Policy on Information Requests and Communications Made by Elected Officials and Administration P2024-01 — full text

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POLICY ON INFORMATION REQUESTS AND COMMUNICATIONS MADE BY ELECTED OFFICIALS AND ADMINISTRATION Policy Number P2024-01 Classification ADM Effective Date 2024-02-20 Approval Authority COUNCIL Supersedes 1993-03 Mandated Review 2028 1. OVERVIEW Decisions, information requests and other correspondence made by elected officials and City administration shall be governed by the provisions of this policy. 2. SCOPE This policy applies to decisions, information requests made by elected officials to the City's administration, as well as other specified communications of members of Council and administration. 3. DEFINITIONS (1) ACT means the Local Governance Act (S.N.B. 2017, c. 18). (2) CAO means the Chief Administrative Officer of the City's administration appointed for the City of Bathurst. (3) CITY means the City of Bathurst (4) COUNCIL means the mayor and councillors of the municipality 4. POLICY STATEMENT 1. PUBLIC INFORMATION a) Information that is readily available to the public can be requested directly by an elected official to the appropriate administration member. All responses shall be made in writing (either hard copy or electronic), with a copy sent to the appropriate Department Head. 2. REQUEST FOR SERVICE a) Routine requests for service or urgent service issues should be made to Public Works dispatch centre (See Appendix A - Request for Service). The caller will be required to provide their 1 name, civic address and telephone number, which will be used to create a caller log to record the details of the request and to facilitate follow-up contact. b) Requests for service which fall under any of the categories listed in Appendix A, except those that should be returned to the Public Works dispatch centre, should be sent to the corresponding administration member listed in Appendix A. c) If an elected official receives a request from a resident for any other type of service, they will refer the request to the appropriate Department Head (recommended) or to the CAO for action. (See Appendix B - Organizational Chart). The Supervisor or CAO will follow up directly with the resident, with a copy of the response sent to the elected official that made the request. 3. DECISIONS OF COUNCIL a) Council decisions that require further work from staff with directions to report back to Council will be recorded on the Outstanding Reports List. b) The City Clerk is responsible for continuing to maintain the Outstanding Reports list following each Council meeting and providing the list to Council on a regular basis. The City Clerk will provide to the Members of Council the Outstanding Reports list three times per year by way of a memo. The memo will also be copied to the CAO and Assistant CAO. The memo, with the list, will be distributed every January, May, and September. c) The City Clerk is also responsible for bringing a report to a Committee of the Whole meeting early in a new term of Council with the Outstanding Reports list from the previous term of Council. The intent of this is to provide the new Council an opportunity to identify reports that they wish to move forward during the new term. Reports not approved at this time will then be removed from the Outstanding Reports list. d) This approach allows a new Council to determine which reports continue to align with the new Council's priorities. It also allows unnecessary reports to be removed and no further resources dedicated to them. 4. CONCERN OR COMPLAINT a) If an elected official receives a concern or complaint from a resident regarding service received or not received when requested, the elected official is encouraged to direct the resident to contact the appropriate member of administration responsible for the service, if they have not already done so. If the resident has already contacted administration and is unsatisfied with their response, or if an elected official has a concern/complaint themselves, the elected official should send the information to the appropriate Department Head (recommended) or CAO for follow-up. The Department Head or CAO will follow up directly with the elected official, with a copy to the CAO if applicable. The elected official can then follow-up directly with the resident. 