek to influence the vote of any other Member of Council.  If the matter is discussed in closed session, the Member of Council shall not attend that portion of the closed session where that matter is discussed.

Avoidance of Waste

Members of Council shall avoid waste, abuse and extravagance in the provision or use of public resources, and shall make all reasonable efforts to expose fraud and corruption of which the member of Council is aware.

Professional Development

Members of Council shall promote and participate in opportunities for professional development.  Council Members should make efforts to stay updated on issues and trends so that they can be as efficient and effective as possible in the carrying out of their duties and responsibilities.

Interpersonal Behaviour

Ontario Human Rights Code

Members of Council shall abide by the provisions of the Human Rights Code and, in doing so, shall treat every person, including other members of Council, corporate employees, individuals providing services on a contract for service, students on placements, and the public, with dignity, understanding and respect for the right to equality and the right to an environment that is safe and free from harassment and discrimination.

Discrimination

Members of Council shall not discriminate against anyone on the basis of their race, ancestry, place of origin, colour, ethnic origin, citizenship, religious affiliation or faith, sex, sexual orientation, age, record of offences, marital status, same‑sex partnership status, family status, or disability.  The terms "age", "disability", "family status", "record of offences", "same sex partnership status" shall be as defined in the Human Rights Code.

Harassment

No member of Council shall harass another member of Council, staff or an appointed committee member because of race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, age, record of offences, marital status, family status or disability.

No member of Council shall sexually harass, sexually solicit or threaten reprisal for the rejection of a sexual solicitation of another member of Council, staff or an appointed person.

Relationship with Staff

Members of Council shall be respectful of the fact that staff work for the Township and make recommendations based on their professional and technical expertise as well as from a corporate perspective.  Staff serve Council as a whole and no Member of Council may direct staff absent of a resolution of Council.  Council approves policy and the Chief Administrative Officer directs staff to ensure the direction of Council is achieved. 

Members of Council shall respect the role of staff to provide advice based on political neutrality and objectivity and shall not impose any undue influence on staff.

Many staff members are bound through professional associations to a code of ethics in the delivery of their services, and Council Members shall respect that staff provide their reports, observations and recommendations objectively and in the best interests of the Township.

Members of Council shall not:

• maliciously or falsely injure the professional or ethical reputation of staff;
• compel staff to engage in partisan political activities or be subjected to threats of discrimination for refusing to engage in such activities;
• use their authority or influence for the purpose of intimidating, threatening, coercing, commanding, or influencing any staff member with the intent of interfering with staff duties; 

Operational inquiries and complaints received from the public will be addressed by members of Council as follows:

• Members of Council who are approached by the public with inquiries/complaints regarding operational matters should encourage the party to contact the appropriate department for review/resolution.
• where the member of the public is reluctant to contact the department directly, the member of Council should take the person’s name, phone number and details of the inquiry/complaint and advise them that the matter will be referred to the CAO for review/resolution.
• members of the public are encouraged to provide their issue/matters of concern in writing to the appropriate department.
• where the inquiry/complaint is not resolved to the satisfaction of the member of the public then the issue may be brought forward to the Mayor and then Council for resolution.

Protection of Privacy

Councillors shall comply with the Municipal Freedom of Information and Protection of Privacy Act at all times.  Public comments, discussions and disclosures to the media regarding employees or individuals that breach a person’s privacy shall be deemed to be a contravention of this Code of Conduct.

Use of Municipal Property

Members of Council shall not make unauthorized use of any Township property for personal reasons or for any direct or indirect personal benefit or advantage.  Any Township property in the possession of any Member of Council (as authorized) shall be properly secured and protected at all times.  This includes the use of corporate credit cards, access cards, intellectual property and computer access.

Members of Council shall only use Township property for activities associated with the discharge of Township business and council duties, and only with prior authorization.  Facilities such as internet access, internal mail and bulletin boards are provided for Township business and sponsored activities and must be restricted accordingly, unless another use is approved by Council.  No unacceptable or unlawful activity shall be conducted on the Township’s electronic network, including without limitation, accessing pornographic or hate propaganda online.

The Township’s electronic networks are corporate assets.  Members of Council should be aware that communications over Township networks are not considered private communication and may be subject to public scrutiny.

Complaint Process

• Members of Council, employees, or members of the public who have reasonable grounds to believe that a Member of Council may have contravened this Code may submit a complaint to the Integrity Commissioner by filing with the Clerk a completed and signed complaint form and paying the prescribed fee. Where the complaint is determined by the Integrity Commissioner to be without merit or frivolous or vexatious the prescribed fee shall not be refunded to the Complainant.  In all other circumstances, the Complainant shall be entitled to a refund of the prescribed fee upon the conclusion of the process.
• Upon receipt of a complete complaint form, the Integrity Commissioner shall undertake an investigation.  The Integrity Commissioner shall have all of the powers and authority conferred by the Municipal Act in undertaking his or her duties under this Code.  The investigation may be completed in the discretion of the Integrity Commissioner as follows:
  • With the consent of the complainant and Member of Council, the Integrity Commissioner may conduct mediation or facilitate dispute resolution at the outset or at any point in the process;
  • The Integrity Commissioner may conduct a review of the written complaint and any relevant written information or materials in the possession of the municipality and determine that the complaint is without merit or is frivolous or vexatious;
  • The Integrity Commissioner may refer any complaint to another entity where the complaint alleges a breach of other legislation and it is more appropriate for another entity to undertake the investigation; or
  • The Integrity Commissioner may undertake an investigation of the complaint, or any aspect of the complaint, in his or her sole discretion.
• The parties to the complaint are encouraged to attempt to resolve the complaint through informal means in advance of submitting a written complaint. Informal dispute resolution is not however a precondition for submitting a written complaint.
• Complaints must be investigated and a report submitted to Council on or before Nomination Day in the year of a municipal election.
• Complaints that are not completed as of Nomination day in an election year shall be terminated on Nomination Day.
• The complainant may re-commence the complaint within 6 weeks of Voting Day by submitting a written request to the Integrity Commissioner, who shall, provided the request is received on or before 6 weeks from Voting Day, recommence the investigation.
• In addition, on or after Nomination Day in the year of a municipal election: no complaint shall be filed; the integrity Commissioner shall not report to the Township about an ongoing investigation; and the Township shall not consider whether to impose any penalty on a Member of Council subsequent to an investigation. The decision of the Integrity Commissioner shall be presented to
• Council with any recommendations.  The Integrity Commissioner and all persons involved in the investigation shall treat all matters discussed as confidential and only the Integrity Commissioner shall determine what information shall be disclosed in a public report.

Duties of the Integrity Commissioner

Municipal Conflict of Interest investigations under Section 5, 5.1 

• After March 1, 2019, an elector as defined in section 1 of the Municipal Conflict of Interest Act, or a person demonstrably acting in the public interest, may submit a request to the Integrity Commissioner to conduct an investigation concerning an alleged contravention of section 5, 5.1 or 5.2 of the Municipal Conflict of Interest Act by filing with the Clerk a completed and signed complaint form and paying the prescribed fee.
• No application may be submitted more than six weeks after the applicant became aware of the alleged contravention.
• An application for an investigation in an election year may only be submitted prior to Nomination Day or after Voting Day.
• In the event that an applicant becomes aware of the alleged contravention within the period of time starting six weeks before nomination day in an election year, the applicant may apply to the Integrity Commissioner within six weeks after the day after Voting Day, provided that the applicant includes in their written request for an investigation a statutory declaration attesting to the fact that the applicant became aware of the contravention not more than six weeks before the date of the application, or in the case where an applicant became aware of the alleged contravention prior to Nomination day, a declaration that the facts were not known to the applicant more than six weeks prior to Nomination Day.
• The Integrity Commissioner has all the powers set out in the Municipal Act when undertaking an investigation under this section.
• Where a request for an investigation is received, the Integrity Commissioner may:
  • With the consent of the complainant and Member of Council, conduct mediation or facilitate dispute resolution at the outset or at any point in the process;
  • Conduct a review of the written complaint and any relevant written information or materials in the possession of the Township and determine that the complaint is without merit or is frivolous or vexatious; or
  • Undertake an investigation of the complaint, or any aspect of the complaint, in his or her sole discretion.
• Where an investigation has not been completed before Nomination Day in an election year, the Integrity Commissioner shall terminate the investigation on that day.
• An investigation terminated pursuant to paragraph 7 above shall not be recommenced unless, the person who made the request, or the Member of Council whose conduct is at issue, applies in writing to the Integrity Commissioner to re-commence the investigation.
• The Integrity Commissioner shall complete the investigation within 180 days of receipt of the complaint, unless the investigation is terminated in accordance with paragraph 7 above.
• The Integrity Commissioner may, after completing an investigation, Apply to a judge in accordance with the Municipal Conflict of Interest Act for a determination under the Act.  Prior to making an application to court, the Integrity Commissioner shall present to Council a request to make the application and allow Council to provide recommendations to the Integrity Commissioner as to whether such an application should be made. The Integrity Commissioner is not bound by the advice or recommendation of Council and shall refer the matter to a judge in his or her sole discretion.
•  After completing the investigation, the Integrity Commissioner shall prepare a report which shall make findings of fact and conclusions as to whether a breach of the Act occurred, make recommendations to Council, make a determination as to whether or not the matter will be referred to the court and include written reasons for the decision. The report of the integrity Commissioner shall be published by posting  the report on the Township website and making a copy available to all Members of Council.

Advice to Members of Council

• The Integrity Commissioner may provide advice to any Member of Council respecting:
  • the Member’s obligations under this Code;
  • the Member’s obligations under any other policy dealing with ethical behaviour; or
  • the Member’s obligations under section 5, 5.1 or 5.2 of the Municipal Conflict of Interest Act.
• Any request for advice must be made in writing and any advice provided to the Member must be in writing.
• Advice provided to any Member may only be released with the member’s consent, unless the Member releases a portion of the advice, in which case the integrity Commissioner may release the balance of the advice without the Member’s consent.
• Where advice is received by a Member of Council, the Integrity    Commissioner is bound by the advice given in any subsequent     investigation, provided that the facts upon which the advice was based remain unchanged.

Implementation

• A Code of Conduct component will be included as part of the orientation workshop for each new Council term.
• Council members are expected to formally and informally review their adherence to the provisions of the Code on a regular basis.
• Members of Council will be expected to sign a Confirmation of Understanding of the Code of Conduct to convey to each other, members of the public and staff that they have read, understand and accept it.

For further information, contact:

Township of South Stormont
Corporate Services,
P.O. Box 84, 2 Mille Roches Road,
Long Sault, ON K0C 1P0
613-534-8889

Council Compensation and Expense Policy

Approved By: Council

Department: Council

Approval Date: June 28, 2023

Effective Date: June 28, 2023

Policy Statement

The Council Compensation and Expense Policy establishes the guidelines for the compensation for and reimbursement of expenses incurred by members of Council while carrying out their respective roles and responsibilities. 

Purpose

To provide direction and guidance in the reimbursement of expenses and provision of education, training, and conferences for members of Council.

Scope

This policy applies to all members of Council of the Township of South Stormont. 

Guiding Principals and Objectives

Maintain Integrity of members of Council

• The integrity of members of Council as a whole and the offices of the members must be protected; and
• The interest of members of Council as a whole, takes precedence over the personal interest of individual members. 

Maintain Accountability

• Members of Council are the stewards of resources and are ultimately accountable to the public for the type and level of expense they incur;
• Since members of Council use public funds when they perform their duties, the public expects public funds to be used solely for fulfilment of their duties;
• Members of Council’s expense should be reasonable and reflect what the public expects of an elected official; and
• Member of Council’s personal expense must be kept separate from expense related to Township business.

Maintain Transparency

• The public has a right to know how public funds allocated to members of Council are spent.

Policy

Mileage

• Mileage may be claimed for travel to and from conferences, training, or workshops in accordance with the policy.
• Mileage may be claimed for travel related to municipal business, this may include Committees of Council, Township Events and Other Business, as otherwise directed by Council. This does not include travel to onsite meetings with South Stormont residents or businesses.
• Members of Council are responsible for keeping track of their own mileage.
• Mileage shall be calculated in accordance with Canada Revenue Agency rates.
• No mileage shall be provided where the appointed member of Council received compensation from an external agency or organization.

Training, Seminars and Conferences

• Members of Council shall be allocated a maximum of $4,000 per year for eligible expenses related to attendance at a maximum of 2 conferences per year.
• Eligible expenses include:
  • Transportation, parking
  • Accommodation
  • Meal Allowance
• Ineligible expenses include:
  • Personal entertainment or excursions
  • Companions expense
  • Alcohol
• Transportation
  The transportation allowance will be based on the most practical method of travel considering time and total cost.
• Accommodation
  Accommodation is based on the actual hotel rate charged for single/double room plus tax, as applicable, at the designated conference hotel or similar price hotel.
• Meal Expense
  Where the conference or seminar is more than one day in length, the Township will reimburse the cost of meals and related gratuities on a fixed amount basis, of $175.00 per day. Meal allowance will be reimbursed provided the following conditions are met:
  • Meals are not included in the cost of registration
  • Meals are not provided by the hotel or mode of transportation
  • Meals are not paid by another attendee

As reimbursement will be based on a fixed amount, receipts are not required for the purpose of meals pertaining to conferences and seminars. This is treated as a taxable benefit.

• Per Diem
  Members of Council are eligible to a Per Diem of $175.00 per full day and $100 per half day for attendance at training events, seminars and/or conferences to compensate for lost work time. This is treated as taxable income.
• Cancellations
  Where a member of Council is registered to attend a conference or convention, every reasonable effort shall be made by the registered participant to give appropriate notification of cancellation. Notification should be directed to Corporate Services. Some hotels affiliated with conferences have a non-refundable cancellation fee. This fee will be the responsibility of the applicable member of Council unless extenuating circumstances apply.
• Registration
  The cost of registration for Seminars and Conferences are covered by the Township.

Meeting Allowance

A Meeting Allowance of $125 will apply to the following:    

• Attendance at Special Meeting of Council, as defined in the Procedural By-law
• Attendance at Committee of the Whole Meetings, as defined in the Procedural By-law
• Attendance at Orientation Sessions as defined as education and training for the purpose of onboarding members
• Attendance at Public Meeting / Public Information Sessions, Open House Session as defined in the Procedural By-law, when such meetings are conducted as a separate meeting
• Attendance at meetings of Committee, local boards, or special Ad-Hoc Committees to which a member has been appointed by Council, unless specified otherwise. No per diem shall be provided where the appointed members received compensation from the external body.

A Meeting Allowance will not be applicable for the following:

• Attendance at Regular Meetings as defined in the Procedural By-law

Event Allowance

Event Allowance of $75 for the Mayor or designate only, will apply to:

• Community Events
• Special Events

Health Care Spending

Members of Council are provided with a Health Care Spending Account in the amount of $2,000 per year. The benefit can be used for themselves or a member of their family. This is treated as a taxable benefit.

Eligible expenses are as described in the Township’s benefits package and may include:

• Drug (prescription)
• Dental
• Extended Health Services
• Vision

Insurance and Pension Plan 

Within the Township’s overall insurance coverage, members of Council are provided with:

• Accidental Death and Dismemberment Insurance
• Out of Province Medical Insurance
• Critical Illness Insurance

Full details are provided within the Township’s annual insurance policy.

Members of Council are enrolled in the Ontario Municipal Employees Retirement Savings Plan if they are 70 years old or younger.

General 

Specific Provisions

Reimbursement or payment by the Township for any expense will not be made if it is not specifically provided for in this policy.

The Township will not approve payment or reimbursement for any campaign or election related conference, training or workshop in an election year.

Procedure

Process

On a monthly basis, members of Council will submit all requests with supporting receipts, for reimbursement and compensation through the Township’s Human Resource Information System, WebHR. 

Requests will be reviewed by the Corporate Services department and forwarded to the Finance department for reimbursement and compensation.

Responsibilities

Accountability

The Finance department is responsible for maintaining and tracking Council expenses related to this policy.

Members of Council are responsible for submitting requests for reimbursement and compensation monthly.

Members of Council are responsible for exercising good judgement while incurring all expenses in accordance with this policy.

As required under the Municipal Act, Section 284, (1), the Treasurer will submit an annual report to Council detailing the remuneration and expenses paid to each member of Council in respect of their services as a member of Council. This report is a public document and will be posted on the Township’s website.

Definitions

Meetings

• Council meeting is defined as a regular or special meeting of Council where all members of Council are invited to attend.
• Committee of the Whole meeting where all members of Council are invited to attend.
• Public meeting hosted by the Township of South Stormont, not contained within the Regular Meeting, where all members of Council are invited to attend.
• Committee meeting is defined as a meeting where one or more members of Council are appointed to represent Council and as outlined in the By-law to Appoint members of Council to various Committees and/or Boards.

Events

• Community Events includes social and community events where the Mayor or designate, is invited (parades, bazaars, fall fairs, etc.).
• Special Events includes social and community events, open houses receptions, etc. where the Mayor or his designate is invited.

Other

• Other Business is defined as attendance by one or more members of Council to attend matters relating to municipal governance.

Per Diem

• Half day per diem is defined as a meeting or attendance for a half day (less than 4 hours)
• Full day per diem is defined as a meeting or attendance for a full day (greater than 4 hours)

Monitoring and Compliance 

In the event of a conflict or difference, the applicable provincial legislation supersedes this Policy.

