CORPORATION OF THE NATION MUNICIPALITY
ACCOUNTABILITY AND TRANSPARENCY POLICY
Policy Number: POL-CL-05-2025
Version Number: V#2
Policy Title: Accountability and Transparency Policy
Effective Date: May 26, 2025
Approval Authority: Council
Resolution: RES-CM-93-2025
Scheduled Review Date: 2026/2027
Policy Contact: Aimée Roy, Clerk
Initiating Department: Clerk's Office
Abstract: This policy establishes The Nation Municipality's commitment to accountability and transparency in governance. It outlines principles for ethical decision-making, financial oversight, open government, and public accessibility of information. The policy ensures compliance with legislative requirements, promotes responsible financial management, and upholds ethical standards for municipal operations and Council members. It also provides mechanisms for performance measurement, complaints handling, and proactive disclosure and accessibility of information to foster trust and integrity in municipal affairs.
1. Policy Statement
1.1. This policy establishes The Nation Municipality's commitment to accountability and transparency in governance. It ensures ethical decision-making, financial oversight, open government, and public accessibility of information. The policy fosters trust and integrity in municipal affairs by ensuring compliance with legislative requirements, responsible financial management, and ethical standards for municipal operations and Council members.
2. Purpose
2.1. The objective of this policy is to provide guidance on how The Nation Municipality ensures accountability and transparency in all municipal matters and operations. It emphasizes openness, ethics, service excellence, performance outcomes, and fiscal responsibility in decision-making and service delivery
3. Scope
3.1. This policy applies to all municipal operations, employees, and Members of Council, including decisions, financial activities, service delivery, and public interactions.
4. Legislative Authority
4.1. This policy aligns with Section 270(1)(5) of the Municipal Act, 2001, which mandates municipalities to adopt and maintain policies ensuring accountability and transparency. The policy is also guided by the following legislation:
a. Municipal Act, 2001
b. Municipal Conflict of Interest Act
c. Municipal Elections Act, 1996
d. Provincial Offences Act
e. Municipal Freedom of Information and Protection of Privacy Act
f. Public Sector Salary Disclosure Act, 1996
g. Accessibility for Ontarians with Disabilities Act, 2005
5. Definitions
5.1. Accountability - The obligation to demonstrate and take responsibility for decisions, policies, and actions, ensuring responsiveness to the public.
5.2. Transparency - Conducting municipal business in an open, clear, and accessible manner that fosters trust and public confidence.
6. Policy
6.1. The Nation Municipality ensures sound governance and sustainability through the following principles and practices:
6.1.1. Financial Accountability, Oversight, and Reporting
a. Annual external audit reports and financial statements.
b. Monthly revenue and expenditure summaries.
c. Council remuneration and expense reports.
d. Budget development, monitoring, and reporting.
e. Procurement policy and reporting.
f. Long-term financial planning, asset management, and reserves management.
6.1.2. Performance Measurement and Reporting
a. Establishing strategic plans and priorities for each Council term.
b. Publicly reporting on performance metrics for municipal services.
c. Maintaining service-specific reporting at the departmental level.
6.1.3. Open Government
a. Public access to Council and committee meetings, agendas, and minutes.
b. Policies ensuring public access to municipal information and decision-making processes.
c. Procedural By-Law and Public Notice By-Law.
d. Routine disclosure of municipal records and compliance with open data principles.
6.1.4. Internal Accountability and Ethical Standards
a. Code of Conduct for Employees and Members of Council.
b. Conflict of Interest policies.
c. Workplace violence and harassment prevention policies.
d. Records management and retention policies.
6.1.5. Council's Accountability Framework
a. Council members' expense disclosures.
b. Integrity Commissioner oversight.
c. Online public registry of Council members' declarations of interest.
d. Proactive disclosure of contracts exceeding $150,000 not subject to public procurement.
7. Responsibilities
7.1. Council Members and municipal staff are responsible for ensuring their actions align with this policy.
7.2. The Clerk's Office ensures policy adherence and receives complaints regarding transparency and accountability.
7.3. The CAO ensures implementation and reporting on accountability measures.
8. Administration
8.1. The Clerk's Office is responsible for implementing and enforcing the policy. Any concerns or violations will be addressed according to the established protocols.
9. Exemptions (if applicable)
9.1. There are no exceptions to this policy unless approved by the municipal Council under exceptional circumstances.
10. Housekeeping Amendments
10.1. Minor administrative changes, such as typographical corrections or formatting adjustments, may be made by the Clerk's Office without requiring Council approval.
11. Errors or Omissions
11.1. If any errors or omissions are identified in this policy, they should be reported to the Clerk's Office for review and correction as necessary.
12. Policy Review
12.1. This policy will be reviewed within the first six (6) months of each new council term to ensure timely review.
13. Effective Date
13.1. This policy will come into effect on the date of its approval.
14. References (if applicable)
14.1. Documents and legislation referenced in this policy include:
a. Section 270 of the Municipal Act, 2001
b. Procedural By-Law
c. Public Notice By-Law
d. Code of Conduct
e. Records Management and Retention By-law.
15. Approval
15.1 Council is the approval authority for this policy.