Accountability

Loyalist Township Council acknowledges that it is responsible to provide good government for its stakeholders in an accountable and transparent manner, guided by the following principles:

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 services to our citizens; and
Promoting the efficient use of public resources.

Accountability, transparency and openness are standards of good government that enhance public trust. They are achieved through Loyalist Township 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, Loyalist Township will engage its stakeholders throughout its decision making process which will be open, visible and transparent to the public.

For information contact:

Debbie Chapman, Township Clerk
Loyalist Township
263 Main Street, Odessa, ON K0H 2H0
Phone: 613-386-7351, ext. 121 dchapman@loyalist.ca

Closed Meeting Investigator

Why are some meetings closed to the public?

Generally, Municipal councils, local boards and their committees hold their meetings in public. They meet behind closed doors on occasion to deal with some matters. The purpose of such a closed meeting is to receive information or give direction.

Municipal Governments in Ontario must be transparent and accountable. The Provincial Government has set the rules for a council, local board or a committee to go into a closed meeting. These rules are found in Section 239 of the Municipal Act, 2001 and are included within the Loyalist Township Procedure Bylaw. They must be strictly followed.

When can a meeting be closed to the public?

A meeting or part of a meeting must be closed to the public if the subject matter is:

The security of property of the municipality or local board;
Personal matters about an identifiable individual, including employees;
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 authorized by another provincial statute;
If the subject matter relates to a request under the Municipal Freedom of Information and Protection of Privacy Act;
For educating and training and no member discusses or deals with a matter in a way that materially advances the business or decision-making of the council or local board.

Background

As of January 1, 2008 any person or corporation will be able to request that an investigation be undertaken respecting whether a municipality or local board or committee of either, has complied with closed meeting rules outlined in the Municipal Act, 2001 or the applicable procedural by-law.

Loyalist Township has engaged the services of the Ontario Ombudsman as the Municipal Closed Meeting Investigator. The investigator is authorized to conduct investigations upon receipt of a complaint in respect to meetings or parts of meetings that are closed to the public. The investigator will determine compliance with the Act or the applicable procedural by-law with respect to closed meetings and will report on the results of such investigations.

Complaint Procedure

Complaints may be submitted to Ombudsman Ontario through their website.

Closed Meeting Investigation Reports

Closed Meeting Investigation Final Report September 2020

Code of Conduct for Council Members

This Code of Conduct is intended to set high standards of conduct for Members in order to provide good governance and a high level of public confidence in the administration of the Township by its Members as duly elected public representatives to ensure that they each operate from a foundation of integrity, transparency, justice, truth, honesty and courtesy.

Council-Staff Relations

The Council and Staff Relationship Policy sets out a general standard to ensure that Council and Staff share a common understanding of their respective roles and responsibilities as well as a common basis of their relationship, and to set out acceptable standards to govern their relationship and to which all Members and Staff are expected to adhere to and comply with.

Customer Complaint Policy

Customer satisfaction is a priority for Loyalist Township. The Township is committed to satisfying customer expectations in all areas of service. Receiving feedback on services helps improve processes and can identify areas for improvement. Offering customers opportunities to escalate concerns reinforces commitments to excellent service delivery.

Loyalist Township has a Customer Complaint Policy to provide a consistent and uniform process to respond to complaints received from members of the public regarding the dissatisfaction of programs, facilities, Township services, Township employees or operational procedures at the point of service delivery.

Formal Complaint Process

This Formal Complaint Process Infographic depicts the process for formal complaints.

File a Customer Complaint

To file a complaint, please contact the Clerk's Division at 613-386-7351, ext. 121.

Disclosure of Pecuniary Interest

The Municipal Conflict of Interest Act requires all municipalities to establish and maintain a registry of all declarations made by members of Council under the Act. The registry must include the original written declaration provided by the member of Council and must be available to the public.

Conflict of Interest declarations are archived on the Loyalist Township Council Portal.

Municipal Integrity Commissioner

The Integrity Commissioner is an independent and impartial position that reports directly to Township Council and whose powers and duties are set out in the Municipal Act, 2001.

Responsibilities of the Integrity Commissioner:

Investigate complaints and alleged breaches of the Code of Conduct for Members of Council.
Review the Code of Conduct for Members of Council and make recommendations on an annual basis.
Serve as an advisor to individual Members of Council in relation to the Code of Conduct and any procedures, rules and policies of the municipality governing ethical behaviour, and act as a proactive educator for Council, municipal staff and the public.
Provide reports to Council, summarizing his activities.
Provide individual investigative reports, as required, which will include background concerning a complaint and recommendations to Municipal Council with respect to a complaint

Loyalist Township appointed Aird & Berlis as the Integrity Commissioner for the municipality and authorize the firm conduct inquires upon receiving a complaint for rules governing ethical behaviour of members of Council as they pertain to the Municipal Conflict of Interest Act and Council and Local Board Code of Conduct.

Complaint/Application Process

A complaint that a member has contravened the Code may be initiated by any person, any Member of Council, or by Council as follows:

(a) a complaint shall be made in writing and shall be sent directly to the Integrity Commissioner by mail, e-mail, fax or courier;
(b) a complaint must be signed and dated by the complainant who shall be an identifiable individual (complaints may not be submitted by any group, organization or corporation);
(c) a complaint shall include:

(i) an explanation, with specific reference to sections of the Code, as to why the issue raised is alleged to be a contravention of the Code;
(ii) any evidence in support of the allegation; and
(iii) any witnesses in support of the allegation must be identified.

John Mascarin
Aird & Berlis LLP
Brookfield Place, 181 Bay Street, Suite 1800, Toronto, Canada M5J 2T9
Telephone: 416.865.7721
E-Mail: jmascarin@airdberlis.com

Integrity Commissioner Reports

Should there be a complaint lodged and it is investigated, the report will be listed below.

Integrity Commissioner Report on MCIA Application 2021-01 Councillor Penny Porter

Integrity Commissioner Report on Code of Conduct Complaint 2021-01 Councillor Penny Porter

Freedom of Information

The Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) requires municipal institutions to protect the privacy of individuals personal information that is held by municipal government. Individuals have the right to access certain records of information, including one's own personal information. The Act was created to ensure transparency by providing as much information as possible to the public while ensuring their personal privacy is protected.

Learn more about making a request on our Freedom of Information Requests page.