This Policy supersedes other Township or divisional policies, standards and guidelines that govern the monitoring of IT assets to the extent of any conflict, subject to the principle that specific provisions of the other policies, standards, and guidelines continue to apply despite a more general provision being set out in this Policy.

The Township reserves the right to amend this Policy at any time.

Authority and Related Policies

Legislated Requirements:

• Employment Standards Act, 2000
• Working for Workers Act, 2022, Bill 88

Related Policies:

• Acceptable uses of IT Resources Policy
• Mileage Policy
• Council Code of Conduct Policy

Contact

For more information on this policy, contact: Director of Corporate Services

By-law No. 2019-021: Council Remuneration

Procedural By-law to Govern the Proceedings of Council and Committees

Public Petitions Policy

Approved By: Council

Department: Corporate

Approval Date: November 10, 2021

Effective Date: November 10, 2021

Policy Statement

The Public Petitions Policy provides consistent requirements for both paper-based and electronic petitions. The policy provides an overview of petitions, specific petition requirements and outlines the submission process for petitions. 

Purpose

This policy outlines the Township of South Stormont procedure for receiving electronic and paper-based petitions. 

Scope

This policy applies to petitions submitted to the Township of South Stormont.

Objectives

The Public Petitions Policy contains consistent requirements for both paper-based and electronic petitions and aims to make the process for submitting petitions less cumbersome and more transparent for members of the public. 

Policy

Overview of Petitions

• Petitions are a way for residents to communicate their opinions to members of Council and bring attention to a matter of public interest or concern that is within the authority of Council. 
• Matters that are administrative or operational in nature should be first raised with Township staff in the relevant department. 
• Anyone who is a resident, business owner or property owner within the Township of South Stormont can bring forward and sign petitions. 
• All petitions are subject to specific requirements outlined below, which help to ensure their authenticity and validity. 
• This policy shall not limit any statutory petition process outlined in relevant legislation. 

Petition Requirements

• Petitions may be submitted in an electronic or paper-based format. 
• For convenience, the Corporate Services has created a form that petition organizers can use (see Appendix A). 
• Other forms may be accepted, provided that the following requirements have been met:
  • Petitions must be addressed to Council.
  • Petitions must request a particular action to be taken that is within the authority of Council. The petition request should be stated at the top of each page of the petition.
  • The petition organizer’s name and contact information must be provided.
  • For paper-based petitions, each petitioner must provide their name, full address and original signature.
  • For electronic petitions, each petitioner must provide their name, full address and valid email address in place of an original signature.
  • Each page of the petition must include the following statement regarding the collection of personal information: 

Collection of personal information

Personal information is being collected and will be used for the purpose of informing Council as to your views on a matter of public interest or concern as specified in this petition. Your information may be made public through the course of a meeting and corresponding agendas and minutes and/or distributed. as part of the Information Items. 

Personal information, as defined by Section 2 of the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), is collected under the authority of the Municipal Act, 2001, and will be maintained for the purpose of creating a record that is available to the general public in accordance with the provisions of MFIPPA. 

If you have questions about the collection, use or disclosure of this personal information please call 613-534-8889, email info@southstormont.ca.

•  Petitions containing defamatory or obscene content, as defined in the Township’s Procedural By-law, will not be accepted.
• Petitions submitted via an external petition website (e.g. change.org) will not be accepted as a formal petition but may be included as correspondence on a Council agenda if the subject is related to an upcoming agenda item. 

Submission Process

• Paper-based petitions containing original signatures and meeting the above requirements should be sent by mail to the Township office to the attention of the Clerk’s Office or delivered in person.
• Electronic petitions meeting the above requirements should be emailed to info@southstormont.ca
• The Clerk’s Office will confirm receipt with the petition organizer and describe how the petition will be dealt with. 

 Petitions Relating to an Agenda Item 

• Petitions relating to an item on an upcoming regular meeting agenda will be included as part of the agenda package for the meeting where the item is being heard.
• The deadline to submit a petition in relation to an item on an agenda is 10:00 a.m. on the Friday before the meeting. 

Petitions Introducing New Business

• Petitions that are introducing new business and are not related to an item on a current or upcoming agenda will be circulated as part of the Information Items. 
• Petitions to be circulated as part of the Information Items must contain a minimum of 5 signatures. 
• Petitions related to the same topic as a petition that has already been included on the Information Items over the previous 12 months will not be accepted, unless a material change of circumstance has occurred. 

Monitoring and Compliance

The Public Petitions Policy will be reviewed in conjunction with the 2022-2025 governance review. 

The Director of Corporate Services/Clerk will be responsible for the Public Petitions Policy. 

Authority and Related Polices

Legislated Requirements:

• Municipal Freedom of Information and Protection of Privacy Act

Related Policies/By-laws:

• By-law No. 2021-069, Procedural By-law

Definitions

"Petition" means a formal written request made to Council for a particular action to be taken or to voice an opinion on a matter.

"Petition" Organizer means the person who has initiated and is the main contact for the petition. 

Contact

For more information on this policy, contact:

Corporate Services Department

Township of South Stormont

P.O. Box 84, 2 Mille Roches Road

Long Sault, ON  K0C 1P0

613-534-8889

Establish and Regulate a Fire Department

Fire and Rescue Code of Conduct and Ethical Standards Policy

Approved By: Council

Department: Fire Department

Approved date: October 23, 2019

Effective Date: October 23, 2019

Purpose

To establish a Code of Conduct aimed at clarifying expectations and standards for members of South Stormont Fire and Rescue while serving as a Firefighter. This Code of Conduct requires that all members of South Stormont Fire and Rescue conduct themselves with a high level of professionalism and personal integrity.

Definitions

 “Conflict of Interest” means any circumstance in which:

• a Member or a Relative of a Member has a direct or indirect pecuniary interest in a Department decision, proposed decision, or action(s) taken by the Department or individual Members; and
• the Member could possibly influence the decision made or action(s) taken by the Department or individual Members.

“Department” means the South Stormont Fire and Rescue

“impairment” or “impair” means a state of diminished abilities or functioning as a result of the consumption of drugs, whether recreational or prescribed, legal or illegal, or alcohol. Signs of impairment may include glassy or red eyes, unsteady gait, slurring and poor coordination.

“under the influence” means a state of being affected by the presence of drugs or alcohol in one’s body.

“Member” means any person employed in, or appointed to, the South Stormont Fire and Rescue Department.

“Relative” shall include immediate family; i.e., spouse (includes common-law or same sex), mother, father, sons, daughters, brothers, sisters and in-laws (i.e. mother-in-law, father-in-law, sons-in-law, daughters-in-law, brothers-in-law and      sisters-in-law.)

“Township” means the Township of South Stormont.

Scope

This Code of Conduct applies to a member’s conduct on-duty and may be applicable to a member who is off-duty if the conduct has a connection to the member’s official duties. This policy is applicable regardless of whether the misconduct occurred in-person or through some other means, such as social media.

Policy Statement

This Code of Conduct sets out the Department’s minimum standards of conduct. The nature of firefighting and emergency services work places all members in a position of public trust. As a result, members are subject to public scrutiny. The level of conduct should be beyond reproach, regardless of work status or location. All members must strive to achieve the highest level of ethical and professional conduct necessary to maintain the integrity of the individual members, the Department and the Township.

This Code of Conduct is not intended to be a complete guide to all ethical questions or dilemmas that a member may face.  Just because an unethical or questionable action is not specifically addressed in this Code does not mean that such conduct is permitted. Rather, members should be guided by the expectations of professionalism and personal integrity in all that they do.

General Expectations

All members are expected to:

• be accountable for their own actions and for the wellbeing of other members;
• maintain knowledge of applicable laws or policies and perform assigned tasks adhering to said laws and policies;
• meet standards associated with the member’s rank, grade, or position.
• comply with Township or Department policies which may include, but are not limited to: Township Policies, Department orders, directives and the Department’s Standard Operational Guidelines.
• maintain or renew required licenses and/or certifications associated with the member’s rank, grade, or position;
• report any charges against a member for an offence under the Criminal Code of Canada;
• be responsible for the care and condition of Department uniforms, equipment and personal equipment issued to them. Members will sign acknowledging receipt of same and will return all items in their possession upon departure from the Department;
• keep Fire Stations clean and orderly. Department meetings, training or Association meetings shall be permitted in any Fire Station. For the purpose of scheduling other events such meetings will be scheduled through an authorized Township employee.

Respectful Workplace

Members are expected to perform their duties in a manner that is helpful, respectful, courteous, and that respects the dignity and diversity of colleagues and residents. Members must recognize that they are seen as representatives of the Department, the Township, and fire services in general. Members should strive to conduct themselves in a manner that strengthens public confidence in all three bodies.

Chain of Command

Members may not engage in conduct, through actions or words, which are disrespectful to, or that otherwise undermine the authority of a supervisor or the chain of command. Members shall comply with the chain of command and shall obey any lawful order issued by anyone in a superior position authorized to be in command.

If a member is given an order that conflicts with an existing order, the member shall notify the superior of the latter order. If that order is repeated, it will stand. A member shall not obey any order which they reasonably believe to be immoral, unsafe, or illegal and shall immediately report this concern to the Fire Chief, or alternatively, the Township’s CAO.

Conflicts of Interest

Members must disclose and take reasonable steps to avoid any conflict of interest (real or apparent) in connection with their employment or engagement with the Department.

Members are required to notify their supervisor when they become aware or ought to reasonably be aware of circumstances that create a real, apparent, or potential conflict of interest with themselves or member.

Upon being notified of a real, apparent, or potential conflict of interest, the Fire Chief will assess the situation and determine whether a real, apparent, or potential conflict of interest exists. Where it is determined that such a conflict exists, the Fire Chief shall implement appropriate measures to prevent or eliminate the conflict.

If the member in question is the Fire Chief, notification shall be to the Township’s CAO.

Department Time and Assets

Township and/or Department property shall not be used by Members for personal use or personal gain unless through prior approval of the Fire Chief. This includes but is not limited to the use of departmental identification cards, badges, uniforms, insignia, facilities or equipment.

No Member may borrow, lend or remove any Department equipment without the express permission of the Fire Chief.

Members may not use their position within the Department to endorse or advertise any product, service or company.

Any member finding or receiving valuables or other items at the scene of a fire (or during their duties) shall immediately turn such items over to, or notify, the Fire Chief.

Gifts/Benefits

Members are expected to make decisions based on impartial and objective assessments of each situation, free from influence of any gifts, favours, or benefits that may be offered. Members are therefore prohibited from soliciting, accepting, offering, or agreeing to accept any gift or benefit, including a gift or benefit to a Relative of the member that is connected directly or indirectly with the performance of the member’s duties or that could reasonably be construed as being given in anticipation of future, or recognition of past, “special consideration”.

Political Activity/Community Activity

To ensure public trust, Members must be, and appear to be, impartial and free of undue political influence in the exercise of their official duties.  Members engaged in political activities must take care to separate those personal activities from their official positions. 

Except for the Fire Chief, Members may run for Council of the Township, in accordance with provisions of the Municipal Elections Act.  Members may become involved in other municipalities’ elections as well as Provincial and Federal elections in accordance with applicable law.

Fraud/Breach of Trust

Members shall not engage in behaviour that is fraudulent or that constitutes a breach of trust with the Department. Such conduct includes but is not limited to:

• using deceit to gain a personal advantage, pecuniary interest or benefit for oneself or Relative;
• illegally obtaining money, including the solicitation or acceptance of bribes or favours;
• intentionally providing false or incomplete information to or withholding information from a supervisor;
• planning or participating in the theft of Department or Township property or time, or the use of said property or time to aid or conduct a theft of any kind;
• inappropriate personal use of or intentional damage of Department or Township property;
• undertaking any other illegal activity.

Fraud and/or breach of trust by members is considered a major form of misconduct.

Confidential Information

Members shall not supply information which may be of a sensitive or confidential nature, relating to the Department, to any person, including any member of the press, unless authorized by the Fire Chief.  If a Member is uncertain as to whether information may be of a sensitive or confidential nature, he/she shall discuss the matter with the Fire Chief before any disclosure is made.

Some examples of confidential information include:

• Items under litigation;
• Personnel matters;
• Information which infringes upon the right of privacy of another (including details of incidents requires the aid and services of the Department);
• Sources of complaints about a variety of matters where the identity of the complainant is given in confidence;
• Information about suppliers which might be useful to competitors
• Items under negotiation;
• Information supplied in support of license applications, etc., where such information is not part of public documentation;
• Schedule of prices in contract tenders’

Social Media

Members will keep personal social media activity and work separate. Posting to any online media outlet by members that reference the Department or the Township (including but not limited to either organizations’ employees, affiliated groups, policies, internal operations or daily activities) may result in disciplinary action.

Members are liable for anything they write or present online. As such, members can be disciplined for comments, content or images that are inappropriate, including those that are defamatory, derogatory, pornographic, harassing, damaging to the employer’s reputation or that can create a hostile work environment or disclose proprietary, confidential, or private information.

When preparing information for use on the Corporate social media accounts members must adhere to all applicable policies, including:

• The Herein Code of Conduct
• Township Workplace Violence and Harassment Policy
• Township Information Technology Policy
• Township Mobile Device Policy

Drugs/Alcohol

Members shall not consume alcohol or use prescription or non-prescription drugs that may impair the member’s ability to perform the required duties while on duty.

Members shall not respond to an emergency, attend a training session, or perform an assigned duty or any other department function/activity when under the influence of any drug (including alcohol) that may impair the member’s ability to perform the duties.

If a member:

• is required, due to a medical condition, to consume a prescription medication that can impair his/her ability to perform his/her duties;
• suffers from an addiction to any drug (including alcohol) that can impair his/her ability to perform his/her duties;

he/she is required to notify the District Chief or Fire Chief in advance of the performance of any duties. This advance disclosure is required due to the safety-sensitive nature of the member’s duties.

Where such advance disclosure is made, the Department will work with the member in an accommodation process to assist the member in performing his or her duties in a safe and effective manner.

Where such disclosure is not made in advance and the member is discovered to have performed or attempted to perform duties while under the influence of any substance that could cause impairment, the member may be disciplined (up to and including termination with cause) for having failed to adhere to the disclosure requirements of this Code of Conduct and the inherent safety risks that can arise as a result.

Disclosure/Reports

Whenever a member considers that he or she could be involved in a conflict of interest, whether real, perceived, or potential, or in any matter that may result in a breach of this Code of Conduct, the member shall immediately disclose the situation to his or her District Chief in writing.

Whenever a member witnesses or suspects that another member is in a conflict of interest or otherwise in breach of this Code of Conduct, he or she is obliged to report the issue in writing to his or her District Chief.

In all cases, the District Chief shall be obligated to notify the Fire Chief of the disclosure/allegation.

In cases where the District Chief is the person alleged to have conducted the inappropriate behaviour, the member shall report the issue to the Fire Chief. In cases where the Fire Chief is the person alleged to have conducted the inappropriate behaviour, the member shall report the issue to the Township’s CAO.

Members shall be protected from any form of reprisal for reporting improper behaviour; however, false and malicious complaints may be grounds for discipline up to and including termination for cause. 

Investigation

Upon receipt of an allegation that this Code of Conduct has been contravened, the Fire Chief (or CAO) in consultation with the District Chief of the member at issue shall determine the form of investigation to be conducted. Depending on the nature and severity of the alleged breach of conduct, the Department may decide to undertake a formal investigation using either internal or external resources.

During the course of the investigation, the member concerned may be removed from the workplace on a leave of absence.  However, the member will have the opportunity to respond to the alleged breach of conduct during the course of the investigation.

Discipline

Any contravention of this Code is grounds for discipline up to and including termination for cause in accordance with the Township’s Human Resources Policy.

Clean Yards By-law

Entranceway Regulations By-law

High Water Leak Adjustment Program

Approved By: Council

Department: All Departments

Approved Date: January 1, 2019

Effective Date: January 1, 2019

Policy

It is the policy of the Township of South Stormont to assist eligible residential property owners experiencing difficulties with payment of high water and/or wastewater bill(s) due to water leaks inside their homes, in an open, fair and accountable process. 

Purpose

The intention of this program is to assist residential property owners who experience difficulties with payment of their high water and/or wastewater bill due to water leaks inside their homes.  This program may provide one-time assistance for water bill payment.  Any future charges shall be paid for in full by the property owner.

Background

Property owners are responsible for the service and fittings to the Water Utility System beginning at the coupling on the property owner’s side of the meter.  Any leaks in the line that are the responsibility of the property owner must be repaired by the property owner, solely at their expense.  No adjustment or credit will be applied to the water bill for the property owner or property side leaks, damage or deterioration, or other factors except as defined within this program.

The property owner is responsible for monitoring higher than expected usage.  Property owners must investigate higher than expected usage to determine if the usage was caused by a property side leak.  Property owners should promptly repair leaks.

Definitions

Water Leak: The accidental loss of liquid caused by malfunctioning pipes within the resident’s home that results in an abnormally high water and/or wastewater bill. 

Single-Unit Residential Properties: a structure used as a single dwelling unit. Regardless of whether the dwelling unit shares one or more walls with another dwelling, it is recognized as a single residence if it does not share a water meter, heating facilities, nor any other essential facilities with any other dwelling.  (This includes semi-detached units and townhouses)

Multi-Unit Residential Properties: housing where multiple separate residential housing units are contained within one building or one complex includes several dwellings. 

