Communications Policy Approved: June 20, 2011 Effective: June 20, 2011 Next Review: December 1, 2014 Department: All departments Subject: Internal / external communications Policy Number: A09 - CO A. Policy Statement for the is committed to providing communication that is coordinated, consistent, open, and responsive. Communication, both internal and external, is vital for the successful management of the Corporation of the Township of Springwater. B. Purpose The purpose of the Communications Policy is to establish guidelines to facilitate communication that is coordinated and consistent as well as open and responsive. C. Scope This Policy applies to all Springwater staff and elected officials. D. General This Policy shall be administered by all departments. This Policy shall be referred to as the Communications Policy. This Policy shall come into force on the day of passage. This Policy shall be reviewed every term of. E. Authority The authority for the Communications Policy shall be by for the Township of Springwater.
ATTACHMENT A PROCEDURES FOR THE COMMUNICATIONS POLICY Communications Policy The procedures for the Communications Policy are intended to clarify roles and expectations and to support highly effective working relationships. The guiding principle of the Communications Policy is who could this affect and who needs to know. Meaning, when should the Mayor,, and / or the CAO be notified? Open, two-way communication between and staff is vital to the effective operation of the municipality and to achieve the Corporation s mission and goals. When determining whether or not it is necessary to notify the Mayor, and / or the CAO of issues or situations, the following should be examined: Potential public scrutiny of municipal government Potential public scrutiny of municipal departments Strained government relations Public policy implications Extended, critical media coverage Litigation (lawsuits, charges laid by agencies or government bodies against the municipality or employees) Internal Communications A. Commitment to Internal Communication: will: determine corporate policy and make decisions about issues following consultation and communication with staff and / or community residents; and be open to discussion with staff. will: communicate all necessary information to to aid them in determining corporate policy and decision making; and be open to discussion with. B. Mayor As the Mayor is the official voice of the municipality, the Mayor must be notified of any issue that is politically or legally sensitive or has the potential to negatively impact on public or stakeholder relations or the reputation of the Corporation. Based on the issue, the communication may be forwarded to all of. - 2 -
Communications Policy External Communications A. Commitment to External Communication and Public Consultation and will; as stated in the 2010 2014 Strategic Plan, demonstrate commitment to external communication and public consultation. will maintain liaison and generate an exchange of information with residents on local matters by: responding to ratepayer communications when they deem it appropriate; keeping staff informed of ratepayer concerns where / when appropriate; consulting with staff, when necessary, to ensure thorough and correct response to ratepayer communications. will maintain liaison and generate an exchange of information with residents on local matters by: responding to ratepayer communications when / how appropriate; complying with the communication standards as determined by the Township s Customer Service Program; supporting in their response to ratepayer communications; and providing appropriate follow-up to inquiries, to keep members of up to date and informed. B. Community Image When representing the municipality in the public, will: provide an accurate, truthful and fair representation of decisions; respect decisions and policy directions following deliberations and official voting; When representing the municipality in public, staff will: provide an accurate, truthful and fair representation of decisions and any resulting policy; always communicate with facts versus personal opinion - 3 -
Communications Policy C. Local Government Promotion/Public Education Given that elected officials are, on an ongoing basis, engaged in public education and promotion of the political process, they will provide the context and process information about decisions making. and staff will promote communication and input from the public. D. Media Communication As stated in the 2010 2014 Strategic Plan, the Mayor as the official voice of the Township will be responsible for any news releases relating to sensitive and / or official matters As stated in the 2010 2014 Strategic Plan, staff will provide information and respond to onsite media inquiries relating to occurrences and / or emergency situations. As outlined in the Code of Conduct (C 563 2010, as amended), the CAO, Senior Management and the Communications Coordinator are permitted to comment to the media. In specific cases where the subject matter expert is not a member of Senior Management, approvals are vetted by the Clerk s Office for another member of staff to comment to the media, in consultation with the Communications Coordinator. E. Communication with Government Agencies As stated in the 2010 2014 Strategic Plan the Mayor as the official voice of the Township will be responsible for communication with the Heads of government agencies. - 4 -
ATTACHMENT B FLOW CHART OF MUNICIPAL COMMUNICATIONS Communications Policy Internal Communications External Communications Public Public - 5 -
ATTACHMENT C REFERENCE POLICIES & PROGRAMS Communications Policy The following policies and programs, as amended, may be referenced for further information regarding municipal communications: 1. 2010-2014 Strategic Plan (C 079 2011) 2. Accessible Customer Service Policy (C 506 2009) 3. Accountability & Transparency Policy (C 633 2007) 4. Advertising Strategy 5. Code of Conduct (C 563 2010) 6. Communications Strategy 7. Corporate Style Guide (C 066 2010) 8. Customer Service Program (C 502 2010) 9. Emergency Management Program 10. Procedural By-law (By-law No. 2009-042) 11. Records Management / Retention By-law (By-law No. 2011-002) - 6 -