Policies

Accountability and Transparency Policy Overview

The Municipality of French River’s Accountability and Transparency Policy ensures municipal operations and decision-making processes are conducted responsibly and openly, fostering public trust and engagement.

Key Highlights:

• Purpose: Comply with the Municipal Act, 2001, by outlining how the Municipality ensures accountability to the public and transparency in its operations.
• Definitions:
  • Accountability: Responsibility to stakeholders for decisions, policies, and actions.
  • Transparency: Openness in decision-making and fostering stakeholder participation.
• Policy Principles:
  • Open and transparent decision-making processes.
  • Ethical and responsible municipal operations.
  • Efficient management of resources and accessible municipal information.
  • Timely responses to public inquiries, concerns, and complaints.
• Implementation Areas:
  • Legislated Requirements: Compliance with laws such as the Municipal Act, Municipal Freedom of Information and Protection of Privacy Act, and Public Sector Salary Disclosure Act.
  • Financial Matters: Transparency through external audits, financial statements, budget processes, and procurement policies.
  • Internal Governance: Accountability in administrative practices via performance evaluations, hiring policies, and health and safety standards.
  • Public Participation: Open meetings, access to minutes and agendas, and policies encouraging meaningful public input and timely information sharing.
• Responsibilities: Council and municipal staff must adhere to this policy, ensuring transparent and accountable municipal operations.
• Monitoring: The Clerk oversees compliance and handles complaints related to the policy.

For more information, visit the Municipality’s website or contact the Clerk's Office.

Concussion Policy Overview

The Municipality of French River is committed to raising awareness and properly managing concussion risks in sports and recreational activities. This policy applies to municipal employees, instructors, and sports organizations using municipal facilities.

Key Highlights:

• Awareness & Training: Sports and recreation programming employees are trained to identify concussion symptoms and manage incidents appropriately.
• Public Information: Concussion awareness resources are available for participants and their families at municipal facilities.
• Medical Guidance: A concussion is a clinical diagnosis requiring examination by a medical professional.
• Incident Reporting: Employees must complete and submit an incident report if a concussion is suspected.

For more information or access to resources, please get in touch with the Parks, Recreation, and Facilities Manager.

Communications Policy Overview

The Municipality of French River’s Communications Policy ensures transparent, accessible, and timely communication to engage residents and maintain a unified municipal identity across various platforms.

Key Highlights:

• Purpose: Foster open communication about municipal policies, programs, and services while providing clear and accessible information to the public.
• Official Spokespersons: The Mayor represents Council, while the CAO handles operational matters.
• Communication Methods:
  • Information is shared via print (e.g., tax bill inserts, posters), online (website, social media), and local media outlets.
  • Content is provided in English and French where practical.
  • The municipal website serves as the primary source for official updates, events, council agendas, and minutes.
• Social Media Use:
  • Used to share news, promote events, and distribute time-sensitive updates.
  • Official accounts include Facebook and Twitter.
• Community Event Calendar:
  • Features events open to the public, organized by the Municipality or affiliated groups.
  • Submissions must include organizer contact details; commercial and inappropriate events are not published.
• Newsletters: Published twice a year with tax bills and made available electronically.
• Media Relations: Press releases and news updates are posted online and shared with media outlets as appropriate.
• Emergency Communications: Follow the protocol outlined in the Municipal Emergency Plan.

Complaint Policy Overview

The Municipality of French River’s Complaint Policy provides a transparent, fair, and consistent process for addressing formal complaints related to municipal programs, services, facilities, and employees.

Key Highlights:

• Purpose: Encourage feedback to improve services and operations while ensuring a structured and accountable complaint-handling process.
• Scope:
  • Applies to all formal complaints, including by-law violations.
  • Excludes general inquiries, compliments, feedback, and service requests.
  • Anonymous complaints are not accepted.
• Complaint Submission:
  • Complaints must be in writing, using the Complaint Form or similar format, and submitted via:
    • In person or mail to the Municipal Office.
    • Email, online, or fax.
    • Phone, with documentation by staff and complainant consent.
  • Must include contact information, details of the incident, and complainant’s signature.
• Process:
  • Acknowledgment provided within 5 business days, identifying the assigned investigator.
  • Investigation involves reviewing policies, legislation, and relevant documents, as well as interviewing involved parties.
  • A response is issued within 30 business days, detailing findings, validation, and any municipal actions. Delays are communicated with an updated timeline.
• Appeals: Dissatisfied complainants may escalate to the Ontario Ombudsman for a review of the process and outcome.
• Confidentiality: Managed in accordance with the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).

Delegation of Powers and Duties Policy Overview

The Municipality of French River’s Delegation of Powers and Duties Policy outlines how Council can delegate legislative and administrative responsibilities to committees and staff to ensure efficient municipal management.