Vacant: A property having no fixtures, furniture, or inhabitants. The property is not occupied by a possessor.  A building that has been recently constructed is considered vacant before it is occupied by any inhabitants.  If previous inhabitants are moved out and new inhabitants have not yet moved in, the building is also recognized as vacant. 

What Qualifies? 

This program is aimed at offering assistance to those property owners who meet the following criteria:

• Single-Unit Residential Properties.
• Consumption must exceed 5 times (500%) the property owner’s average consumption.
• Payment in the amount of the last regular billing cycle must be made by the due date.
• The property owner’s account must be in good standing at the time of submission.
• Request must be made in writing by the homeowner to the Finance Department no later than 60 days following the issuance of the high water and/or wastewater bill in question.
• Reasonable efforts (including hiring a plumber) to locate the leak and initiate repairs must be taken by or on behalf of the property owner within 14 calendar days after the initial notification of increased water usage was provided to the property owner.  Notifications can include high water billing, a written notice, or a courtesy phone call.
• Plumbing must be in compliance with government regulation.

What Does Not Qualify? 

• Multi-Unit Residential Properties.
• Homes that are vacant or premises that are unattended when the failure occurred.
• Industrial, commercial and institutional properties.
• Outdoor water usage such as, but not limited to, pools, hot tubs, hoses, irrigation systems or neglect of private property.
• Water loss due to theft, vandalism, or construction damage is not eligible for an adjustment.

Standard Operating Procedure:

• Applicants wishing to apply for a high water leak adjustment are asked to complete the appropriate application.  The application includes basic information regarding the applicant as well as details concerning the repair.
• All applications must be sent to the Township of South Stormont within 60 days of detecting the issue and completion of repair.  Any incomplete applications will not be considered for the program.
• The Director of Finance shall review each High Water Leak Adjustment Application to ensure all of the necessary information is provided.
• The Director of Finance along with appropriate department directors will verify whether the leak was repaired properly and if the applicant is eligible for the program.  Public works may be required to visit the property to ensure that the leak has been repaired properly and must be granted access to the property for purposes of this program.  In order to ensure consumption has returned to normal levels, an actual water meter reading may also be required.
• If the applicant is eligible for the program, the Director of Finance may approve the application and notify the applicant of the amount to be credited to the homeowner’s water and/or wastewater account.  No refunds will be provided.
• Homeowners are only eligible for one (1) leak adjustment under this program. Leak adjustments shall:
  • be credited to the homeowner’s water and/or wastewater account and will only apply to the volumetric charges; no refunds will be provided;
  • be limited to adjust for the homeowner’s average water consumption;
  • be limited to 50% of the difference between the homeowner’s average water consumption and the high-water consumption plus any applicable wastewater charges incurred on the credited component of the water consumption;
  • be limited to two (2) billing periods
  • be capped at a maximum of $1,000 per claim; and
  • not include the repair, replacement or any other associated costs due to the failure.
• Funding availability under this program is restricted to annual budget allocations.
• Applicants will receive a response within 15 business days after the application submission.  The applicant will also be notified whether an inspection or actual meter reading is necessary to ensure that the leak has been repaired properly and consumption returned to normal levels.
• The Director of Finance along with appropriate department directors shall review all completed High Water Leak Adjustment applications.  When an application is approved, the applicant will be notified and informed of the amount to be adjusted.

General Provisions:

• The High Water Leak Adjustment Program Application form will be posted on the Township of South Stormont’s website and will be available at the Township office.
• All application forms must be received within 60 days after detection of the leak to qualify for this program.  Applications should be submitted with any proof that the leak was repaired properly; this can include invoices, receipts, and photos.
• Council will be notified of the number of applications, the number of approved applicants and the financial impact in the Monthly Activity Summary from Finance.

Noise and Nuisance By-law

Open Air By-Law

Property Standards By-law

Regulate Fences and Swimming Pool Enclosures

Responsible Pet Ownership

Sewer System Back Up Policy

Approved By: Council

Department: Public Works

Approval Date: November 13, 2002

Effective Date: November 13, 2002

• Past history indicates that the Township of South Stormont receives very few claims per year due to sewer system back up(s). The Township shall continue to deal with each claim on an individual case-by-case basis.
• The property owner may proceed with a claim however, the claim shall be in writing.
• Administration will notify the Insurance company of such claim and if necessary, the Township Solicitor.
• The Public Works department will investigate, to determine the cause of the system failure.
• The Public Works Manager will consult with the Insurance Adjuster.
• If the Public Works Manager is satisfied that the back-up was due to Township neglect, such as:
  • Non-compliance with the main sewer flushing program, i.e. twenty percent (20%) of the sanitary system is flushed and cleared every year, therefore once every five (5) years the sanitary main is cleaned; or
  • Non-repair to a sewer lateral;
    the Township may cover the claim, up to $2,000.00, for the cost of any necessary cleaning, disinfecting and repairing of personal property.
• The property shall, pursuant to receiving payment for a claim, sign a Release and Final Discharge from any and all actions, causes of actions, claims and demands, for damages, loss or injury, respecting the condition of the sewer as a result of the back-up.

Waste Management By-law

Water Regulation By-law

Code of Conduct Policy for Employees

Approved By: Council

Department: All Departments

Approval Date: December 11, 2019

Effective Date: December 11, 2019

Purpose

The purpose of this Code of Conduct is to establish the Corporation of the Township of South Stormont’s (“the Township”) commitment to the principles of accountability and respect. These principles should guide all that we do as representatives of the Township.

Accountability: As Township employees, we are accountable to the Corporation, Township Council and the residents of South Stormont and are responsible for the assets and public funds entrusted to us.  Accountability requires transparency, impartiality, and a readiness to give an explanation or justification to stakeholders for our actions, intentions, or judgments.

Respect: As Township employees, we recognize our position as guardians of public funds and as representatives of the Township. We demonstrate respect for these responsibilities by always acting with integrity and in the Township’s best interest. We value an open and inclusive workplace and community where Township employees, members of Council, and members of the public are treated with dignity and respect.

Policy Statement

As Township employees, we have a responsibility to be accountable for the provision of services using public funding. We provide services respectfully and ensure our actions as representatives of the Township are highly ethical and considerate of those we serve.

This Code of Conduct is not intended to be a complete guide to all ethical questions or dilemmas that we, as Township employee, may face.  Just because an unethical or questionable action is not specifically addressed in this Code does not mean that such conduct is permitted. Rather, as Township employees, we should be guided by the principles of accountability and respect in all that we do.

Scope

This Code applies to all Township employees, excepting Fire Department as the Fire Department has its own Code of Conduct, regardless of employment status, including unionized employees. Should this policy conflict with the provisions of the collective agreement, the collective agreement shall prevail.

Definitions

Conflict of Interest involves any circumstance in which:

• a Township employee or a member of his or her family has a direct or indirect pecuniary interest in a Township decision or proposed decision (including any contracts signed by the Township or by-laws enacted by the Township); and
• the Township employee could possibly influence the decision made by the Township.

Family: includes parent, step-parent, spouse, common-law spouse (and children thereof), child, step-child, grandparent, step-grandparent, grandchild, step-grandchild, sibling, step-sibling, parents-in-law, step-parents-in-law, siblings-in-law, son or daughter-in-law, aunt, uncle, niece, nephew, or foster child, and may in some circumstances also include close personal friends.

Standards of Conduct

Personal Conduct

Accountability: As Township employees, we are ambassadors for the Township and are accountable to the Corporation and the residents of South Stormont for our personal conduct. As Township employees, we must recognize that our conduct can strengthen or erode public confidence in the Township as a whole.

Respect: As Township employees, we are expected to perform our duties in a manner that is helpful, respectful, courteous and that respects the dignity and diversity of colleagues and residents. We recognize that we are representatives of the Township inside the workplace and outside whenever we can be identified as a Township employee. This Code continues to apply outside the workplace whenever a Township employee can be identified as such.

Township Time and Assets

Accountability: Township employees are entrusted with public funds and are accountable to the Corporation and the residents for using these public funds responsibly in the provision of a wide range of public services.

Respect: Township employees demonstrate their respect for their responsibility by using their paid working time and Township assets exclusively for the performance of Township duties. Township assets including vehicles, equipment, supplies, services, email, internet services, or other electronic communication devices must not be used for personal purposes where such use could impose an added cost or liability to the Township.

Conflicts of Interest

Accountability: As public servants, we are accountable for the decisions we make and the influences on our decisions. We demonstrate our accountability through transparency and impartiality. In practice, this means:

• All Decisions: We make decisions without consideration of our personal interests or the interest of family or friends and immediately disclose to our manager in writing any circumstance giving rise to a real, apparent, or potential conflict of interest.
• Anti-Nepotism: We ensure Township business and employment matters are conducted without nepotism and recognize that the Township does not permit family members to be supervised by or subordinate to one another or otherwise put in a position where job responsibilities are incompatible with those of a family member.
• Outside Work/Activities: We do not engage in any outside work, business activity, or other undertaking that interferes with the performance of Township duties or from which we derive some form of benefit by virtue our employment with the Township. We will immediately disclose to our supervisor any outside activity that may present a real, apparent, or potential conflict of interest.
• Gifts/Benefits: We make decisions based on impartial and objective assessments of each situation, free from influence of any gifts, favours, or benefits that may be offered. We do not solicit, accept, offer, or agree to accept any gift or benefit, including a gift or benefit to a family member, friend, or business associate, that is connected directly or indirectly with the performance of our duties or could reasonably be construed as being given in anticipation of future, or recognition of past, “special consideration”. Token gifts of nominal value offered as incidents of protocol, social obligation, or courtesy and that are within the normal standards of hospitality are excluded.
• Political Activity: We are politically neutral in all official Township duties. While we are entitled to exercise our right to support or be involved in the political campaign of a municipal, provincial, or federal candidate or party, we do so on personal time and do not hold ourselves out as representatives of the Township.

Respect: We respect the trust and confidence instilled upon us as Township employees and understand that avoiding conflicts of interest is fundamental to maintaining public trust.  We also recognize and respect that public trust can be eroded when there is an apparent or potential (but not actual) conflict of interest and will respond appropriately to avoid even the appearance of a conflict of interest.

Media Relations and Public Commentary

Accountability: We are accountable to the public for carrying out the will and decisions of Township Council in a manner that is impartial and perceived to be impartial. Accordingly, we:

• refrain from speaking on behalf of the Township to the media or otherwise unless we have been authorized to do so;
• exercise restraint and good judgment in any criticism of the Township;
• address any concerns or complaints about Township services, processes, policy, or with management decisions with the appropriate supervisor or Director, not directly to Council;
• take all reasonable precautions to ensure we are not perceived to be representing the Township when publicly commenting on non-municipal matters;
• refrain from making any inappropriate social media posts that could harm the reputation of the Township or breach the confidentiality of any Township residents or employees.

Respect: We recognize that the Township Council is the elected voice of the residents of South Stormont and respect the decisions of Council. While we have the same rights as other taxpayers to access municipal services, we recognize that public comments or complaints from Township employees may impair the public’s confidence in the Township and in the objective and efficient performance of our duties.

Confidentiality

Accountability: As Township employees, we are given access to personal and private information about residents and Township processes, services, and decisions. We are accountable for the collection, retention, use, and disclosure of this information in compliance with the Municipal Freedom of Information and Protection of Privacy Act (“MFIPPA”). We are also accountable for creating and maintaining records in accordance with Township policy.

Respect: We respect the public trust instilled in us, as Township employees, and accordingly will handle sensitive and confidential information in accordance with MFIPPA and ensure records are created and maintained in order to explain and justify Township decisions.

Reporting

Self-Reporting

Whenever a Township employee considers that he/she/they could be or was involved in a conflict of interest, whether real, apparent, or potential, or in any matter that may result or has resulted in a breach of this Code of Conduct, the employee shall immediately disclose the situation to his/her/their immediate supervisor or Director in writing.

Upon a self-report being made, the employee’s supervisor, in consultation with the Director, will assess the situation and determine whether a conflict of interest or other breach exists and implement appropriate measures to prevent or eliminate the conflict or address the breach.

Where the circumstances require further investigation or suggest that the employee breached the Code of Conduct knowingly or deliberately, the matter shall be referred to the CAO who will determine the appropriate investigation process and response (including possible disciplinary response).

Third-Party Reporting

Whenever an employee witnesses or suspects that a co-worker is in a conflict of interest or otherwise in breach of this Code of Conduct, he/she/they is obliged to report the issue to his/her/their immediate supervisor. In cases where the immediate supervisor is the person alleged to have conducted the inappropriate behaviour, the employee will report the issue to a Director or the CAO. In a case involving the CAO, the matter shall be reported to the Mayor or a member of Council.

Any Township employee in receipt of a third-party report shall refer the matter to the Department Director of the employee in question or the CAO (or Mayor).

No Reprisal

Employees shall be protected from any form of reprisal for reporting improper behaviour; however, false and malicious complaints may be grounds for discipline up to and including termination for cause.

Investigation

Upon receipt of a third-party report that this Code of Conduct has been contravened, the CAO (or Mayor) in consultation with the Director of the employee at issue’s department shall determine the form of investigation to be conducted. Depending on the nature and severity of the alleged breach of conduct, the Township may decide to undertake a formal investigation using either internal or external resources.

During the investigation, the employee concerned may be removed from the workplace on a leave of absence with pay.  However, the employee will have the opportunity to respond to the alleged breach of conduct as part of the investigation.

Discipline

Any contravention of this Code is grounds for discipline up to and including termination for cause in accordance with the Township’s Human Resources Policy.

Severability

The provisions of this Code are severable and if any provision, section or word is held invalid or illegal, such invalidity or illegality shall not affect or impair any of the remaining provisions, sections or words.

Confidential Information and Intellectual Property

Department: Human Resources - Conduct

Effective Date: April 13, 2022

Policy Statement

The Township of South Stormont (“the Township”) recognizes that by virtue of their employment, employees will have access to Confidential Information, and may develop or contribute to Intellectual Property related to Township business. Confidential Information shall not be shared except in accordance with this policy. The Township retains ownership rights to all forms of Intellectual Property created by
employees while under our employ regardless of the time, intent or location of its creation.

Purpose

The purpose of this policy is to maintain public and employee confidence in the integrity of Township information practices and to ensure employees are aware of their obligations with respect to Confidential Information and Intellectual Property.

Scope

This policy applies to all Township of South Stormont employees (including but not limited to full-time, part-time, students, volunteers, interns).

Objectives

• To ensure all employees understand their responsibility to protect Confidential Information.
• To ensure employees are aware of the Township’s intellectual property rights with respect to intellectual property created by workers while under the employ of the Township.

Definitions

Confidential Information means all confidential and proprietary information of the Township including documents, records, contracts, agreements, instruments, reports, studies, plans, presentations, research, budgets, estimates, financial statements, data and information relating to the management of the Township, including information comprising or relating to:

• Project management
• Technical management
• Product/service development
• Pricing methods
• Quality management methods
• Investment plans
• Operation rules
• Commercial networks
• Human resource planning
• Township data dictionaries
• Township financial information, status and statements
• Object code and source code to Township software
• Any information, or documentation labelled “Confidential” by the Township, or listed as such by separate memorandum, or e-mail that informs of confidential status
• Any information pertaining to residents
• Information licensed by the organization to customers under a confidentiality restriction
• Notes taken that pertain directly and/or indirectly to the Township
• Customer information
• Emails, letters, and any other forms of transmission that pertain to the Township, regardless of media
• Emails, letters, and any other forms of transmission that are created and/or conducted using Township resources
• Usernames and passwords for Township owned and operated property, or for employee-owned devices that contain business information.

Confidential Information does not include information that can be demonstrated to be generally publicly known or in the Employee’s possession through no breach of confidentiality by any person.
Intellectual Property means any work products that:

• result or derive from a Township employee’s employment or from the Employee’s knowledge or use of Confidential Information;
• are conceived or made by a Township employee (individually or in collaboration with others) in connection with the employee’s employment by the Township;
• result from or derive from the use or application of the resources of the Township; or
• relate to the operations of the Township.

Policy

Confidentiality

Township employees shall not disclose to anyone outside the employ of the Township, either during their employment or any time thereafter, any Confidential Information except for the normal exchange of information with external parties in the course of exercising the employee’s duties and responsibilities with the Employer or as required by law. In the event that an employee is unsure as to whether or not certain information should be released, the employee will check with the CAO prior to the release of such information
to any third party.

All employees are required to handle any and all Confidential Information with utmost protection and confidentiality. This includes ensuring that Confidential Information is securely stored and only accessible to those individuals who are authorized to have access.

Confidential Information shall not be used for any purpose other than its reasonable use in the normal performance of employment duties for the Township.

All Township business is intended to be performed using Township-owned and operated property, including computers, telephones, letterhead, note-books, etc. All information, including Confidential Information contained in, created or transmitted by Township owned and operated property is the property of the Township.

Employees that are neither official spokespersons nor permanently and/or temporary designated spokespersons cannot, under any circumstances (including on a “no-names” or “off the record” basis), respond to inquiries from the public or the media unless specifically asked to do so by an official spokesperson. All inquiries from the media and the public are to be referred to the CAO.