5. TIMELINE FOR RESPONSE a) When receiving a Request for Public Information, Request for Service or Service Issue/Concern/Complaint from an elected official, the appropriate administration member will acknowledge receipt within two business days. Within four business days, follow-up or next steps including timelines will be provided. Whenever possible, administration will acknowledge requests within one business day. 2 6. REQUESTS FOR NON-ROUTINE INFORMATION a) All requests by an elected official of a non-routine nature, which would require administration to expend additional time and resources in order to respond, shall be directed to the appropriate Department Head, who will acknowledge receipt within two business days. Where responding to such a request would involve significant time and/or resources, the Department Head may refer the request to the CAO, who may seek a motion of Council in order to proceed with the request. 7. SAFETY RESPONSIBILITIES a) See Appendix C - Safety Responsibilities 8. BY-LAW ENFORCEMENT a) Elected officials may, upon request, be given general information regarding the status of by- law enforcement matters. In order to protect the privacy of those involved, as well as to preserve the legal proceedings underlying such matters, detailed information shall be limited in accordance with the provisions of the Right to Information and Protection of Privacy Act. b) By-law enforcement enquiries should be directed by phone or via email (See Appendix A - Request for Service). c) By-law Enforcement will acknowledge receipt of requests within two business days. Within four business days, follow-up or next steps including timelines will be provided. Whenever possible, By-Law Enforcement will respond to requests within one business day. 9. RIGHT TO INFORMATION AND PROTECTION OF PRIVACY ACT (RTIPPA) a) In all circumstances, requests for information by elected officials will be subject to the provisions of RTIPPA, which may limit the amount of information which may be disclosed to the elected official. b) Elected officials should be aware that their request, along with the response received by administration, may be subject to disclosure in the event of an access to information request under RTIPPA. 10. COUNCIL INFORMATION a) According to the Local Governance Act, it is the Mayor's duty to speak on issues of concern to the municipality on behalf of Bathurst City Council. b) Correspondence via letter or email addressed to Bathurst City Council as a whole, or to all elected officials will be responded to by the Mayor, with electronic copies forwarded to all elected officials. Elected officials also have the opportunity to respond directly in their own capacity. c) Official correspondence with other municipalities or other levels of government shall be sent by the Mayor on behalf of the City and Bathurst City Council. d) Elected Officials must keep in mind they are always a representative of the City, and are encouraged to identify when the views expressed are theirs alone, and not official City of Bathurst communications. e) The Department Head/CAO will communicate service level or program changes to elected officials. f) The Department head/CAO will provide information to all elected officials when deemed appropriate in responding to a request from one elected official. 3 g) All correspondence copies to elected officials should be sent electronically. 11. COMMUNICATION BETWEEN ELECTED OFFICIALS a) Elected Officials can determine what communication works best for their needs. b) Communications among elected officials may be subject to disclosure in the event of an access to information request under RTIPPA. 12. ELECTED OFFICIALS/ADMINISTRATION MEDIA RELATIONS a) The Communications Department is a valuable resource to elected officials, administration, members of the media, and members of the public. Among other roles, they can provide the following services in the event of a media request: i. Provide support on a particular topic, e.g. identify a member of administration most familiar with a particular file, or an elected official with a particular interest in a matter because it affects their constituents or a committee/project they are working on; ii. Gather any required background information; and iii. Coordinate media requests where multiple individuals are being asked to provide comment on the same topic. 