Accountability & Transparency

It's our responsibility to provide an effective government for everyone in Collingwood. This means doing everything we can to be accountable and transparent by encouraging public access and participation in the matters that affect our Town.

The purpose of this policy is to provide guidance on how the Corporation of the Town of Collingwood ensures municipal matters are approached in an accountable and transparent manner. To view the Town's Accountability and Transparency Policy, click on the following link Accountability and Transparency Policy (PDF).

In 2021, the position of Accountability, Procurement & Risk Management Manager was created in order to enhance the Town of Collingwood’s existing accountability and transparency framework. The Accountability, Procurement & Risk Management Manager is responsible for ensuring that the Town’s procedures and policies are clearly set out and accessible, and that the day-to-day operations of the Town are transparent and compliant with relevant legislation, regulation, and best practice.

This oversight includes: 

• acting as the town's facilitator with our independent Lobbyist Registrar and Integrity Commissioner, Principles Integrity.
• administering and recommending edits to the Town’s Accountability and Transparency policy and other related policies;
• providing oversight and guidance to the procurement office;
• regularly reviewing the Code of Conduct and recommending edits in consultation with the Clerk, CAO, and/or Integrity Commissioner as may be necessary for Council’s consideration; and
• training and educating the public, the municipality and members of council and local boards regarding accountability, transparency and ethics.

The Accountability Officer also provides general advice on administrative, legislative, and contractual matters relating to the Town’s operations.

The Code of Conduct reinforces the Town of Collingwood's Accountability and Transparency Policy and other relevant legislation within which all Members of Council, Local Boards and Advisory Committees must operate. The Code of Conduct serves to enhance public trust and improve the quality of public administration and governance by encouraging high standards of conduct on the part of all government officials, ensuring that those Members share a common standard of integrity through adherence to its principles. The Code of Conduct is intended to supplement and be compatible with the laws governing the conduct of Members. The key principles include:

• Members to whom this Code of Conduct applies shall serve in a conscientious and diligent manner;
• Members shall be committed to performing their functions with integrity without using the influence of their office;
• Members shall avoid all conflicts of interest;
• Members are expected to perform their duties of office and to arrange their private affairs in a manner that promotes public confidence and will bear close legal and public scrutiny;
• Members are responsible for making honest statements and shall not make any statement when they know that statement is false, or with the intent to mislead other Members or the public; and,
• Members shall serve the public interest by upholding the laws and policies established by the Federal Parliament, Ontario Legislature, and the laws and policies adopted by the Town.

The Code of Conduct is intended to provide a guideline for elected officials in exercising their policy-making role having regard to the statements and ideals as enunciated hereunder.

To learn more:

• Code of Conduct for Members of Council, Committees and Local Boards
• Code of Conduct for Members of Advisory Committees and Task Forces

Submitting a Complaint

Informal Complaint Protocol: Any person or a representative of an organization who has identified or witnessed behaviour or an activity by a member of Council that they believe is in contravention of the Code of Conduct (the "Code") or Municipal Conflict of Interest Act may wish to address the prohibited behaviour or activity themselves as follows:

1. Advise the member that the behaviour or activity contravenes the Code;
2. Encourage the member to stop the prohibited behaviour or activity;
3. Keep a written record of the incidents including dates, times, locations, other persons present, and any other relevant information;
4. If applicable, confirm to the member your satisfaction with the response of the member; or, if applicable, advise the member of your dissatisfaction with the response; and
5. Consider the need to pursue the matter through a formal complaint.

All persons and organizations are encouraged to initially pursue this informal complaint procedure as a means of stopping and remedying a behaviour or activity that is prohibited by the Code. However, it is not a precondition or a prerequisite that those complaining must pursue the informal complaint procedure before pursuing a formal complaint. Formal Complaint Protocol: Any individual who has identified or witnessed behaviour or activity by a Member that appears to be in contravention of the Code of Conduct or Municipal Conflict of Interest Act may address his or her concerns through the formal complaint process set out below, if resolution was not found through the informal complaint process.

All formal complaints must be made using the Code of Conduct - Complaint Form (fillable PDF). Hard-copies are available through the Clerk's Department located at Town Hall, 97 Hurontario Street, Collingwood.

Formal complaints are to be submitted directly to the Integrity Commissioner, Principles Integrity, by email at postoffice@principlesintegrity.org.