Intellectual Property

All Intellectual Property is the Township’s exclusive property, and the Township shall have the sole discretion to deal with them.

Employees cannot reproduce or publish any Intellectual Property, unless it is necessary to do so as part of their regular Township employment duties.

All Employees irrevocably transfer, grant, convey, assign and relinquish, and agree to transfer, grant, convey, assign and relinquish, to the Township (for no additional consideration), all right title and interest the Employee may have in Intellectual Property.

Employees must sign all assignments and documents requested by the Township intended to confirm Township ownership of Intellectual Property.

Employees must permit the Township to obtain and retain patents, copyrights, trademarks and other indications of ownership without any further claim towards the Intellectual Property.

Monitoring and Compliance

All parties are required to comply with the procedures outlined in this policy. In cases of policy violation, the Township may investigate and determine appropriate corrective action. Employees who fail to comply with this policy will be subject to discipline, up to and including termination, as well as possible legal action.

Authority and Related Policies

Code of Conduct and Conflict of Interest

Contact

For more information on this policy, contact: Chief Administrative Officer

Conflict of Interest Policy

Department: Human Resources - Conduct

Effective Date: January 26, 2022

Policy Statement

The Township of South Stormont (“the Township”) recognizes that employees are expected to conduct themselves with personal integrity, honesty, and diligence in the performance of their duties. The Township believes that employees must have clear guidelines to protect them against the potential conflict that may arise when
their personal and / or private interests come into conflict with the interests they serve through their employment at the Township.

Purpose

This policy is established to ensure employees understand their obligations in avoiding any conflict of interest and reporting of a conflict of interest if one occurs.

Scope

This policy applies to all Township of South Stormont employees (including but not limited to full-time, part-time, students, volunteers, interns), contractors and consultants at all work locations.

Objectives

• To communicate to employees the Township’s standards and procedures to prevent the occurrence of a conflict of interest.
• To ensure employees protect themselves from persons who seek to gain benefits at their expense.

Policy

The Township of South Stormont expects employees to conduct business according to the highest ethical standards of conduct and to devote their best efforts to the interests of the Township. Business dealings that appear to create a conflict between the interests of the Township and an employee are unacceptable.

Responsibilities

Individuals shall avoid situations where their personal interests (including those of spouses, parents (including in-laws), siblings and children), financial or otherwise, conflict or appear to conflict with those of the Township.

Individuals shall not place themselves in positions where they are under obligation to any person who might benefit from special consideration or favour on their part or seek in any way to gain special treatment from them.

Directors are responsible for ensuring that employees are aware of this policy and understand its implications.

Procedures

Employees must report all conflicts of interest and potential conflicts of interests to their Supervisor or Director. If an employee has any question whether an action or proposed course of conduct would create a conflict of interest, they should discuss it with their Supervisor or Director to obtain advice on the issue.

Directors must report all personal conflicts of interest and potential conflicts of interest to the Chief Administrative Officer.

While it is understood that employees may have employment outside of the Township of South Stormont, such employment must not conflict with the employee’s responsibilities to the Township. The following are guidelines to moonlighting (or outside employment):

• Employees may not actively solicit business unrelated to their employment at Township of South Stormont while working for the Township;
• Employees may not involve themselves in areas of business at Township of South Stormont where they may have a conflict of interest (i.e. may not approve their own invoices, etc.);
• Employees must inform their Supervisor or Director to ensure that all conflict issues are addressed. The Director is to communicate with the employee to ensure that employees are aware that Township benefits (including WSIB) will not cover them in the event of an injury or accident while working elsewhere.

Definition

A Potential or Actual Conflict of Interest: Occurs in situations where an employee is in a position to make or influence a Township decision in such a way that it results in a personal gain for the employee or for an immediate family member (i.e. spouse or significant other, children, parents, siblings).

Potential conflicts of interest may arise when an opportunity or situation:

• prevents the employee from fully performing work for which they are
  employed to do at the Township;
• involves organizations that are doing or seek to do business with the Township, including actual or potential vendors or customers;
• violates provisions of law or the Township’s policies or rules.

Monitoring and Compliance

All parties are required to comply with the procedures outlined in this policy. In cases of policy violation, the Township may investigate and determine appropriate corrective action.

Authority and Related Policies

Code of Conduct Policy and Confidential Information Policy

Contact

For more information on this policy, contact: Chief Administrative Officer

Council-Staff Relations Policy

Approved By: Council

Department: Council

Approval Date: March 27, 2019

Effective Date: March 27, 2019

Policy Statement

Positive relationships between Council and Staff are essential to the provision of public service excellence and effective governance in the Township of South Stormont. Successful relationships involve mutual understanding of roles and responsibilities, two-way communications, clarity in reporting relationships and direction from Council to Staff through the Chief Administrative Officer. These principles can be achieved when high standards of conduct form the basis of all Council and Staff interaction. The Corporation of the Township of South Stormont will promote a respectful, tolerant and harassment-free relationship and workplace between and amongst members of Council and Staff.

Purpose

The intent of this Policy is to ensure that the relationship between Members of Council and the Officers and Staff of the Municipality is co-operative and supportive, with a clear understanding of respective roles, responsibilities and expectations.

Application

This Policy shall apply to all Municipal Staff, Officers and Members of Council of the Corporation of the Township of South Stormont.

Definitions

“Chief Administrative Officer” means the head of Township staff, as the only employee of Council, manages the day-to-day work of Township staff as directed by Township Council.

“Mayor” means the head of Council and the Chief Executive Officer of the Township.

“Member(s) of Council” means a member or members of the municipal council of the Township of South Stormont;

“Municipality” means the Corporation of the Township of South Stormont;

“Officer(s)” means a person who holds a position of responsibility with rights and duties prescribed by statute or by-law;

“Staff” includes anyone employed by the Municipality, including full-time, part-time, temporary, casual or seasonal Staff, contract Staff, students and volunteers. In accordance with the Municipal Act, Council Members are not considered employees of the Municipality.

Guiding Principles

Empowerment:

• Staff should be able to complete tasks as assigned to them while feeling empowered to do so.
• Members of Council shall set policy and give direction in a way that empowers Officers and Staff. This enhances the ability of the Township to support the growth and success of its Officers, Staff and Members of Council.
• In order for Officers and Staff to feel empowered in their roles, Council must entrust them with the power they need to make decisions and behave according to their understanding of the direction given and the work to be accomplished. This requires that Officers and Staff have the resources and the time required to accomplish tasks.
• Officers and Staff shall be dedicated to ensuring that Members of Council have the information they need to make decisions.

Professional Growth:

• By empowering Staff to take on challenges and complete tasks, opportunities for professional growth are also supported.
• Any gaps in the skillsets of Officers and Staff can be addressed through education and the opportunity for Officers and Staff to create ideas to improve their work where necessary.

Collaboration and Partnership:

• Members of Council and the Chief Administrative Officer (“CAO”) shall create a collaborative relationship in order to accomplish tasks and set policy for the betterment of the Municipality.
• The independent role of both the CAO and of Council must be respected by both parties.
• Members of Council, Officers and Staff must also create a collaborative relationship in order to accomplish tasks and set policy for the betterment of the Municipality.
• A partnership between Members of Council and the CAO, as well between Members of Council and Officers and Staff should be fostered through effective communication and respecting each other’s roles.

Respect:

• The relationship between Officers, Staff, Mayor and Members of Council and their defined roles must be respected to ensure that all Officers and Staff and Mayor and Members of Council are treated fairly.
• Members of Council, Mayor, Officers and Staff shall foster a climate of mutual respect, recognizing the role that each person plays in serving the Municipality.
• In order to promote respect in the workplace, Officers, Staff, Mayor and Members of Council shall listen to the ideas of others without judgment, seek to understand the unique challenges to each other’s roles in serving the Municipality, provide constructive feedback when necessary, and encourage a collaborative relationship based on trust, kindness, and respect for individual skillsets.

Realistic Expectations:

• Members of Council, Mayor, Officers and Staff shall set reasonable expectations of each other, including providing reasonable time to accomplish tasks, and having respect for “off hours” communications between Members of Council, Mayor and Officers and Staff.
• Providing clear goals and direction are necessary in order to hold each other accountable for the accomplishment of tasks.

Clarifying the Role of Council, Mayor and the Role of Officers and Staff

Role of Council (Including Mayor)

• The role of Members of Council is to represent the Municipality, provide direction to Officers and Staff through the CAO, and create policy.
• Members of Council shall seek to advance the common good of the Municipality.
• Members of Council shall act in a way that enhances public confidence in local government.
• Members of Council shall work with the CAO and Senior Management in a collaborative and supportive manner and not seek to usurp the administrative function of the CAO and Senior Management.
• Individual Members of Council shall not direct Officers or Staff or intimidate Officers or Staff in the performance of their duties
• Direction to Staff from Council as a whole by way of resolution may only be done through the CAO, as the CAO is responsible for Officers and Staff.
• Members of Council should respect the time of Officers and Staff by providing advance notice, where possible, of any questions to be raised at a Council meeting so that they may have the required time to provide an adequate response or report.
• Questions from Council Members to an Officer or Staff are not considered Direction to Staff, and will be responded to in as timely a manner as possible.
• Members of Council should not expect immediate response time from Officers and Staff by e-mail unless the circumstances necessitate such an immediate response.
• Emails sent to Officers and Staff during off-hours, unless emergent in nature, will be answered the next business day.
• Emails sent to Officers and Staff should be copied to the CAO.
• Members of Council shall respect the role of the Municipality as an employer and provide direction and support for Officers and Staff that adheres to all legal obligations of an employer.
• Members of Council shall be respectful of Staff and Officers in the workplace and shall not denigrate Staff in public or on social media.
• Members of Council shall refrain from behaviour that could constitute an act of disorder or misbehaviour, is an abuse of power or otherwise amounts to discrimination, intimidation, harassment, verbal abuse, or the adverse treatment of others, or prejudices the provision of a service or services to the community.

Role of Mayor

• Mayor acts as chief executive officer of the municipality.
• Presides over council meetings so that its business can be carried out efficiently and effectively.
• Provides leadership to council.
• Represents the municipality at official functions.
• Carries out the duties of the head of council under the Municipal Act, or any other Act.

Role of Chief Administrative Officer

• The CAO shall report directly to Council, and act as a liaison between Council and Officers and Staff to direct the implementation of Council’s policies through Senior Management and Officers and Staff.
• The primary focus of the CAO should be to foster collaborative working relationships with Members of Council, Mayor and Officers and Staff, while maintaining a separate and distinct role.
• The CAO shall remind Officers and Staff and Mayor and Members of Council, where necessary, of their roles and their duty to respect the personal and professional time and roles of one another.
• The CAO shall undertake such research as is necessary to make recommendations to Council to maintain and improve the efficient administration of the Municipality and to advance the goals of the Municipality.
• The CAO shall refrain from behaviour that could constitute an act of disorder or misbehaviour, is an abuse of power or otherwise amounts to discrimination, intimidation, harassment, verbal abuse, or the adverse treatment of others, or prejudices the provision of a service or services to the community.

Role of Officers and Staff

• Officers and Staff shall complete tasks that may include researching policy or programs, providing professional advice, implementing decisions of Council, fulfilling statutory duties, and following direction of the CAO in a professional manner, and seeking assistance where necessary.
• Officers and Staff will generally communicate with individual Members of Council and Mayor including the CAO in such communications.
• Officers and Staff shall be respectful of Members of Council and Mayor in the workplace and shall not denigrate Members of Council and Mayor in public or on social media.
• Officers and Staff shall refrain from behaviour that could constitute an act of disorder or misbehaviour, is an abuse of power or otherwise amounts to discrimination, intimidation, harassment, verbal abuse, or the adverse treatment of others, or prejudices the provision of a service or services to the community.
• Officers and Staff shall respect that Council time is valuable. Reports and presentations to Council should be concise to the extent possible, while still ensuring all necessary information is communicated to Council.

Other Applicable Policies

Members of Council, Officers and Staff shall adhere to the Municipality’s existing policies and procedures, including:

• Procedural By-law 2019-027 to Govern the Proceedings of Council;
•  Council Code of Conduct;
• Workplace Violence and Harassment Policy.
• Human Resources Policy;
•  Delegation of Powers and Duties Policy;
• Accountability and Transparency Policy;
•  Social Media Policy.

Complaints

The CAO/Human Resources department shall be responsible for receiving complaints and/or concerns related to this Policy.

Upon receipt of a complaint and/or concern, Human Resources shall notify:

• In the case of Staff and Officers other than the CAO, the CAO;
• In the case of the CAO, Members of Council; or
• In the case of a Member of Council, the Integrity Commissioner.

The CAO or Council, as the case may be, shall investigate all complaints and take such action as is deemed appropriate in the circumstances, in accordance with all other applicable policies.

The Integrity Commissioner shall receive all complaints and investigate in accordance with the process as set out in the Council Code of Conduct. Where there is a discrepancy between this Policy and the Council Code of Conduct, the Council Code of Conduct shall prevail.

Electronic Monitoring Policy

Approved By: Council

Department: Human Resources

Approval Date: September 21, 2022

Effective Date: September 21, 2022

Policy Statement

This Electronic Monitoring Policy has been implemented to inform employees that the Township of South Stormont “the Township” electronically monitors employees and to describe how and in which circumstances employees are electronically monitored and the purpose for which the information obtained through electronic monitoring may be used.

Purpose

The Township is committed to maintaining a transparent and fair workplace. Through this policy, the Township will address the manners in which it may monitor employees electronically, and the purposes for doing so. All uses of Township IT equipment and systems must abide by the Township’s IT Acceptable Use Policy.

Scope

This policy applies to all Township of South Stormont employees of all work locations.

Policy

Monitoring employee usage of the Township’s information technology assets (IT assets) is an essential part of enforcing Township policies, maintaining a respectful work environment, and ensuring that IT assets that are owned and managed by the Township are used safely and appropriately. 

Building Systems

Building access system records the date and time each time a key fob is used whether access is granted or not. This information is used for auditing and security purposes. Building security systems record the date and time the security system is armed and disarmed. The system also records when a user enters their personal PIN code in the building security system to arm or disarm the building.  This information may be used for auditing and improving security.

Video Surveillance

Video surveillance equipment is used on Township premises to ensure that employees, patrons, and Township-owned assets are kept secure from theft, vandalism, and other forms of misconduct. Should unlawful activity be discovered or activity that is or may be considered a breach of Township policy and standards, the recordings captured by video surveillance equipment will be used to address those circumstances—including the possibility of disclosure to authorized third parties.

Video surveillance equipment will not be used in areas where employees have a reasonable expectation of privacy, such as bathrooms and changing rooms. Where video surveillance equipment is used the equipment will be made clearly visible and there will be notices indicating the presence of the equipment.

Computer Monitoring

The Township engages in Computer Monitoring to ensure that Township-owned IT resources are used in accordance with the Township’s Acceptable Use Policy, and other Township policies where relevant.

Computer activity data may also be used to evaluate employee performance, detect malicious or high-risk activities, monitor network performance, and prevent security incidents from occurring.

Internet Monitoring

Internet use is logged while accessing the internet and is identifiable by device and user. The information is used to maintain security of our networks and auditing.

Employee Computer Monitoring Software

The Township’s computer systems are monitored and managed with security and computer monitoring software provided by Optimus Tech Solutions. They could have access to employee computer activity data for the purpose of troubleshooting the software. Information accessed by Optimus Tech Solutions could be turned over to the Township for employment related purposes.

Email Monitoring

All email communications that are sent through Township-owned networks, equipment, or user accounts are subject to monitoring. The Township reserves the right to inspect email communication sent or received by Township employees if doing so is deemed necessary to maintain the security, confidentiality, and integrity of the Township, its systems, and the data that is in the Township’s custody.

Personal Electronic Equipment

For employees who are permitted to use personal electronic equipment for work purposes (“Bring Your Own Device” or “BYOD”), the Township will make every reasonable effort to not electronically monitor the activities that take place on that device.

Employees participating in the BYOD program may have their personal electronic equipment, including computers, smart phones and tablet devices, monitored whenever accessing the Township’s IT infrastructure, cloud-based applications, and any other IT assets. For example, Computer Monitoring will occur when personal electronic equipment is used on Township-owned wireless networks, virtual private networks (“VPN”), and any other interaction from personal electronic equipment with Township-owned IT systems.

The Township reserves the right to inspect personal devices that are used by employees for work purposes if doing so is deemed necessary to maintain the security, confidentiality, and integrity of the Township, its systems, and the data that is in the Township’s custody.

The Township reserves the right to remotely wipe all Township-owned data from personal electronic equipment. This will most commonly occur when a BYOD-eligible employee is no longer employed by the Township or personal electronic equipment is lost or stolen. For more information, please refer to the Township’s Mobile Device Policy.

Vehicle Operation Monitoring

The Township may monitor employee’s activity while operating a Township-owned vehicle The Township will maintain its vehicles, verify GPS tracking device reports to reduce the risk of injury to employees and the traveling public, improve efficiencies and minimize losses resulting from property damage claims.

Township vehicles are equipped with a Global Positioning System (GPS) which monitors vehicle operations including, but not limited to speed, location, seatbelt violation, aggressive driving, possible collision, plow/spreader operation metrics, idle times and routes. Monitoring such usage permits the Township to identify means by which to reduce fuel costs, increase driver safety, improve utilization efficiencies, and identify vehicle misuse. This information is also collected to meet regulatory compliance, addressing public complaints and auditing.