Key Highlights:

• Purpose: Comply with the Municipal Act, 2001 by providing clear guidance on delegation, ensuring accountability and effective municipal operation.
• Scope: Applies to all Council committees, departments, and staff, defining legislative and administrative delegations.
• Policy Requirements:
  • Delegation is formalized through by-laws or Council resolutions.
  • Delegates must act within the scope of their authority and comply with Council policies.
  • Delegations are revocable at any time and require reporting to Council as needed.
  • Sub-delegation is not allowed unless explicitly authorized.
  • Financial authority must align with the approved municipal budget.
• Key Delegations (Appendix A):
  • CAO: Authority over minor insurance claims, grant applications, minor contracts, and temporary road closures.
  • Clerk: Acts as the head under the Freedom of Information and Protection of Privacy Act.
  • Treasurer: Approves tax adjustments, penalties, and represents the municipality in assessment appeals.
  • Director of Public Works: Manages road closures and related operational decisions.
  • Fire Chief: May amend the Emergency Response Plan and Program for operational relevance.

For further details on specific delegations, refer to the Clerk’s Office

Parkland Dedication Policy Overview

The Municipality of French River's Parkland Dedication Policy ensures equitable contributions toward creating and maintaining parkland for community enjoyment, especially for residents and visitors in this rural, tourism-focused municipality.

Key Highlights:

• Purpose: Ensure adequate parkland for residents, establish a Parkland Fund for maintenance and equipment, and protect the rural and waterfront landscape.
• Dedication Options: The Municipality may require either 5% of the severed land or cash in lieu equivalent to 5% of the land's value.
• Valuation Guidelines:
  • For properties with undetermined value, owners must obtain an appraisal at their expense.
  • Minimum contribution for non-waterfront properties under 10 acres: $1,000.
  • For properties valued under $40,000, a real estate agent’s valuation may be accepted but must include a comparable analysis.
• Scope: This applies to all new land severances after July 19, 2006.
• Authority: Policy is governed under the Planning Act, R.S.O. 1990.

For further details, please contact the Development & Planning Department.

Petition Policy Overview

The Municipality of French River’s Petition Policy outlines the rules and procedures for submitting petitions to Council, ensuring they are authentic, respectful, and relevant to municipal matters.

Key Highlights:

• Purpose: Govern the submission and handling of petitions to maintain transparency and protect petitioners and Council.
• Eligibility: Open to residents aged 18 or older, businesses, and unincorporated associations with a majority of members residing in the Municipality.
• Types of Petitions:
  • Drainage, Local Improvement, and Special Capital Improvement Petitions: Governed by specific Ontario legislation.
  • Civic Petitions: Written requests from citizens asking Council to act on municipal issues.
• Submission Requirements:
  • Must include a clear statement of purpose on each page, original signatures, addresses, and a designated spokesperson’s contact information.
  • Language must be respectful and moderate.
  • Petition forms are available at the Municipal Office or online.
• Topics for Petitions:
  • Must fall under municipal jurisdiction.
  • Cannot address matters under court or tribunal review or those already considered by Council within the past year, unless significant new evidence is provided.
• Submission Process:
  • Submitted through a Council member or presented as part of a delegation.
  • Becomes a public document upon submission.

For more details or to access petition forms, contact the Municipal Office

Pregnancy and Parental Leaves of Members of Council Policy Overview

The Municipality of French River’s Pregnancy and Parental Leaves of Members of Council Policy outlines the rights and responsibilities of council members during pregnancy or parental leave, ensuring their statutory role is respected.

Key Highlights:

• Purpose: Provide guidance on addressing pregnancy or parental leave for council members while upholding their role as elected representatives.
• Scope: Applies to all council members in accordance with the Municipal Act, 2001.
• Policy Requirements:
  • Members may take up to 20 consecutive weeks of leave for pregnancy, childbirth, or adoption without Council approval.
  • Their office cannot be declared vacant during leave.
  • Members will continue to receive communications, remuneration, benefits, and reimbursements.
  • Members may participate in Council activities at any time during their leave.
• Temporary Appointments:
  • Council may appoint temporary representatives to committees or boards if the absent member is the sole Council representative.
  • Members can request the lifting of temporary appointments at any time during their leave.
• Notice Requirements: Members must notify the Clerk in writing of their leave dates and any changes to their return schedule.

For more information, contact the Clerk's Office.

The Purchasing Policy governs the purchase of goods and services by the Municipality of French River.

The purpose of the Municipality's Purchasing Policy is to:

a) Ensure the Municipality conducts fair, objective, transparent and consistent purchasing practices;

b) Maintain the integrity of the procurement process by ensuring that, whenever possible, competitive methods of procurement will be utilized to obtain Best Value for the Municipality;

c) Clearly define the circumstances which allow for non-competitive procurement;

d) Ensure that the procurement process is conducted in a manner that enables departments of the Municipality to operate efficiently and effectively;

e) Protect the interests of the Municipality, public and persons participating in the procurement process by providing a clear statement of how Goods and Services will be acquired;

f) Clearly define the roles and responsibilities of those involved in the procurement process;

g) Identifies signing authorities; and

h) Outline the process for disposing of Surplus Goods.