Municipal Conflict of Interest Act - Declaration of Interest

All declarations of interest received in writting can be found on the Conflict of Interest Registry.

Disclosure Statements - Gifts

Code of Conduct - Gift Disclosure Statement Form

For additional information, please contact the Town's Accountability, Procurement, and Risk Manager:

Michael Trueman, Accountability, Procurement & Risk Management Manager
Town of Collingwood
P.O. Box 157, 97 Hurontario St.
Collingwood, ON L9Y 3Z5
accountability@collingwood.ca

The Council-Staff Relations Policy is intended to guide the nature of business interactions between Members of Council and Staff and provide a framework for that relationship. The Town of Collingwood recognizes the importance of Council-Staff relations as a vital component of an effective municipal government and is committed to a respectful and productive relationship between and amongst Council, Members of Council, and Staff of the Town, in furtherance of their respective roles established by statute, municipal bylaws and policies, corporate administrative direction, and operating conventions.

Closed meetings are sometimes necessary to deal with certain matters, receive information or give direction. The provincial government has set rules for a council, local board or a committee to go into a closed meeting that are outlined in section 239 of the Municipal Act 2001, as amended, and are required to be strictly followed.

As of January 1, 2008 any person or corporation is 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.

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

The Town of Collingwood is committed to ensuring that any request for an investigation under Section 239 of the Municipal Act, 2001, as amended is dealt with in a fair, open and expeditious manner. The Town commits to full co-operation including the provision of all information requested by the Ontario Ombudsman, either written or through interviews, to assist in any investigations.

Complaints may be submitted to Ombudsman Ontario through the following contacts:

Office of the Ombudsman of Ontario483 Bay Street10th floor, South TowerToronto, ON M5G 2C9

Complaints staff at the Ontario Ombudsman Office are available 9 a.m. to 4:30 p.m. You may also leave a voice message outside of office hours. An appointment is recommended for in-person (walk-in) complaints. Please call 1-800-263-1830 to schedule an appointment.

• Toll-free (inside Ontario only): 1-800-263-1830
• Outside Ontario: 416-586-3300
• TTY (teletypewriter): 1-866-411-4211
• Fax: 416-586-3485
• Email: info@ombudsman.on.ca
• Online complaint form

Additional Resources:

Open Meetings: Guide for Municipalities

Open Meetings: Case Digest

In July 2021, Town Council renewed the appointment of Principles Integrity to act at its Integrity Commissioner providing accountability services to the Town beginning August 1, 2021. The services of Principles Integrity include:

1. Providing advice on the application of the Code of Conduct, Town policies, procedures and rules, the complaint protocol and section 5 of the Municipal Conflict of Interest Act;
2. Conducting inquiries regarding whether a member has contravened the Code of Conduct or section 5 of the Municipal Conflict of Interest Act;
3. Advising members, upon written request, with respect to member's obligations under the Code of Conduct, Town policies, procedures and rules, the complaint protocol and the Municipal Conflict of Interest Act;
4. Preparing opinions on policy matters and make other reports to council as requested on issues of ethics and integrity;
5. Offering educational information and training to council, to members and to the public on matters related to the Code of Conduct and issues of ethics and integrity and to the Municipal Conflict of Interest Act;
6. Providing general information to members of the public, on request, about the Code of Conduct, the complaint protocol and the availability of complaint resolution services or referrals as contemplated by the complaint protocol;
7. Maintaining custody and control of the integrity commissioner's complaint and inquiry files and, on completion of his or her term of appointment, to transfer open files relating to ongoing matters to the incoming Integrity Commissioner appointed by council;
8. Providing such other services respecting ethical and integrity matters as assigned by council or as may be required by the Municipal Act, 2001.

For more information contact the Town's Accountability Officer or Integrity Commissioner:

Principles Integrity
Jeffrey A. Abrams and Janice Atwood-Petkovski
postoffice@principlesintegrity.org
647-259-8697

Implemented in 2020, the Lobbyist Registry is an online tool that provides accountability and transparency to lobbying activities by giving the public access to information about who is communicating with Members of Council and Town Staff.

To learn more, or to register your activities as a lobbyist, visit: Lobbyist Registry

For information on how to submit a request for information, please visit /node/281287.

The rules and procedures governing purchasing at the Town of Collingwood can be found in the Procurement By-law (No. 2021-086) and the Town of Collingwood Terms & Conditions.

For more on the Town's procurement operations, visit: Town of Collingwood - Bid Opportunities