Additionally, Township Directors and/or Supervisors may regularly review GPS data to determine whether employees are operating Township vehicles safely within reasonable proximity of assigned work locations, efficient travel routes are being utilized, work activities are being planned efficiently, and reported activities correspond with designated work hours and assigned duties. Operation of a particular vehicle may be assessed at any time for business reasons.

When GPS monitoring reveals that an employee may have engaged in conduct violative of this policy or acceptable business practices, the Township shall evaluate all relevant information, including input from the employee. In determining whether corrective action is warranted, consideration shall be given to the nature, severity, and frequency of the violation(s).

Employees are strictly prohibited from any attempt to remove, disable or otherwise tamper with a GPS device installed on any Township vehicle.

Fuel Dispensing System

Fuel dispensing system records the date, time, fuel type, quantity, vehicle and user when fuel is dispensed. This information is used for allocating fuel costs and auditing.

Definitions

“Computer Monitoring” refers to the practice of collecting and/or accessing and reviewing user activity data on Township-owned computers, networks, and other IT infrastructure. This data includes, but is not limited to, web browsing history, files downloaded, data input, network traffic, logons to corporate systems, interactions with data, peripheral device usage, and information about the employee’s computer.

“Video Surveillance” refers to surveillance by means of a camera that monitors or records visual images of activities on Township-owned property. Video surveillance does not include the capturing of audio.

Monitoring and Compliance

In the event of a conflict or difference, the applicable provincial legislation supersedes this Policy.

This Policy supersedes other Township or divisional policies, standards and guidelines that govern the monitoring of IT assets to the extent of any conflict, subject to the principle that specific provisions of the other policies, standards, and guidelines continue to apply despite a more general provision being set out in this Policy.

The Township reserves the right to amend this Policy at any time.

Employment Accessibility Policy

Department: Human Resources

Effective Date: October 25, 2023

Policy Statement

The Township of South Stormont “the Township” supports employees with disabilities including providing employment related accommodations. The Township is committed to promoting the independence, dignity, integration and equality of opportunity of persons with disabilities by ensuring the accessibility of Township
facilities and services. It is essential that accessibility is ingrained in the way the township conducts day to day business, and that it complies with the Accessibility for Ontarians with Disabilities Act (AODA).

Purpose

This policy provides direction on how to accommodate individuals with disabilities throughout the job application process and the employment relationship. The policy and related procedures will facilitate the identification, removal and prevention of barriers to people with disabilities.

Scope

Employment Accessibility applies to all employees and applicants for employment who have a disability requiring accommodation.

Policy

The Township will assist employees with employment related accommodation in accordance with the Human Rights Code.

Upon request, all workplace information and communications will be provided in an accessible format.

Employees requiring accommodation must inform the CAO, Human Resources or the Department Head of the need for accommodation. Employees may be required to provide supporting medical documentation.

The CAO, Human Resources or the Department Head will consult with the employee to determine accommodation needs and develop an individual Accommodation Plan.

The Accommodation Plan may include:

• Documentation of participation in the development of the individualized plan by the employee requesting accommodation,
• Means by which the employee was assessed on an individual basis, and/or
• Any information from an outside medical resource(s) used to determine if the accommodation can be achieved.

Employees can request an associate/representative be involved with them in the process and assist with the accommodation(s).

The employee’s personal information will be kept confidential unless the health and safety of the employee or other employees are at risk.

The details of an Accommodation Plan or, if an individual Accommodation Plan is denied, the reasons for the denial, will be provided to the employee in an accessible format.

The Accommodation Plan may be reviewed on an annual basis as part of the performance review.

When deploying an employee with a disability to a new role, the Township will review the Accommodation Plan in relation to the requirements of the new role and make any necessary revisions.

All employees must make the Township aware of the need for accommodation regarding emergency response. Any employee who requires an individualized Emergency Response Plan will be provided with one. The Township will work in collaboration with those responsible for an evacuation to ensure the process is recorded.

Authority and Related Policies

Emergency Response Plan, Health and Safety Policies

Contact

For more information on this policy, contact: Chief Administrative Officer

Human Rights Policy

Department: Human Resources - Employment

Effective Date: December 15, 2021

Public Code of Conduct Policy

Approved By: Council

Department: Human Resources

Approval Date: May 24, 2023

Effective Date: May 24, 2023

Policy Statement

The Corporation of the Township of South Stormont “the Township” provides a variety of services, programs and facilities for use by its residents. All community members deserve access to, these offerings without being subjected to discriminatory or otherwise inappropriate behaviour. Similarly, all of its staff and volunteers deserve to be able to work free from discriminatory or otherwise inappropriate behaviour.

Purpose

The Corporation of the Township of South Stormont oversees a vibrant and diverse community which recognizes and affirms the rights of all people to be free from discrimination based on race, national or ethnic origin, colour, religion, sex (including intersex status), gender, gender identity, gender expression, age, mental or physical disability, or any other form of discrimination not captured in the aforementioned.

The Corporation of the Township of South Stormont will not tolerate discriminatory or inappropriate behaviour in any form for any reason.

The Corporation of the Township of South Stormont is committed to ensuring a respectful environment for all patrons, staff, and volunteers while attending or working at Township Properties or Events.

The purpose of this policy is to clearly define a Code of Conduct for community members accessing Township services, and outline procedures for dealing with inappropriate behaviour arising from the use of Township services and facilities.

Scope

This policy applies to all Township Properties and all Township Events.

This policy applies to all forms of inappropriate behaviour, including but not limited to behaviour that is verbal, physical, or written, and regardless of whether that behaviour is in person or not.

This policy applies to all staff and volunteers in a working capacity outside of Township Properties such as Building, By-law, Parks and Recreation and Public Works employees as well as Firefighters while out in the community.

Policy

Interpretation

This policy should be read and interpreted along with the Township’s Health and Safety Policy, Workplace Violence and Harassment Policy, and any other relevant policies as may be in place from time to time. These policies are intended to work in tandem with one another.

Responsibilities and remedies contained in any of those policies may be imported and applied in situations arising from this policy.

This policy should also be read and interpreted along with the commentary on various concepts surrounding discrimination and harassment, which can be found in Appendix A to this policy.

Authority to Enforce

This policy may be enforced by any staff member while on-duty, except the power to expel a patron or prohibit a patron from returning.

The authority to expel a patron may only be exercised by a Supervisor or Director while on duty, and should only be exercised by the Supervisor or Director with authority over that Township Property or Event.

The Chief Administrative Officer may expel a patron from a Township Property or Event whether or not they are on-duty, and whether or not they are exercising a direct supervisory role at that time.

The authority to issue a Trespass Notice and to prohibit a patron from returning rests solely with the Chief Administrative Officer or designate.

Procedure

General Principles

Staff, Supervisors, Directors and the Chief Administrative Officer are not to put themselves in harm’s way in dealing with any issues arising out of a patron’s inappropriate behaviour. If the situation requires it, they are directed to contact the appropriate authorities, including, but not limited to, the local police.

Staff should notify their direct Supervisor about any inappropriate behaviour on the part of a patron as soon as it is detected, or as soon as possible thereafter. Staff are encouraged to obtain assistance from their Supervisor in responding to inappropriate behaviour. Staff should not attempt to address inappropriate behaviour without the assistance of their Supervisor except as set out in the sections named “Where In-Person Incident Arises Spontaneously” and “Where Incident Occurs In Writing or Over the Telephone”, below.

Immediately following the event, or as soon as practicable thereafter, the person responsible for resolving the issue shall make a record of the incident. This record shall include the names of those involved, a description of what happened, and the method(s) used to resolve the issue. The record shall also include the sanction imposed on the patron, where applicable.

The Human Resources Department shall be responsible for maintaining the records referred to in the paragraph above.

Where the inappropriate behaviour results in destruction of Township property or vandalism, the Township shall invoice the individual responsible for all costs incurred for repairing or replacement.

In responding to inappropriate behaviour, Staff, Supervisors, Directors and the Chief Administrative Officer are to conduct themselves in a manner that is above reproach. At no time may they treat a patron with disrespect, physical force, violence, or the threat of violence.

In all cases the Township shall respond to inappropriate behaviour in a manner that is proportionate to the harm caused by, or potential harm arising from, the behaviour. The Township shall employ a graduated system of warnings, suspensions, and prohibitions wherever possible to deal with inappropriate behaviour. The Township should attempt to impose the least onerous sanction that will achieve the objectives of public safety, inclusiveness, and freedom from harassment.

Upon resolution of an incident, the individual responsible for the inappropriate behaviour shall be given a written warning regarding the incident. This warning may be mailed, emailed, or hand delivered to the individual. A record of the warning shall be retained by the Township. 

Vexatious, frivolous and/or unreasonably persistent requests may consume a disproportionate amount of staff time and resources and can compromise their ability to provide assistance or deliver good customer service efficiently and effectively. Such requests may also impede staff from attending to other essential issues. These situations and requests may require the Township to put restrictions on the contact that some individuals have with the Township. For the purposes of implementing this policy, Vexatious, frivolous and/or unreasonably persistent requests will be considered inappropriate behaviour.

Where Future In-Person Incident Suspected

Where an individual suspects that inappropriate behaviour may occur at a Township Property or Township Event, the individual with knowledge thereof shall contact the Supervisor or Director with immediate authority over that Township Property or Township Event and provide details of the suspected behaviour.

Upon receipt of that information, the Supervisor or Director may choose to deal with the matter themselves but must notify the Chief Administrative Officer. The Supervisor, Director, or Chief Administrative Officer may, as one option, request the attendance of the police.

If a Staff member’s direct Supervisor or Director is not available, staff should obtain assistance from any other Supervisor or Director or another staff member. 

Where In-Person Incident Arises Spontaneously

When inappropriate behaviour is first detected, Staff will attempt to use de-escalation techniques outlined in Appendix B to resolve the situation. Where a Staff member is uncomfortable using such methods, they shall report the behaviour to their Supervisor or Director who will attempt to use de-escalation techniques to resolve the situation.

If de-escalation fails, the Staff member shall notify the individual that, if their inappropriate behaviour persists, they will be asked to leave the premises or event. Staff should not continue to engage the individual at this point. If Staff are working outside of a Township Property or Township Event (ex., public works employees working on a public road), Staff shall disengage with the individual, leave the area, and contact their Supervisor or Director. Staff of the Township Office can also use the internal notification system at the front desk to signal to others that assistance is required at the front counter or the panic button under the desk to alert officers of the Ontario Provincial Police at the station. 

If the inappropriate behaviour ceases, the incident is concluded, no further action is necessary. If the inappropriate behaviour persists, the Staff member shall notify their Supervisor or Director.

The Supervisor or Director may attempt de-escalation methods again, warn the individual that continued inappropriate behaviour will result from their expulsion from the premises, or proceed to expel the individual, involving the police if necessary. The decision on how to move forward shall be in the sole discretion of the Supervisor or Director and shall be made with reference to the purposes of this policy.

Expulsion of an individual from a Township Property or Township Event shall be, in the case of Township Property, for the remainder of the day, and in the case of a Township Event, for the remainder of the day or event, whichever is longer. Where a Township Event is taking place on Township Property, it shall be left to the discretion of the expelling Supervisor or Director whether the expulsion is for the remainder of the day or remainder of the event. 

Where Incident Occurs in Writing or Over the Telephone

When inappropriate behaviour is first detected, Staff will attempt to use de-escalation techniques outlined in Appendix B to resolve the situation. Where a Staff member is uncomfortable using such methods, they shall report the behaviour to their Supervisor or Director who will attempt to use de-escalation.

If de-escalation fails, the Staff member, Supervisor or Director shall inform the individual that, if inappropriate behaviour persists, the communication will be ended.

If inappropriate behaviour persists, the Staff member, Supervisor or Director shall inform the individual that the communication is being terminated. They shall not respond to any communications from the individual thereafter. Where a communication has been terminated, the person terminating the communication shall inform their direct supervisor of the termination.

Trespass Notices

Where an incident is particularly egregious, or inappropriate behaviour is prolonged or repeated, the Chief Administrative Officer may issue a Trespass Notice against the individual.

The Notice shall be in a form prescribed by the Chief Administrative Officer and shall be in compliance with the provisions of the Trespass to Property Act, RSO 1990, c T.21. 

In addition to any details which may be required by those rules, the Trespass Notice shall include: 

• The name of the person being notified; 
• A brief description of the reason(s) for the issuance of the Notice; 
• The precise details of which Township Properties or Township Events the individual is prohibited from attending; 
• The length of time the Notice shall govern; and 
• Information on how to appeal the Notice.

The Chief Administrative Officer may consult with the relevant Staff, Supervisor or Director, but the decision is ultimately theirs to apply. The Trespass Notice may include other rules such as requiring that the individual not attend Township Properties or Township Events without an appointment, that communication with the Township take place through the Township’s Solicitor, or any other rules at the discretion of the Chief Administrative Officer. The decision to issue a Trespass Notice is subject to the sole discretion of the Chief Administrative Officer or designate. 

The decision of whether to have the Notice apply to all Township Properties and Township Events or merely some Township Properties and Township Events shall be in the sole discretion of the Chief Administrative Officer or designate and shall be made with reference to the purposes and values underlying this policy.

Appeals

If an individual wishes to appeal any action taken under this policy, they shall submit a written appeal to the Chief Administrative Officer or designate within 14 days of the subject action. 

The decision will be reviewed by the Chief Administrative Officer or designate and any decision made is final. 

There will be no oral hearing on the appeal.

In making a decision, the Chief Administrative Officer or designate shall consider the written submissions of the complainant and the written report of the incident. The Chief Administrative Officer or designate may, in their sole discretion, seek additional information from any person involved.

The Chief Administrative Officer shall deliver a written decision to the complainant within 14 days of the complaint being received by the Chief Administrative Officer or designate. 

That written decision shall contain reasons and shall be made with reference to the purposes and values underpinning this policy.

Communications Between Departments

In the event an individual is expelled from a Township Property or Township Event, or a Trespass Notice is issued, a memorandum will be circulated to all Directors, or designate with details of same. The Directors may share that information with Supervisors or Staff as directed, or as they find appropriate. 

Beyond the name of the individual, the fact that they have been expelled or issued a Trespass Notice, and the areas the expulsion or Notice are to govern, the memorandum will contain only enough information to provide for the safety of Staff, Supervisors and Directors.

Monitoring and Compliance 

In cases of policy violation, the Township may investigate and determine appropriate corrective action. 

Authority and Related Policies

Related Policies

• Health and Safety Policy
• Workplace Violence and Harassment Policy

Definitions

“Chief Administrative Officer” means the Chief Administrative Officer of the Township of South Stormont, or a person delegated to act on their behalf;

“Township” means the Corporation of the Township of South Stormont;

“Township Event” means any event sponsored, organized, hosted, or delivered by the Township, and includes, but is not limited to, events such as the Canada Day Celebrations, Summer Events;

"Township Property” means any property owned or controlled by the Township, and includes, but is not limited to, Township Office, the Community Hall, Lost Villages, Long Sault Arena, the St. Andrews West Pool, the Splash Pads, Lakeview Beach, all Fire Halls, all local parks and playgrounds but excludes properties and businesses operating independently in Township owned facilities.

“Inappropriate Behaviour” includes, but is not limited to, behaviour that is:

• Violent, threatens the use of violence, or incites or attempts to incite violence against an identifiable group or person; 
• Vandalism or damage to Township Property; 
• Harassment, bullying, or intimidating behaviour, directed at a staff member, patron, or identifiable group or person;
• Discriminatory in any way;
• Possession or mention of weapons;
• Throwing of objects in a deliberate or aggressive manner;
• Participating in any illegal activity while on Township Property or while attending a Township Event;
• Vexatious or frivolous requests as defined below.
• In contravention of any Township policy, by-law, or regulation; and
• Any other act deemed to be inappropriate by the Chief Administrative Officer, with reference to the principles and values of this policy and anti-discrimination including micro-aggressions as defined herein.

“Director” means any senior-level management official of the Township. For greater clarity, “Director” excludes a member of Council.

“Staff” means any employee of the Township, excluding Supervisors, Directors, and the Chief Administrative Officer;

“Supervisor” means any employee with supervisory duties over other employees, or over a Township Property or Township Event; without limiting the generality of the foregoing, a Supervisor includes a Leadhand, Deputy Director, District Chief, Senior Captain, or Supervisor.

“Trespass Notice” means a notice issued by the Township pursuant to the Trespass to Property Act, RSO 1990, c T.21, s. 5 which prohibits and individual from entering specific Township Properties or attending specific Township Events for a period of time;

“Vexatious or Frivolous Requests” means:

• Submission of obsessive requests with very high volume and frequency of correspondence;
• Requests for information the requester has already seen, or clear intention to reopen issues that have already been considered;
• Where complying with the request would impose significant burden on the Township in terms of expense, and negatively impact the ability to provide service to others;
• Where the requester states that the request is actually meant to cause maximum inconvenience, disruption or annoyance;
• Where the request lacks any serious purpose or value. An apparent lack of value would not usually be enough on its own to make a request vexatious, but may when considered with other examples; and/or
• Harassing the Township, which could include very high volume and frequency of correspondence, or mingling requests with accusations and complaints.