13. NEWS RELEASES a) All news releases shall be drafted by the Communications Department, in consultation with appropriate City officials as required. b) An email with the news release will be sent to all elected officials. 14. COUNCIL COMMUNICATION WITH ADMINISTRATION a) Subject to the procedures described herein, only the following members of administration should have direct email contact with elected officials: i. CAO ii. Department Heads iii. City Clerk's Office iv. Departments listed under Appendix A (cc to applicable Department Head) 15. CORRESPONDENCE FROM CITIZENS TO ELECTED OFFICIALS VIA THE CITY CLERK'S OFFICE a) Correspondence to Bathurst City Council (addressed to all elected officials) will be acknowledged by the City Clerk's Office and forwarded to the appropriate department if necessary for information/comment/action. City Council will be copied on these emails. 16. COUNCIL COMMITTEES a) Chair to speak on behalf of the Committee b) Council representatives are asked to update Council members on a regular basis (written and verbal). 4 17. OTHER ADMINISTRATIVE NOTES a) To ensure consistent branding and messaging across the organization, all items carrying the City's logo or any of its other trademarks, including but not limited to clothing, letterhead, business cards, and promotional products, shall be coordinated through the Communications Department. b) Although emails can be more efficient, it is important to note that personal contact is also important. c) Correspondence to be sent on behalf of the City at the request of one or more elected officials must be approved by City Council. d) Council hereby delegates authority to the CAO to update Appendix A of this Policy as required. 5. RELATED LEGISLATION - Local Governance Act - Right to Information and Protection of Privacy Act 6. REVISION HISTORY Date (mm/dd/yyyy) Description of Change Sections Person who Entered Revision (Position Title) Person who Authorized Revision (Position Title) 5 APPENDIX A REQUEST FOR SERVICE AREA / ACTIVITY CONTACT INFO WHO IS RESPONSIBLE? Building Inspection - Building permits and inspections - Plumbing permits - Demolition permits PLANNING AND DEVELOPMENT (506) 548-0404 [email protected] Director of Municipal Planning Donald McLaughlin [email protected] By-law enforcement - Investigate and enforce by-law violations - Licenses (Taxi, Pawnbroker, Portable Signs, Sidewalk Café, Mobile Vending) - Tent Sites, encampments, and cleanup - Downtown concerns BY-LAW ENFORCEMENT (506) 549-3284 [email protected] *By-Law content enquiries are to be directed to specific responsible department per this policy. All by- laws can be found at https://www.bathurst.ca/en/bylaws Director of Municipal Planning Donald McLaughlin [email protected] Parking issues - Ticket enquiries - Monthly Parking (City Parking Lots Issues) PARKING COMMISSION (506) 252-1607 [email protected] Director of Municipal Planning Donald McLaughlin [email protected] Animal Control Services BATHURST SPCA (506) 548-8537 [email protected] Emergency Line (FOR EMERGENCIES ONLY) (506) 544-6452 Capital Works Enquiries related to construction projects, timelines, etc. ENGINEERING DEPARTMENT (506) 548-0400 [email protected] City Engineer Matthew Abernethy [email protected] Economic Development - Business and investment attraction - Business retention and expansion - Downtown and Waterfront development ECONOMIC DEVELOPMENT (506) 549-3286 [email protected] Director of Economic Development Chris Legacy [email protected] Environment - Fuel/oil spills (also contact dispatch) ENGINEERING DEPARTMENT (506) 548-0400 [email protected] City Engineer Matthew Abernethy [email protected] 6 APPENDIX A - Surface water quality (local watercourses) - Erosion control - Watershed protection - Wetlands - Greenhouse Gas Emissions CALL DISPATCH (506) 548- 0400 (Option 9) FOR: Fuel/oil spills Facilities - Municipal buildings (construction, renovations, energy efficiency, repairs and demolitions) - Asset and maintenance management - Life safety and security - Space use - Accessibility including interior building signage OPERATIONAL SERVICES 506 548-548-0400 [email protected] City Engineer Matthew Abernethy [email protected] Fleet - City Fleet questions ENGINEERING DEPARTMENT 