Road Construction Minimum Standards Policy Overview

The Municipality of French River's Road Construction Minimum Standards Policy ensures consistent and high-quality road construction while protecting taxpayers from bearing the cost of new development or road upgrades.

Key Highlights:

• Purpose:
  • Establish minimum construction standards for municipal highways.
  • Ensure developers bear the costs of constructing or upgrading roads to municipal standards.
  • Protect the rural and waterfront character of the municipality.
• Scope:
  • Applies to all municipal highways, subdivision roads, and the upgrading of seasonal or private roads.
  • Costs of upgrades to municipal standards are the responsibility of abutting landowners.
• Road Specifications:
  • Right-of-way (ROW): Minimum 20 meters (66 feet).
  • Road platform: 7.5 meters (24.5 feet) wide, including shoulders.
  • Granular base: Minimum 300 mm (12 inches) of gravel.
  • Drainage: Adequate ditches and culverts with proper grading.
  • Surface type: Gravel for roads with lower traffic; hard surface for roads with 200+ vehicles/day.
• Approval & Oversight:
  • Developers must provide detailed plans, including drainage and geotechnical reports, for approval.
  • Construction is inspected by municipal staff or agents to ensure compliance.
• Alignment with Regulations:
  • Controlled under the Municipal Act, 2001, ensuring adherence to Ontario Provincial Standards.

For detailed standards or project-specific inquiries, contact the Public Works Department.

Splash Pad Policy Overview

The Municipality of French River’s Splash Pad Policy ensures the safe and sanitary operation of the French River Community Splash Pad to minimize risks and promote user safety.

Key Highlights:

• Purpose: Reduce the risk of injury, illness, or other adverse events for splash pad users, particularly young children, by adhering to health and safety guidelines.
• Implementation:
  • Employees are trained to manage adverse events.
  • Safety information is posted at the splash pad and online.
  • Pre-opening checks ensure cleanliness, operational water chemistry, and equipment safety.
• Incident Response:
  • Procedures for addressing water contamination, equipment breakdowns, and unsafe chlorine levels.
  • The splash pad is temporarily closed during adverse events until safety standards are restored.
• Records: Daily records of water chemistry, equipment usage, and any incidents are maintained for a minimum of one year.

For more information, please contact the Parks, Recreation, and Facilities Department.

Street Lighting Policy Overview

The Municipality of French River’s Street Lighting Policy provides guidelines for the installation and maintenance of street lights, prioritizing safety, energy conservation, and preservation of the rural and waterfront landscape.

Key Highlights:

• Purpose: Ensure resident safety through consistent application of street lighting while maintaining the municipality's natural character and conserving energy.
• Policy Guidelines:
  • Street lighting is prioritized for villages (Alban and Noëlville), major intersections, and municipal road intersections with high traffic (200+ vehicles/day), subject to budget constraints.
  • Areas identified as safety concerns may also receive lighting based on Council evaluation.
• Scope:
  • Covers all municipally installed street lights and privately installed lights conveyed to municipal ownership for electricity and maintenance.
• Design Standards:
  • Designs must comply with Hydro One standards.
  • Developers bear the cost of lighting installations at new development intersections.
• Energy Conservation: Adopts a "dark sky friendly" approach to minimize light pollution and conserve energy.
• Authority: Guided by Section 11 of the Municipal Act, 2001.

For additional information, contact the Public Works Department.

Use of Corporate Resources for Election Purposes Policy Overview

The Municipality of French River’s Policy for the Use of Corporate Resources for Election Purposes establishes guidelines to ensure fairness, transparency, and compliance with the Municipal Elections Act, 1996 during election campaigns.

Key Highlights:

• Purpose: Provide consistent rules for the use of municipal resources during election campaigns, protecting municipal integrity and preventing unfair advantages.
• Scope: Applies to Members of Council, candidates, registered third parties, and municipal staff during the campaign period.
• Policy Guidelines:
  • Prohibits use of municipal equipment, facilities, staff, funds, and IT systems for campaign activities.
  • Municipal facilities may be rented for campaign events under standard rental agreements, but cannot be used on voting days.
  • Members of Council cannot use council budgets for campaign purposes or display campaign materials at municipal properties.
  • Campaign activities directed at municipal staff while on duty are prohibited.
• Budget Restrictions:
  • Council budgets are limited to 11/12ths of the approved annual amount before voting day in election years.
  • New or re-elected council members receive proportional budgets for the post-election period.
• Exclusions: Members of Council retain their responsibilities to constituents throughout their term but must avoid campaigning during official duties.
• Implementation: The Clerk oversees enforcement and reviews the policy prior to each election cycle.

For further details, visit the Municipality’s website or contact the Clerk’s Office.