Furthermore, a pattern of conduct occurs when on several occasions an individual engages in one or more of the following:

• Brings complaints concerning an issues that staff have already investigated and concluded;
• Brings complaints concerning an issue that is substantially similar to an issue that staff have previously investigated and concluded and no new information is being introduced; and/or
• Engages in unreasonable conduct which is abusive of the request for services or complaints process, including but not limited to the examples set out under the Application section of this policy.

The list is not exhaustive, and for a request to be considered as vexatious or frivolous it is likely that more than one of the examples is relevant.

“Workplace Harassment” shall have the same definition as in the Occupational Health and Safety Act, RSO 1990, c O.1.

“Workplace Violence” shall have the same definition as in the Occupational Health and Safety Act, RSO 1990, c O.1.

Contact

For more information on this policy, contact: Chief Administrative Officer

Appendix A

Definitions and Concepts

• Prejudice is the prejudgement of someone based on a social group to which that person belongs. Prejudice manifests itself in thoughts and feelings. A common example of prejudice is stereotyping. Prejudice is distinct from Racism. Racism relies on institutional power in order to impose dominance over a racial group. Prejudice, on the other hand, is a set of attitudes based on assumptions. Prejudice can be either conscious or unconscious. 
• Discrimination is the process by which our prejudices become activated by actions that include ignoring, excluding, threatening, ridiculing, slandering, and acting violently towards, individuals of another social group.
• Racism is the historical accumulation and use of institutional power and authority to support prejudice and to enforce systematically discriminatory behaviours based on race. Racism occurs in both overt (ex., the Ku Klux Klan) and covert (ex., tone, demeanour, surveillance) ways. 
• Systemic Racism refers to the ways in which our laws, policies, and practices provide advantages to certain groups at the expense of others. 
• Anti-Racism is the active process of challenging one’s own biases and prejudices as well as the racism inherent in our institutions. Anti-Racism accepts that racism exists and requires individuals to actively combat it. 
• Sexism refers to the ways in which institutional power, prejudice, and discrimination are used to oppress people based on their sex, gender, gender identity, or gender expression. 
• Heterosexism is the systemic bias that favours heterosexuals and heterosexuality. 
• Homophobia and Transphobia refer to the irrational fear, dislike, hatred, intolerance, and ignorance of homosexuality and diverse gender identities. The terms refer to prejudice toward 2SLGBTQIA+ persons.
• Micro-aggressions are a form of covert or everyday discrimination. Microaggressions are brief, commonplace indignities that marginalized peoples are forced to deal with daily. Examples include asking racialized people where they really come from, complimenting an immigrant on their ability to speak English, or calling something “crazy” or “retarded.” These actions are micro in the sense that they happen frequently and without much thought, but they can have a significant impact on individuals who have to face them daily.
• Intersectionality is the way in which different identities combine to compound, and create unique forms of, oppression. For example, someone may face discrimination or oppression as a result of their race, religion, and sex.
• Diversity refers to the official government policy of ensuring that workplaces have a certain number of women, Indigenous persons, persons with disabilities, and visible minorities. 
• Inclusion refers to the degree to which marginalized peoples participate within society. 
• Equity refers to the degree to which marginalized people have the ability to affect change in the structure, culture, and practices of the organization. It refers to the level of fairness in a given system, rather than the formal equality within it. 

Appendix B

Recognizing Aggression 

It’s important for employees to be able to recognize signs of aggression. Below is a list of physical and behavioral changes that can indicate if a person is becoming escalated: 

Physical 

• Flushed or pale face
• Sweating or perspiring
• Clenched jaw or teeth
• Shaking or trembling
• Clenched fists
• Rapid breathing
• Fidgeting
• Glaring eyes
• Rise in pitch of voice/change in tone

Behavioural

• Loud voice or yelling/shouting
• Pointing or jabbing fingers
• Swearing or verbal abuse
• Standing too close
• Aggressing posture
• Throwing, hitting, or kicking things
• Pacing and restlessness
• Violent gestures 

De-Escalation Techniques

If employees start to notice any of the above behaviour when interacting with a customer, apply these de-escalation techniques: 

Maintain Composure

• Take a deep breath;
• Never argue with customers when they are angry, displeased, or complaining. If you become upset, it will only escalate the situation further
• Use a lower tone of voice, and don’t get defensive if insults or anger are directed at you Remind the customer that you are there to help 

Become aware of your surroundings, if applicable

• Notice if there are others in the room, objects such as chairs, tables or items on a table; Take note of exits and openings and whether you are blocking the customer
• Listen
• Let the customer vent and avoid talking over them; maintain eye contact if applicable and be aware of your body language;
• Repeat or paraphrase what is heard to show you understand the situation;
• If unclear, ask open ended questions to get more clarification; also ask to take notes

Show Interest & Empathy

• Maintain a concerned, sincere and interested facial expression and/or tone of voice; Show or express understanding without passing judgment, even if you do not agree with their position 

Acknowledge

• Acknowledging someone’s feelings helps by validating their emotions; this confirms the legitimacy of the emotion but not the behavior 
• Example: “I can see how that could have been frustrating” 

Agree

• Find some truth to what is being said and agree with it; when you agree with some truth, you take away some resistance 
• Example: “I agree Mr. Jones that would be difficult to deal with” 

Apologize

• A sincere apology can build credibility and lets the customer know that you are empathetic to what they are going through 
• Example: If there is a legitimate cause for anger - “I’m sorry we forgot to send your bill”
• Example: If there isn’t anything to apologize for directly - “I’m sorry this situation has you so frustrated” 

Try to solve the problem

• Ask the customer for their ideas on how they would like the situation resolved; If you are not able to help them, seek the assistance of someone who can 

Clarify next steps

• Summarize the next steps and let the customer know what to expect and when 
• Do not make promises you cannot keep; if you say you will call back – make sure you call back even if you do not have an update 

If these de-escalation techniques do not work, be prepared to either ask the customer to leave the premises if in-person or advise them that the communication will be terminated if over the phone or by email.

Recruitment Policy

Department: Human Resources - Employment

Effective Date: September 22, 2021

Social Media Policy

Approved By: Council

Department: All Departments

Approval Date: October 12, 2012

Effective Date: October 12, 2012

Policy Purpose and Scope

The purpose and objectives of this policy are to establish the acceptable use for social media within the Township of South Stormont and the electronic communications therein. This policy shall apply to personnel/staff or anyone using electronic communications on behalf of the Township of South Stormont. The policy is set to ensure that those using social media provided by the Township of South Stormont are knowledgeable in their use and have a full understanding of the circumstances in which these forms of communications are appropriate and permitted. The Township of South Stormont encourages the use of social media to further the goals of the Township and the mission of its departments, where appropriate. 

The Township of South Stormont has an overriding interest and expectation in deciding what is "spoken" on behalf of the Township on social media sites. This policy establishes guidelines for the use of social media. 

Definitions 

Social Media Tools 

Forms of electronic communications (as websites for social networking and microblogging) through which users create online communities to share information, ideas, person messages and other content (as videos). 

Facebook 

Facebook is a social networking service and website operational and 
privately owned by Facebook, Inc. Users may create a personal profile and other users as friends and exchange messages including automatic notifications when they update their profile. Users may join common interest user groups organized by workplace, school or other characteristics. 

Twitter 

Instant messaging system that lets a person send brief text messages up to 140 characters in length to a list of followers. Launched in 2006, Twitter was designed as a social network to keep friends and colleagues informed throughout the day. 

YouTube 

YouTube provides a venue for sharing videos among friends and family as well as a showcase for new and experienced videographers.

Flickr 

Flickr is a photo sharing website that allows members to upload their own photos into customizable albums that can then pe labeled, organized, tagged and publicly posted. Flickr, as well as many other photo hosting websites, provides URLs for every file that is uploaded and their image URLs can then be used to embed a photo in a website, social networking profile, blog post or email. 

Accountability and Control of Content 

The Township CAO/Clerk will work together with appointed personnel/staff to ensure that the information posted / published using social media tools will be easy to understand, accessible in multiple formats and is accurate. 

General Guidelines of Acceptable Use 

• All Township of South Stormont social media sites will be subject to approval by the appointed communications officer.
• The Township of South Stormont website, www.southstormont.ca. will remain the Township's primary and predominant internet presence.
• The Township of South Stormont will use social media as a tool that can fall into two separate categories:
  • As channels for disseminating time sensitive information as quickly as possible, for example, emergency information;
  • As marketing / promotional channels that will increase the Township's ability to broadcast its messages to the widest possible audience.
• Wherever possible, the information and content that is posted to the Township of South Stormont social media sites will also be available on the Township's main website in an effort to remain consistent and reach multiple communication channels.
• When posting to social media, the information should always contain a link directing users to the Township's official website. As there are limitations for amount of content posted, for example Twitter's 140 character cap, links should accompany these social media communications to ensure that community has access to in-depth information relating to the topic, forms, documents and other online services necessary. 

Control of Content 

General upkeep and communications for the Township's social media tools will be managed by the Township's appointed personnel/staff.

It is absolutely mandatory that all use of social media sites shall comply with the appropriate policies, standards and procedures. All social media activity must comply with the relevant Township of South Stormont policies and standards. 

If an exception needs to be made, it must be approved by the Township CAO/Clerk prior to implementation. 

Any content maintained on the social media tools and related to Township business, including a list of subscribers and posted communication, is public record. Content shall be maintained in an accessible format. 

Unsuitable Content 

Content posted on the Township sites shall be related to Township business. Appointed personnel/staff reserve the right to edit or remove content from social media sites if the information presented is inappropriate or in violation of this Social Media Policy. Users and visitors to the Township of South Stormont social media sites shall be notified that the intended purpose of the site is to serve as a mechanism for communication between the Township and members of the community. Any content that is removed must be archived with the date, time and reason for removal. 

Information that is deemed inappropriate would include, but not be limited to: 

• Confidential Information 
  This includes confidential or proprietary information in the possession of the Township. This also includes confidential information about members of the public or staff of the Township of South Stormont.
• Discriminatory Language 
  This includes discriminatory, derogatory portrayal of individuals or groups, demeaning language or anything that could be deemed 
  inappropriate. Any language that promotes and fosters discrimination on basis of race, creed, colour, age, religion, gender, marital status, family status or status with regard to public assistance, national origin, physical or mental disability or sexual orientation is strictly prohibited.
• Personal Political Content 
  Includes support or opposition to political campaigns or matters before Council of the Township of South Stormont, personal comments or opinions of Township staff or elected officials or any personal opinions or political process.
• Commercial Endorsement or Solicitation 
  Includes endorsement by the Township of South Stormont of one 
  product or service over another. This includes statements about 
  acquiring or the receipt of any product, service or asset for personal gain or use.

These guidelines must be displayed to users or made available by hyperlink. Any content removed based on these guidelines must be retained, including the time, dates and identify of the poster when available. 

New Social Media Tools 

All new social media tools proposed for Township use will be approved by the Township CAO/Clerk. 

• The Township will maintain the list of all approved social media.
• The Township CAO/Clerk will be the keeper of login and password information. If any changes to these sites are required, the personnel / staff must notify the Township CAO/Clerk. 

At any point, the Township can, at their discretion, immediately edit or remove content from social media sites.

For each social media tool approved for use by the Township, the following documentation will be developed and adopted: 

• Guidelines for operational use; and
• Standards and processes for managing accounts on social media sites. 

Policy Compliance 

Any personnel/staff found in violation of the Social Media Policy will be 
subject to review and if required, disciplinary action may take place. It is up to the Township to ensure that this policy is reviewed by each personnel / staff member in order to be well educated and ensure compliance. A hard copy of this policy may be distributed to each member of personnel/staff. 

All social media activity must comply with the relevant Township of South Stormont policies and standards. 

Privacy Act and Record Retention 

Social media content that is generated by personnel/staff of the Township of South Stormont are records owned by the Township and not the individuals managing the content. In addition to being a record, content maintained in a social media format that is related to Township business is a public record and is subject to the rules of the Municipal Freedom of Information and Protection of Privacy Act. This includes information classes unique to social media, including lists of subscribers and posted comments. Any request for public records on social media will be responded to by the Township CAO/Clerk in accordance with all federal and provincial laws, as well as Township policy. 

Content must be managed, stored and retrieved in compliance with the Municipal Freedom of Information and Protection of Privacy Act as well as other legislation as deemed appropriate by the Township. Wherever 
possible, such sites will clearly indicate that any articles and other content posted or submitted for posting are subject to public disclosure. Users shall be notified that public disclosure requests must be directed to the Township CAD/Clerk. The Township's policies and by-laws apply to social media formats and social media content.

Please note: Social Media Tools are third party sites and are separate private businesses with their own terms of service and private policies. The Township of South Stormont is not responsible for the operation of third party social media sites and in no way can guarantee the privacy of individuals who access content provided to such sites by the Township. 

In an effort to ensure that the privacy rights of the Township and its staff are protected, personnel/staff shall be asked to read and sign that they have read and understand the Social Media Policy.

Facebook Specific Standards and Procedures

Purpose

Facebook is a social networking service and website. Users may create a personal profile, add other users as friends and exchange messages, including automatic notifications when they update their profile. Users may join commoninterest user groups, organized by workplace, school or other characteristics. Recently cities and townships have joined Facebook as a means to drive traffic to 
their website and to inform their community members of city/township specific activities. The Facebook Specific Standards and Procedures must be used in conjunction with the Township's Social Media Policy stated herein. As Facebook changes and evolves, so will these standards.

Content

Type of "pages" 
The Township will only have one specific "page". The Township will not participate in "Facebook Groups". 

Pages 
Pages are used to communicate information in an official, public manner to people who choose to connect with them. Similar to profiles, Pages can be enhanced with applications that help the entity communicate and engage with their audiences and capture new audiences virally through friend recommendations, News Feed stories, Facebook events and beyond.

Groups 
Facebook Groups are set up for more person interaction. Groups are also directly connected to the people who administer them, meaning that activities that go on there could reflect on you personally. Pages, on the other hand, don't list the names of administrators and are thought of as a person, almost like a corporate entity is considered a "person" under the law.

Facebook Pages vs. Groups

Facebook considers groups to be an extension of your personal actions. When you post something as a group administrator, it appears to be coming from you and is attached to your personal profile. Alternatively, Pages can create content that comes from the Page itself, so that content doesn't have to be linked to you 
personally. 

Visual Guidelines

All images on the Township of South Stormont Facebook page will be 
standardized as per the branding guidelines of the Township. Township appointed personnel/staff will not be authorized to change these set images and branding unless given permission by the Township CAO/Clerk.

If "wall" content is to be enabled on the Township of South Stormont Facebook page, public disclosure text must be placed on the page notifying:

The Township of South Stormont Facebook page is intended to serve as a point of communication between the community and the Township. Any comments submitted to this page and its list of "fans" are of public record and subject to disclosure. If you have any requests, questions or concerns please direct your questions to our Township CAO/Clerk.

If comments are turned on, the wall page should include a link to a Comment Policy tab with the following disclaimer: 

Comments posted to this page will be monitored. Under the Township of South Stormont Social Media Policy, the Township reserves the rights to remove inappropriate comments including those that have obscene language or sexual content, threaten or defame any person or organization, violate the legal ownership interest of another party, support or oppose political candidates or ballot propositions, promote illegal activity, promote commercial services or products or are not topically related to the particular posting.

Link to Township of South Stormont 

A link to www.southstormont.ca or www.southstormont.com will be included on the Info page. 

Page Administrators 

A successful page requires monitoring. The appointed personnel/staff is responsible for monitoring the Facebook page. This individual(s) is also responsible for upkeep and to ensure that content posted is current and appropriate. 

Discussion Boards 

Comments on the wall will generally be left on, however, may be turned off should the necessity arise. At all times, discussion boards should be turned off.

Style 

The Township Facebook page will be based on a template that includes consistent Township branding. This styling shall not be changed at any point in time. It is up to the appointed personnel/staff to ensure that proper grammar and spelling is used and to ensure that slang and abbreviations are avoided. The Facebook page is a reflection of the Township and must represent professionalism at all times.

Applications 

There are thousands of Facebook applications. Common applications can allow users to stream video and music, post photos and view and subscribe to Really Simple Syndication (RSS) feeds. While some may be useful to the page's mission, they can cause clutter and run potential security risks. 

An application should not be used unless it services a business purpose for the Township, adds to the user experience, comes from a trusted source and is approved by the Township CAD/Clerk. 

An application may be removed at any time, especially if it appears to be causing a security breach.

Twitter Specific Standards and Procedures 

Purpose 

Twitter is an instant messaging system that lets a person send brief text messages up to 140 characters in length to a list of followers. It is proposed that the Township of South Stormont will maintain a Twitter account and appointed Township staff will communicate information directly to the Township Twitter Account Followers. The main purpose of the Twitter account is to alert the followers of township news and to direct them back to the Township of South Stormont website for more information. The Twitter specific standards and procedures must be followed in conjunction with the Township's Social Media Policy stated herein. 

Content 

• The Township of South Stormont contact information must be clearly stated in the Twitter profile information;
• The appointed Township personnel/staff will manage the Township's Twitter account. It is crucial that these appointed staff hold the account information in a safe and secure area and it is imperative that this information not be shared with individuals outside of the appointed staff;
• The Township will only manage one Twitter account unless it is approved by the Township CAD/Clerk. Account information, including usernames and passwords shall be kept by the Township CAD/Clerk and not be changed or modified in any way;
• The Township bio must state that: "This site is not monitored, you must call 911 for emergencies"; and
• The Twitter account background and logos for the Township of South Stormont must not be altered in any way. Any modifications or requests for styling will need to be directed to the Township CAD/Clerk at which point a review will be conducted. 