506 548-0400 [email protected] City Engineer Matthew Abernethy [email protected] Police (non-emergency) POLICE DEPARTMENT 506 548-0420 Chief of Police Guy Thériault [email protected] Fire (non-emergency), Fire Prevention - Including municipal emergency measures plan FIRE DEPARTMENT (506) 548-0439 [email protected] Fire Chief Danny Boucher [email protected] Land Matters - Municipal Plan - Zoning by-law - Rezoning applications - Subdivision by-law and applications - Controlled access by-law - Climate change adaptation (flood maps) - Other development approvals PLANNING DEPARTMENT (506) 548-0404 [email protected] Director of Municipal Planning Donald McLaughlin [email protected] 7 APPENDIX A Parks (Operations) - Parks & Playgrounds Operations - Trees enquiries (other than damaged or broken branches - Maintenance of public art - Memorial Bench Program - Park and Trail Design and Construction PARKS, RECREATION AND TOURISM DEPARTMENT (506) 549-3333 [email protected] FOR: - Tree limbs broken or down - Waste receptacles in a park or greenspace needing attention - Hypodermic needle in a city facility, park or trail - Damage and vandalism in a park, a greenspace or on a trail. Director of Parks, Recreation and Tourism Ryan Wilbur [email protected] Public Works - Winter Storm Event (Road and Sidewalk Service) - Flooding Events (Streets) - Street/Sidewalk Sweeping - Line Markings/ Cross Walks/ Pavement Markings/ Signage - Garbage and Bulk Collection - Asphalt Repair/ Curb Repair - Drainage Issues - Street Lights and Traffic Lights - Mowing - Retention Ponds/Outfalls - Rodents on City Property (Including Parks) ENGINEERING DEPARTMENT (506) 548-0400 [email protected] City Engineer Matthew Abernethy [email protected] Recreation - Visitor information - Sport and Recreation Programming - Environmental events (Earth Hour, Earth Day, etc.) - Recreation Master Plan - Public Art PARKS, RECREATION AND TOURISM DEPARTMENT (506) 549-3333 [email protected] Director of Parks, Recreation and Tourism Ryan Wilbur [email protected] Culture and Heritage - Bathurst Heritage Museum - Historical research BATHURST HERITAGE MUSEUM (506) 546-9449 [email protected] bathurstheritage.ca 8 APPENDIX A Revenue Office - Water & Sewer Utility Enquiry and Payments - Parking Ticket Payments - Residential Parking - Local improvement payments TREASURY (506) 548-0400 [email protected] Treasurer Sonia Gauvin [email protected] Tourism and Events - Events Attraction - Event programs/grants - Event management (Large and community) - Trade and convention attraction - Consumer/tourist attraction - Marketing of city-owned assets PARKS, RECREATION AND TOURISM DEPARTMENT (506) 549-3333 [email protected] Director of Parks, Recreation and Tourism Ryan Wilbur [email protected] Transportation and Traffic - Traffic - Transportation - On-street parking ENGINEERING DEPARTMENT (506) 548-0400 [email protected] *For enforcement of by-law violations see "By-Law Enforcement" City Engineer Matthew Abernethy [email protected] Venues - K. C. Irving Regional Center - Daly Point Nature Reserve - Promenade Waterfront - Pavillion Gym - Gazebo at Youghall Beach PARKS, RECREATION AND TOURISM DEPARTMENT (506) 549-3333 [email protected] Director of Parks, Recreation and Tourism Ryan Wilbur [email protected] Water and Wastewater Services - No water / low pressure - Water quality - taste, odour, colour, dirty, chlorine, lead, fluoride, etc. - Water consumption - Water meter replacement program - Frozen water services - Sewer backup - Fire hydrants - Backflow prevention - Storm water quality management ENGINEERING DEPARTMENT (506) 548-0400 [email protected] City Engineer Matthew Abernethy [email protected] 9 APPENDIX C ORGANIZATIONAL CHART https://www.bathurst.ca/en/services/city-hall/154/organizational-chart 10 APPENDIX D SAFETY RESPONSIBILITIES City of Bathurst By-Law Enforcement Bathurst City Police Complaints Licensing Situations affecting Public Safety Discarded needles Taxis Crimes/Theft Tall grass Mobile vendors Tent Sites (private land) Unsightly premises Individual in mental health crisis Excessive noise Domestice violence Panhandling (sidewalks) Motor vehicle accident Shopping carts Panhandling (streets) Tent Sites (public land) CALL or EMAIL CALL Telephone: 506-549-3284 Email: [email protected] Non-emergency Telephone: 506-548-0420 Emergency : 911 11