Twitter accounts shall serve three primary purposes: 

• Get emergency information out quickly;
• Promote Township specific sponsored events; and / or
• Refer followers to content hosted on the Township website 
  www.southstormont.ca.
  • Tweets shall be relevant, timely and informative; and
  • Twitter content shall mirror information presented on the Township of South Stormont's website. As Twitter does not allow for content editing, it is up to Township personnel/staff to communicate information accurately and correctly the first time.

YouTube and Flickr Specific Standards and Procedures

Purpose

It is proposed that the Township of South Stormont will provide access to Township related video and images as a way to communicate and obtain information online.

Videos and images posted to Flickr or YouTube must meet key objectives in order to be considered.

The Township of South Stormont may provide access to online video because this is the way many residents communicate and obtain information online. Key objectives for video content should meet one or more of the following goals:

• Provide information about Township services;
• Showcase Township and community events; and
• Explore Township of South Stormont issues and highlight outstanding individuals and organizations that contribute to South Stormont and the region.

The Township encourages the use of video content to further the goals of the Township and the missions of its departments, where appropriate.

Content

The Township CAO/Clerk will be responsible for approving the video content.

Low quality content will be considered as long as audio is clear and the content is compelling and informative.

All video will be submitted to the Township of South Stormont channel for hosting and posting.

The Township must have secured rights to stream the video.
Videos streamed from sources other than www.southstormont.ca may not be embedded on Township of South Stormont pages. Links to external videos are permitted, but should only be used when content is not available through the Township of South Stormont.

Archive

Any video posted to a third party video site must also be posted to South Stormont’s Channel site for purposes of records retention.

Workplace Violence and Harassment Policy

Approved by: Council

Department: Health and Safety

Approved Date: July 13, 2022

Effective Date: July 13, 2022

Commemorative Naming Policy

Approved By: Council

Department: Parks and Recreation

Approval Date: July 18, 2018

Effective Date: July 18, 2018

Policy

The Township of South Stormont seeks to ensure consistency and fairness in naming of corporate assets, utilizing key criteria to determine the appropriateness of each proposed commemorative name. Furthermore, the Township encourages public involvement encouraging a community oriented approach to naming corporate assets.    

Purpose

This policy provides clear guidance regarding commemorative naming of corporate assets, including parks, open spaces or facilities in the Township of South Stormont.

Naming Principals

• Only parks, facilities and assets in common use by the public, such as parks, parts of parks, facilities, parts of facilities shall be considered specifically for naming.

• Council makes all final decisions concerning signage including wording that is placed on municipal facilities and assets.

• Council shall retain the right to not name certain facilities and assets of broad importance.

• Commemorative naming is the recognition of individuals or events of significance.

Implementation Criteria

Where the naming of any municipal asset including parks, open spaces, facilities, municipal buildings, or parts of municipal buildings or properties is being requested for the purpose of recognizing individuals, at least one of the following criteria shall apply:

• The nominated individual shall have demonstrated excellence, courage, or exceptional service to the citizens of the Township of South Stormont, the Province of Ontario and/or Canada;

• The nominated individual shall have an extraordinary community service record;

• The nominated individual shall have worked hard to foster equality and reduce discrimination;

• The nominated individual shall have risked or given his/her life to save or protect others;

•  Where the nominated individual is a current Township employee, the individual shall have made an outstanding contribution to the Township of South Stormont outside of his/her capacity and duties as a Township employee or they may be recognized for their exceptional service once they are no longer an employee;

•  An individual may be recognized for a significant financial contribution to a park of facility.  In instances where financial contributions are tied to a financial sponsorship agreement such agreement conditions shall prevail; and

•  The nominated name has historical significance.

Where the naming of any municipal asset including parks, open spaces, facilities, municipal buildings, or parts of municipal buildings or properties is being requested for purposes of an event of significance the process shall remain as set out in Section 6 of this Policy.

Consent

Names relating to individuals or family names will require the consent of the family member or estate and a written history outlining the contribution made or the historical significance of the individual/name must be submitted with the application form.

Where a name proposed relates to an individual or family name having historical significance and there are no known relations or estate contact, the historical significance and contributions must be recorded and documented.

Procedures

• Naming of a municipal asset may be at the request of Council or at the request of community member(s). Community member(s) shall obtain and submit a written Naming Application Form for commemorative naming of a particular facility, park or asset to the Clerk;

• The Clerk’s Office shall place through social media advertising a notice soliciting applications from members of the public for suggestions as to possible names for commemorative naming;

• Once the applications have been received, the Clerk will complete a preliminary investigation of the commemorative names to ensure the names have not been used in the past and that the nominations are meritorious;

• Any member of the public or of Council, may submit a name for naming consideration to the Clerk’s office. Details and background history to be provided by the nominator;

• After the preliminary investigation has been complete, the Clerk shall circulate the applications in confidence for review and comments from the Directors;

• Comments and submissions made will be summarized and presented to Council for consideration and subsequent approval.

Renaming

The renaming process shall be identical to the Commemorative naming process. Council is the final authority for approving the proposed park or facility name. The renaming process differs in that it entails the discarding of an old name, which most likely has become an important part of the community. Thus, the need for public input is required. It shall be recognized that this need for public input must also be balanced with the need to protect the confidentiality of the person or family after whom the existing facility or park is being renamed.

Concussion Code of Conduct - Rowan's Law

Approved by: Council

Department: Parks and Recreation

Approved date: February 12, 2020

Effective date: February 12, 2020

Code of Conduct

The Township of South Stormont (TOSS) is committed to providing safe recreation programming. In providing safe recreation programming TOSS staff shall incorporate Ontario’s Concussion Awareness Resources, TOSS Concussion Code of Conduct, and TOSS Removal-from-Sport and Return-to-Sport protocols into the minor sport program registration process.

Purpose

To ensure that all participants, parents of participants under 18, coaches and officials are informed and educated about concussions.
The Ontario Government enacted Rowan’s Law (Concussion Safety), 2018, S.O. 2018, c. 1 (“Act”), which makes it mandatory for sport organizations, including municipalities, to: 1) Ensure that athletes under 26 years of age, parents of athletes under 18, coaches, team trainers and officials confirm every year that they have reviewed Ontario’s Concussion Awareness Resources. 2) Establish a Concussion Code of Conduct that sets out rules of behaviour to support concussion prevention. 3) Establish a Removal-from-Sport and Return-to-Sport protocol.

Scope

All participants, parents of participants under 18, coaches and officials will be required to review this code of conduct including all Appendices before registering for any TOSS minor sport program each year.

Definitions

Concussion:
is a brain injury that causes changes in how the brain functions, leading to symptoms that can be physical (e.g., headache, dizziness), cognitive (e.g., difficulty concentrating or remembering), emotional/behavioural (e.g., depression, irritability) and/or related to sleep (e.g., drowsiness, difficulty falling asleep);

• may be caused either by a direct blow to the head, face or neck, or a blow to the body that transmits a force to the head that causes the brain to move rapidly within the skull;
• can occur even if there has been no loss of consciousness (in fact most concussions occur without a loss of consciousness); and,
• cannot normally be seen on X-rays, standard CT scans or MRIs.

Responsibility

It is the responsibility of TOSS staff to ensure that all participants, parents of participants under 18, coaches and officials read through this code of conduct document before registering for a TOSS recreation program.

Procedure

This document will be included in the online registration process, in-person registration forms, coach/volunteer waiver forms, and official training packages for all to review and acknowledge having read the Code of Conduct before participating in TOSS minor sport programs.

References

Government of Ontario, Ministry of Tourism, Culture and Sport Concussion Guidelines. Retrieved from http://www.health.gov.on.ca/en/public/programs/concussions/docs/mtcs_concussion_guide_en.pdf

Government of Ontario (2019, November, 25) Rowan’s Law: Concussion safety. Retrieved from https://www.ontario.ca/page/rowans-law-concussion-safety

Soccer Canada. Canada Soccer Concussion Guidelines Players Health and Safety First. Retrieved from https://www.canadasoccer.com/files/ConcussionGuideEN2.pdf

Hockey Eastern Ontario (2019, June, 27) HEO Rowan’s Law Acknowledgement Form. Retrieved from https://www.heominor.ca/system/files/HEO%20Rowan%27s%20Law%20Acknowledgment%20Form%20June%2027%202019.pdf

Appendix A

Ontario’s Concussion Awareness Resources can be found at the following links

• 10 and Under Concussion Awareness Resource
• 11-14 Concussion Awareness Resource
• 15 and Over Concussion Awareness Resource

Appendix B

Township of South Stormont Concussion Code of Conduct
I will help prevent concussions by:

• Wearing the proper equipment for my sport and wearing it correctly.
• Respecting the rules of my sport or activity.
• My commitment to fair play and respect for all athletes, coaches, team trainers and officials.
  I will care for my health and safety by taking concussions seriously, and I understand that:
• A concussion is a brain injury that can have both short-term and long-term effects.
• A blow to the head, face or neck, or a blow to the body that causes the brain to move around inside the skull may cause a concussion.
• A person doesn’t need to lose consciousness to have had a concussion.
  I will not hide concussion symptoms. I will speak up for myself and others.
• I commit to recognizing and reporting, including self-reporting, of a possible concussion to a designated coach or parent I trust so they can help.
• I have a commitment to sharing any pertinent information regarding incidents of removal from sport with any other sport organization with which I have registered.
  I will commit to following the Township of South Stormont’s Return-to-Sport protocol
• I understand my commitment to supporting the return-to-sport process
• I understand I will have to be medically cleared by a medical doctor or nurse practitioner before returning to training, practice or competition.
• I will respect my coaches, parents, health-care professionals, and medical doctors and nurse practitioners, regarding my health and safety.

APPENDIX C

Township of South Stormont Removal-from-sport Protocol:

Teammates, side-line staff, coaches, players or parents and guardians who suspect that a player may have a concussion must work together to ensure that the player is removed from play in a safe manner. If a neck injury is suspected the player should only be removed by emergency healthcare professionals with appropriate spinal care training. Call 911. More severe forms of brain injury may be mistaken for concussion. If any of the following are observed or reported within 48 hours of an injury, then the player should be transported for urgent medical assessment at the nearest hospital (symptoms below). Call 911.

• Severe neck pain
• Deteriorating consciousness (more drowsy)
• Increasing confusion or irritability
• Severe or increasing headache
• Repeated vomiting
• Unusual behavior change (persistent irritability in younger children; increased agitation in teens)
• Seizure
• Double vision
• Weakness or tingling / burning in arms or legs

Township of South Stormont Return-to-sport Protocol:

Concussion is a serious event, but you can recover fully from such an injury if the brain is given enough time to rest and recuperate. Returning to normal activities, including sport participation, is a step-wise process that requires patience, attention, and caution. Each step must take a minimum of one day but could last longer depending on the player and his or her specific situation.

Step 1: Symptom Limited Activity
After an initial short period of rest of 24-48 hours, light cognitive and physical activity can be initiated if they don’t worsen symptoms. A physician, preferably one with experience managing concussions, should be consulted before beginning a step-wise return to learn and sport strategy.

Step 2: Light Aerobic Exercise
Activities such as walking or stationary cycling. The player should be supervised by someone who can help monitor for symptoms and signs. No resistance training or weight lifting. The duration and intensity of the aerobic exercise can be gradually increased over time if no symptoms or signs return during the exercise or the next day.

Symptoms? Return to previous stage and only engage in activities as tolerated. If symptoms persist, consult a physician.

No symptoms? Proceed to Step 3 the next day.

Step 3: Sport-Specific Activities
Activities such as skating or throwing can begin at step 3. There should be no body contact or other jarring motions such as high-speed stops or hitting a baseball with a bat.

Symptoms? Return to previous stage and only engage in activities as tolerated. If symptoms persist consult a physician.

No symptoms? Proceed to Step 4 the next day.

Step 4: Begin drills without body contact

Symptoms? Return to previous stage and only engage in activities as tolerated. If symptoms persist consult a physician.

No symptoms? The time needed to progress from non-contact exercise will vary with the severity of the concussion and with the player. Proceed to Step 5 only after medical clearance.

Step 5: “On Field” practice with body contact, once cleared by a doctor
Symptoms? Return to previous stage and only engage in activities as tolerated. If symptoms persist consult a physician.

No symptoms? Proceed to Step 6 the next day.

Step 6: Game play.

Parkland Dedication

2025 Water and Wastewater Rates

2024 Water and Wastewater Rates

2023 Water and Wastewater Rates

2022 Water and Wastewater Rates

2021 Water and Wastewater Rates

2025 Interim Tax Rate

Billing and Collection Policy

Approved By: Council

Department: Finance Department

Approval Date: September 8, 2021

Effective Date: September 8, 2021

Policy Statement

The Township of South Stormont collects taxes on behalf of the municipality, the United Counties of SDG and the school boards, and is responsible for the internal controls, authorizations and procedures ensuring the timely, accurate and efficient preparation and collection of property taxes.

Purpose

The guidelines contained in this policy serve to supplement the provincial legislation that governs this area, especially for situations where a choice is provided, allowing for Council's/Treasurer's discretion, and for issues when the legislation is silent. Legislation should be reviewed within the context of this policy; the Municipal Act, S.O. 2001, with particular attention to Parts VIII, IX, X and XI.

Scope

This document is to provide guidance to staff and to provide a basis for decisionmaking relating to Tax Billing and Tax Collection procedures for all taxpayers within the Township of South Stormont.

Definitions

"Cancellation Price" means an amount equal to all the tax arrears owing at any time in respect of the land together with all current real property taxes owing, interest and penalties thereon and all reasonable costs incurred by the municipality after the treasurer becomes entitled to register a tax arrears certificate under section 373 or 373.1 in proceeding under this Part or in contemplation of proceeding under this Part and may include,

• legal fees and disbursements
• the cost of preparing an extension agreement under section 378,
• the costs of preparing any survey required to register a documentunder this Part, and
• a reasonable allowance for costs that may be incurred subsequent toadvertising under section 379

"Extension Agreement" is an agreement between the Township and the taxpayer (or party of interest) to extend the period of time in which the cancellation price is to expire. This agreement freezes the tax registration process.

"Interest" is the amount added to unpaid levies from prior years, in accordance with Section 345 of the Municipal Act, 2001.

"MPAC" means the Municipal Property Assessment Corporation responsible to assess each property and derive an "assessment value" used to determine the amount of property taxes.

"Penalties" are the amount added to unpaid levies from current year, in accordance with Section 345 of the Municipal Act, 2001.

"Property Taxes" means the total amount of taxes for municipal, county and school board purposes levied on a property and includes other amounts as may be added to the tax roll under applicable provincial legislation.

"Tax Arrears" means any portion of Property Taxes that remain unpaid after the date on which the taxes are due.

"Tax Arrears Certificate Registration and Tax 􀀬ale" is the process outlined in the Municipal Act, 2001, Part XI -Sale of Land for Tax Arrears where the Township follows a legislated process for dealing with the sale of land for tax arrears.

"Third party cheque" is defined as a cheque payable to another party other than the Township of South Stormont.

"Treasurer" is the person appointed by the municipality who is responsible for handling all the financial affairs of the municipality on behalf of and in the manner directed by Council. This title is interchangeable with Director of Finance or designate for the purposes of this policy. 

Policy

General

• This policy provides direction to staff in the Finance Department regarding the timely and efficient billing and collection of property tax levies. 
• The Township of South Stormont will follow a prescribed policy for the billing and collection of property tax levies. This policy will conform to current legislation and the Municipal Act,2001. Where this policy contradicts legislation of the Province of Ontario or the Government of Canada, the legislation shall be followed. 
• This policy does not relate to the Township of South Stormont's Water and Wastewater billing. These utilities are covered under the Water and Wastewater By-law. When and if outstanding water and wastewater balances are transferred to the tax roll, at that point this policy shall take effect for said balance. 
• This policy will provide an open, transparent and consistent framework for the billing and collection process. Municipal staff and Council shall reference this document when communicating with the public regarding property taxes. 
• As tax billing and collection is the primary source of revenue for the Township of South Stormont, this policy will help to:
  • Streamline activities and eliminate questions as to the appropriate steps required for collection;
  • Set out consistent guidelines to be followed regarding collection of property taxpayments to the Township;
  • Establish a written policy outlining the procedures to be followed by staff in the Finance Department; and
• Ensure all activities conform to the current legislation. Real property tax is levied on the assessment for real property within the Township of South Stormont in accordance with Section307(1) of the Municipal Act, 2001 

Billing, Payments and Delivery of Tax Bills

A levying by-law passed by Council is required in advance of either an interim or final tax billing. 

Where allowed by legislation, and where available, provision of tax bills, arrears notices, and other related correspondence may be provided electronically. 

As required by the Municipal Act, tax billings must be post-marked and mailed no later than 21 calendar days prior to the date of the first installment due date; however, when possible, a 30-day notice will be provided. 

Installment due dates and the amounts due will be indicated on the payment stubs. Additional information regarding billing and payment methods may be on the face or reverse side of the tax bill. 

Interim Billing

Interim tax billings shall be produced based on no more than 50°/o of the previous year's annualized taxes. The interim tax billing will not include local improvements or special charges; service area rates will be included in this calculation. 

The interim tax billing will fully comply with the Standardized Tax Bill format as defined by legislation. 

The specific due dates will be identified on the Interim Levy by-law for the Township.

Final Billing

Final tax billings are produced subsequent to the passing of the annual municipal budget and are based on the rates established by by-law from the budget requirements of the Township, the United Counties of Stormont Dundas and Glengarry and the Minister of Finance in relation to education. The final property tax billing will be calculated based on the phased-in assessed value for the current year as provided by the MPAC, the appropriate tax rate, all local improvement charges, service area rates, and any special charges levied. 

The final tax billing will fully comply with the Standardized Tax Bill format as defined by legislation. 

Due dates for the payment of final billing shall be dependent on the final approval of the budget by Council and the subsequent passing of the levying by-law. 

Supplementary Tax Billing

Omissions - Section 33 of the Assessment Act allows for the taxation of real property that has been omitted from the returned assessment roll. This provision allows for taxation in the current year, plus an additional two preceding years. The applicable tax rates for the effective years will be applied.

Supplementary - Section 34 of the Assessment Act allows for the taxation of new assessment that has increased the value of the property since the return of the last revised assessment roll. These taxes apply only to the current taxation year.

Supplementary billings will be processed upon receipt of updated information from MPAC. Supplementary billings will not be processed until the completion of the final tax billing. The calculation of any supplementary billing(s) is based on the tax rate established by by-law for the time in which the billing represents for the Township, the Counties, and the Minister of Finance. 

Supplementary tax billings will have two installment dates; the first at least 30 days after processing and the second due at least 90 days after processing. Installment due dates and the amounts will be indicated on the payment stubs. 

Amount Owing Added to Tax Roll

Section 398 of the Municipal Act allows the municipality to place unpaid fees and charges owing to the municipality on to the property tax roll to which the services were provided regardless of who was in receipt of the said service. 

The Township's Water and Wastewater billing and collection process is covered under a separate By-law and is not impacted by this Billing and Collection policy. However, in the case when outstanding water and wastewater balances are transferred to the actual tax roll, this policy will apply to those amounts that have been added. 

Payments

Payments are payable to the Corporation of the Township of South Stormont, 2 Milles Roche Rd, Long Sault ON, KOC 1P0

The following payment methods are accepted for property taxes: 

• Cash payments may be received in person (Monday to Friday between 8:30am and 4:30pm) at the reception desk of the Town Hall.
• Telephone or internet banking;
• Cheques may be delivered in person (Monday to Friday between 8:30am and 4:30 pm), dropped in the after-hours mailbox at the front of Town Hall, or mailed. The date of the payment must be no later than the installment date to avoid interest and penalties; 
• Payments may be made at most Canadian financial institutions. The date of the tellers' stamp is considered to be the date of payment;
• The Township offers 3 options of PAP's
  • Taxpayers whose property tax account is not in arrears may pay current taxes through 10 monthly pre-authorized EFT's from January through October. Properties enrolled in this option are not subject to service and/or interest charges.
  • Taxpayers whose property tax account is not in arrears may pay current taxes through pre-authorized EFT's on the due date. Properties enrolled in this option are not subject to any service and/or interest charges.
  • Taxpayers whose property tax account is in arrears may pay taxes through 12 monthly pre-authorized EFT's in the amount directed by the property owners. Properties enrolled in this option are subject to penalty charges. 

Township staff may review from time-to-time other pre-authorized electronic payment plan options.

• Payments made by a mortgage company or financial institution on behalf of a taxpayer. 

Taxpayers are responsible for any fees and charges that may be imposed on payments.

Payment tendered in US funds, or other foreign currency, will be accepted based on the exchange rate established by the Townships bank on the day of the deposit. 

Third party cheques will not be accepted unless the cheque has been issued from another government agency. 

An individual who has had two payments returned within a 12-month period may have their PAP terminated or may be required to have personal cheques certified. This restriction will be in effect for a period of one year. If there is a recurrence, of two returned payments, enrollment in the pre-authorized payment plan will be terminated indefinitely and cheques will no longer be accepted from the property owner, indefinitely, unless they are certified. 

Credit balances resulting from an overpayment will be applied to installments not yet due. However, upon request, a refund cheque will be issued after sufficient time has passed (15 business days) for the payer's cheque to have cleared their financial institution. The minimum amount for a refund request to be processed will be $25. 

Where post-dated cheques are submitted to the township and the payer requests that the cheque not be processed, the township should be contacted at least three business days prior to the date of the cheque. If proper advance notice is not received, staff will attempt to retrieve the payment before it is processed and return same to the payer. However, in circumstances where retrieval of the payment is not completed prior to the deposit being forwarded to the financial institution, the payer will be encouraged to issue a stop payment on their cheque. 

Collection - Payment Incentives

There are five basic incentives set out by legislation to promote timely payment of taxes as follows:

• Penalty / Interest
• Bailiff Action
• Collection Agency
• Attornment of Rent
• Tax Registration/Tax Sale

Penalty I Interest - The rate at which penalty and interest is charged is set by by-law and the Municipal Act, Section 345. This rate may be reviewed by the Township each year but cannot exceed the maximum percentage stated in the Municipal Act. Currently the percentage cannot exceed 1.25°/o per month. 

Bailiff Action - Section 349 of the Municipal Act, provides that property taxes may be recovered, with costs, as a debt due to the township for the taxpayer originally assessed and from any subsequent owner of the assessed property or any part of it. 

Collection Agency - Section 304 of the Municipal Act provides that if a municipality uses a collection agency to recover a debt under the Collection Agency Act, including taxes, the collection agency may recover its costs if the costs do not exceed the amount approved by the municipality. Further information regarding Collection Agency is provided within this policy. 

Attornment of Rent - Under Section 350 of the Municipal Act, the township may seize the rents of an income producing property upon giving proper notice. It is a severe action and should only be initiated after adequate notice. Further information regarding Attornment of Rent is provided within this policy.

If rent attornment is chosen as a collection tool, the Treasurer will give written notice by registered mail to the tenant requiring the tenant to pay the rent, normally paid to the landlord, to the Township of South Stormont as it becomes due, until the amount of taxes due and any unpaid costs are paid in full. This option may be utilized at the discretion of the Treasurer. The tenant is required under section 350(1) of the Municipal Act to comply with this notice.

The Treasurer has the same authority as the landlord of the premises to collect the rent by seizure or otherwise to the amount of the taxes due and unpaid cost; but by collecting the rent the Township does not assume the responsibilities of the landlord. 

Amounts paid as a result of rent attornment, may be deducted by the tenant from the rent paid to the landlord.

Tax Arrears Certificate Registration/Tax Sale - In accordance with the Municipal Act, properties that are in arrears for two years or more are eligible for Tax Arrears Certificate Registration. 

The Townships Solicitor or a contracted tax registration firm may be used to process all required statutory notices and declarations. 

The property owner or interested party has one year from the date of registration to pay the cancellation price in full. Once the Tax Arrears Certificate has been registered, partial payments cannot be accepted unless there is an Extension Agreement in place. All correspondence regarding the account will be directly with the Treasurer or the Township's appointed firm. Payment of the Cancellation Price will include all and any fees incurred by the Municipality during the collection process. 

For the purpose of administering the Municipal Tax Sales procedures, Council authorizes the Director of Finance to enter into extension agreements in accordance with the Municipal Act, S.O. 2001, c.25 and 0. Reg.181/03 Municipal Tax Sales Rules, as amended by Ontario Regulation 571/17. 

If there is a breach of this extension agreement, the tax sale process continues from the point in time at which the Extension Agreement was agreed upon. 

Prior to the registration of a Tax Arrears Certificate, property owners with tax arrears are encouraged to enter into payment arrangements with the Township for up to a maximum of 24 months or another mutually agreeable term. Payment arrangements must include all tax arrears, current taxes, accruing estimates of future taxes, interest/penalty and be sufficient to ensure payment in full is realized by the end of the agreement term. 

A default of the payment arrangement may result in the registration of a Tax Arrears Certificate on title. 

Outstanding Taxes General Procedure

Additional Collection Tools - The following additional tools are available to assist in the collection of realty taxes:

• Tax arrears notices
• Personalized letters
• Telephone follow-up
• Interviews
• Title Searches -Interested Party Notification 

All costs incurred for collection to obtain information and/or collect tax arrears are payable by the property owner and added to the tax account, Section 349(1) of the Municipal Act. These costs may include, but are not limited to:

• All title search fees,
• All corporate search fees,
• Registered mail,
• Administration charges, and
• All site visits.

Any tax arrears at the time of either the interim or final tax billing are included in the tax notice. Late payment charges are charged according to municipal By-Law. 

Review of all past due accounts will be done on a monthly basis. An updated Arrears Report will be generated at least three times per year. 

Section 347(1) of the Municipal Act, 2001 outlines how payments are applied to outstanding balances:

• The payment shall first be applied against late payment charges (penalty and interest) owing in respect of those taxes according to the length of time the charges have been owing, with the charges imposed earlier being discharged before charges imposed later (i.e., longest outstanding penalty and interest/late payment charges are discharged first). 
• After all outstanding late payment charges are discharged the payments shall be applied against taxes owing according to the length of time they have been owing, with taxes imposed earlier being discharged before taxes imposed later. 

Tax arrears notices -The municipality will endeavor to send out tax arrears notices after each tax installment due date in an effort to collect unpaid taxes on property tax accounts. These notices will be mailed a minimum of 1 week after the tax installment due date to allow for payments to be processed. Property tax accounts

with arrears owing less than $5.00 will not be mailed. Any administrative costs associated with preparing the arrears notices are subject to the municipality's fees and charges by-law and the additional charge will be applied to the property tax roll.

Any notices sent by ordinary mail is considered delivered to and received by the addressee unless an error in the mailing address is proven. Failure to notify the municipality of an address change in writing does not constitute an error. Section 343 of the Municipal Act states that tax bills shall be sent to the taxpayer's residence or place of business or to the premises where the taxes are payable for, unless the taxpayer directs the municipality otherwise. The direction for the delivery of tax bills continues until it is revoked in writing by the property owner or their representative. It is the taxpayer's responsibility to provide the Township with the correct mailing address.

In addition to the tax arrears notices, form or personalized collection letters are sent out in the fourth quarter to all property owners with outstanding balances nearing two years in arrears. The letter will request payment or response by a specific date.

Satisfactory payment arrangements could be;

• a series of post-dated cheques
• a commitment to make payments on prearranged dates via preauthorized electronic payments, telephone/internet banking or in person. 

If no reply is received in the timeline indicated in the collection letter:

• A report will be compiled by the Treasurer or designate which will include recommendations on which accounts to be forwarded for collection outlined in this policy as well as a listing of accounts which have made payment arrangements and/or commitments.
• Any accounts included in the above report which, have made payment arrangements and/or commitments and default on these arrangements will be monitored by the Treasurer and will be sent to collection to proceed with the process of registration of a tax arrears certificate and eventually tax sale of the property as per the provisions of the Municipal Act, Part XI. 

If a response is received and payments and/or payments plans are deemed acceptable, the Finance Department will monitor these accounts on a regular basis.

If an application is made to divide land that is assessed as one block into two or more parcels, and if each parcel can be legally conveyed under the Planning Act, the application shall not proceed unless the tax account is current.

Other collection methods may be utilized as outlined in the Municipal Act, 2001.

Minimum Balance Write-off

In some circumstances there remains a balance owing on a ratepayer's account after a payment is received. This is often as a result of interest being added to the account after a payment amount was verified and the cheque received shortly thereafter. When the remaining amount is small enough that the additional costs of collection would not be deemed worthwhile, it may be expedient to write off this amount. The township authorizes the Treasurer to approve such write-offs for outstanding amounts less than $50.00. 

Late Payment Charge Adjustments

Late payment charges are adjusted only in the following circumstances:

• Taxes are adjusted under Sections 354, 357, or 358 of the Municipal Act,
• Taxes are adjusted following an Assessment Review Board Decision,
• Taxes are adjusted in accordance with a decision of the Courts, 
• Taxes are adjusted under Minutes of Settlement or notification of any assessment adjustment from MPAC. 
• The interest and/or penalty was charged as a result of the Township's error and/or omission. It shall be at the discretion of the Treasurer to decide whether or not the interest and/or penalty amount should be adjusted in such cases. 

Contact

For more information on this policy, contact:

Financial Services

Township of South Stormont

P.O. Box 84, 2 Mille Roches Road

Long Sault, ON KOC 1PO

Phone: 613-534-8889

Fax: 613-534-2280

Email: accountsreceivable@southstormont.ca

Final Tax Rates

Property Tax Cancellation, Reduction and Refund Policy

Approved by: Council

Department: Finance

Approved Date: June 25, 2025

Effective Date: June 25, 2025

Background

The Municipal Act allows taxpayers to apply for the cancellation, reduction or refund of property taxes due to:

• Change in property classification resulting from a change event (i.e. from commercial use to residential use)
• Property is now exempt
• Building razed by fire/demolition
• Building damaged by fire/demolition
• Repairs/renovations preventing normal use (minimum of 3 months)
• Mobile unit removed
• Gross or Manifest error – clerical/factual, not an error in judgement

As part of the process, MPAC plays a role in determining if the change event impacts the property’s assessed value and what that change in value is. Taxation staff use MPAC’s adjusted assessed value to calculate the tax relief. Historically MPAC was supporting this role, which the Township has relied on to facilitate the determination of an appropriate level of tax relief.

Municipalities were informed that effective July 2, 2024, MPAC will no longer revalue or provide a change in value for the following two types of applications under 357(1);

• s. 357(1)d.(ii) - Property has been damaged and/or substantially unusable
• s. 357(1)(g) - Repairs and/or renovations preventing normal use of land (min. three (3) months) 

There will be no change to how MPAC responds to the other types of applications.

Effective July 2, 2024, for the above two types of applications, MPAC will simply provide a notional value of the structure. It will then be up to the municipality to determine to what degree the damage by fire/demolition or repair/renovation impacted the property’s assessed value in order to arrive at an appropriate tax relief amount.

Purpose

The purpose of this policy is to ensure that the municipality manages all Property Tax Cancellation, Reductions and Refunds as they relate to the Section 357 of the Municipal Act, 2001 effectively and to ensure timely processing to minimize waiting periods for ratepayers. This policy will assist with the ongoing success of administration, more specifically; it will ensure prompt, efficient, courteous and consistent service to all ratepayers of the municipality.

Scope

This document will provide guidance to Council and administration and provide a basis for decision-making relating to applications for tax cancellation, reduction, and refund procedures for all ratepayers of the municipality. It is designed to be implemented in accordance with the governing legislation.

Definitions

Act of God: an instance of uncontrollable natural forces outside human control.

Assessment Review Board (ARB): the Board that hears property assessment appeals to ensure that properties are assessed and classified in accordance with the provisions of the Assessment Act. The Board also hears appeals on property tax matters.

Assessment Value: in relation to land, the value that has been attributed to the property by the Municipal Property Assessment Corporation (MPAC).

Change Event: Per subsection 34(2.2) of the Assessment Act, a change event includes a change in the use of all or part of the parcel of land, an act or omission that results in all or part of the parcel of land ceasing to be in a class or subclass of real property, and the opting, by a municipality, to have a class or subclass of real property apply or cease to apply within the municipality.

Municipal Property Assessment Corporation (MPAC): is the body responsible for assessing property throughout the province of Ontario and is not part of the municipal government.

Property Taxes: the total amount of taxes for municipal, county and school purposes, levied on a property and includes other amounts added to the tax roll as may be permitted by any applicable Provincial legislation.

Tax Arrears: any portion of property taxes that remain unpaid after the date on which they are due.

Tax Rate: the rate applied to the assessment value of a property to calculate the property’s portion of tax to be paid.

Treasurer: is the individual appointed by the municipality who is responsible for handling all of the financial affairs of the municipality on behalf of and in the manner directed by Council.

Cancellation, Reduction, Refund of Taxes

The Municipal Act, 2001, under Section 357 (1) provides for ratepayers to submit applications to their local municipality whereby the local municipality may cancel, reduce or refund all or part of taxes levied on land in the year in respect of which the application is made if,

• As a result of a change event, the property or portion of the property is eligible to be reclassified in a different class of real property, as defined in regulations made under the Assessment Act, and that class has a lower tax ratio for the taxation year than the class the property or portion of the property is in before the change event, and no supplementary assessment is made in respect of the change event under subsection 34 (2) of the Assessment Act;
• The land has become vacant land or excess land during the year or during the preceding year after the return of the assessment roll for the preceding year;
• The land has become exempt from taxation during the year or during the preceding year after the return of the assessment roll for the preceding year;
• During the year or during the preceding year after the return of the assessment roll, a building on the land,
  • was razed by fire, demolition or otherwise, or
  • was damaged by fire, demolition or otherwise so as to render it substantially unusable for the purposes for which it was used immediately prior to the damage;
  • The applicant is unable to pay taxes because of sickness or extreme poverty;
• A mobile unit on the land was removed during the year or during the preceding year after the return of the assessment roll for the preceding year;
• A person was overcharged due to a gross or manifest error that is clerical or factual in nature; or
• Repairs or renovations to the land prevented the normal use of the land for a period of at least three months during the year.