Code of Conduct for Elected Municipal Officials Policy RCOHR-002.01 — full text

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WEST HANTS REGIONAL MUNICIPALITY RCOHR-002.01 CODE OF CONDUCT FOR ELECTED OFFICIALS' POLICY Title 1. The title of this code of conduct is the Code of Conduct for Elected Oﬃcials of the [insert name of municipality]. Deﬁnitions 2. In this Code, the following deﬁnitions apply: "Act" means the Municipal Government Act; "CAO" means chief administrative oﬃcer; "clerk" means the clerk of the municipality; "closely connected" to a council member, means any of the following: (i) a family member of the council member, (ii) an agent of the council member, (iii) a business partner of the council member, (iv) an employer of the council member; "Code" means the Code of Conduct for Elected Oﬃcials of the [insert name of municipality, as in title]; "complaint" means a complaint regarding an alleged breach of the Code; "conﬁdential information" includes any information in the possession of the municipality that the municipality is prohibited from disclosing pursuant to legislation, court order or by contract, or is required to refuse to disclose under Part XX of the Act or other legislation, or that pertains to the business of the municipality and is generally considered to be of a conﬁdential nature, including information about any of the following: i. the security of the municipality's property, ii. a proposed or pending acquisition or disposition of land or other property, iii. a tender that has or will be issued but that has not been awarded, iv. contract negotiations, v. employment and labour relations, vi. draft documents and legal instruments, including reports, policies, bylaws and resolutions, that have not been deliberated in a meeting open to the public, vii. law enforcement matters, viii. litigation or potential litigation, including matters before administrative tribunals, ix. advice that [is] solicitor-client privileged; "council" means the council of the municipality; "discrimination" has the same meaning as in the Human Rights Act; "elected oﬃcial" means any council member, including the mayor or warden; "family member" means, in relation to a person, any of the following, and includes a step-family member: WEST HANTS REGIONAL MUNICIPALITY RCOHR-002.01 CODE OF CONDUCT FOR ELECTED OFFICIALS' POLICY (i) spouse, (ii) parent or guardian, (iii) child, (iv) sibling, (v) sibling of a parent, (vi) child of a sibling, (vii) grandchild, (viii) grandparent, (ix) parent-in-law, (x) sibling-in-law, (xi) spouse of a child; "harass" has the same meaning as in the Human Rights Act; "investigator" means a person or entity appointed by a municipality under subsection 23C(1) of the Act to receive and investigate complaints; "mayor" means the council member elected at large to be the chair of the council; "municipality" means the regional municipality, town or county or district municipality, except where the context otherwise requires; "poisoned environment" means an environment where harassing or discriminatory conduct causes signiﬁcant and unreasonable interference with a person's work environment; "sexual harassment" has the same meaning as in the Human Rights Act; "warden" means the council member chosen by the council to be the chair of the council. 3. General purpose 3.1 The purpose of this Code is to set out the expectations for the behaviour of members elected to council in carrying out their functions and making decisions that beneﬁt the constituents in their municipality. 3.2 Nothing in this Code is intended to prevent elected oﬃcials from sharing or expressing dissenting opinions. 4. Interaction with laws and policies 4.1 This Code is intended to operate together with, and as a supplement to, the applicable common law, the Criminal Code of Canada, the Act, the Municipal Conﬂict of Interest Act and any other applicable legislation. WEST HANTS REGIONAL MUNICIPALITY RCOHR-002.01 CODE OF CONDUCT FOR ELECTED OFFICIALS' POLICY 4.2 This Code is intended to operate together with, and as a supplement to, the other bylaws and policies of a municipality. 4.3 This Code prevails in any conﬂict between the Code and any municipal resolution, policy or bylaw. 5. Guiding principles All of the following are the guiding principles for council members' conduct: Collegiality: council members must work together to further the best interests of the municipality in an honest and honourable way. Respect: council members must demonstrate respect towards one another, the democratic decision- making process and the role of staﬀ. Council members must not act in a manner that negatively impacts the municipality or tarnishes the municipality's reputation. Integrity: council members must act lawfully and adhere to strong ethical principles by prioritizing the municipality's interests over individual interests. Professionalism: council members must create and maintain an environment that is respectful and free from all forms of discrimination and harassment, including sexual harassment. Council members must show consideration for every person's values, beliefs and contributions, and support and encourage others to participate in council activities. Transparency: council members must be truthful and open about their decisions and actions and make every eﬀort to accurately communicate information openly to the public. Responsibility: council members are responsible for the decisions that they make and must be held accountable for their actions and outcomes. Council members must demonstrate awareness of their own conduct and consider how their words or actions may be perceived as oﬀensive or demeaning. 6. General conduct 6.1 A council member must be truthful and forthright and not deceive or knowingly mislead Council, the CAO, staﬀ or the public. 6.2 A council member must show respect for chairs of council meetings, chairs of committee meetings, colleagues, staﬀ and members of the public that present during council meetings or other meetings of the municipality. 6.3 A council member must adhere to the direction of the chairs of meetings with respect to rules of procedure. WEST HANTS REGIONAL MUNICIPALITY RCOHR-002.01 CODE OF CONDUCT FOR ELECTED OFFICIALS' POLICY 6.4 A council member must conduct council business and all duties in an open and transparent manner, other than for those matters that council is authorized by law to carry out in private. 6.5 A council member must not be impaired by alcohol or drugs while attending any council meeting or other meetings of the municipality. 6.6 A council member must comply with any sanction imposed under this Code, and failing to comply with a sanction imposed is considered a breach of the Code. 7. Conﬁdential information 7.1 A council member must not disclose or release any conﬁdential information to the public in oral, written or any other form, other than when required by policy or law or authorized by the council to do so. 7. 2 A council member must not use conﬁdential information for personal or private gain or for the private gain of any other person or entity. 7.3 A council member must not access or attempt to access conﬁdential information in the custody of the municipality unless the information is necessary for the performance of their duties and its access is not prohibited by legislation or by the bylaws or policies of the municipality. 7.4 A council member must not discuss any matters relating to an active investigation under the Code with anyone other than the investigator or their own legal counsel, unless required by law. 8. Gifts and beneﬁts 8.1 A council member must not accept a fee, advance, cash, gift, gift certiﬁcate or personal beneﬁt that is connected directly or indirectly with the performance of their duties of oﬃce, other than the following exceptions (a) gifts or beneﬁts that normally accompany the responsibilities of oﬃce and are received as an incident of protocol or social obligation; (b) a suitable memento of a function honouring the council member; (c) sponsorships and donations for community events organized or run by a council member or by a third party on behalf of a council member; (d) compensation authorized by the municipality. 8.2 A fee, advance, cash, gift, gift certiﬁcate or personal beneﬁt paid or provided to a person closely connected to a council member, with the council member's knowledge, is deemed to be a gift to the council member. WEST HANTS REGIONAL MUNICIPALITY RCOHR-002.01 CODE OF CONDUCT FOR ELECTED OFFICIALS' POLICY 9. Use of municipal property, equipment and services 9.1 A council member must not use, or request the use of, any municipal property, including surplus material or equipment, for personal convenience or proﬁt, unless the property meets 1 of the following: (a) it is generally available for use by the public and the council member is receiving no special preference in its use; (b) it is made available to the council member in the course of carrying out council activities and duties and is used for purposes connected with the discharge of municipal duties. 9.2 A council member must not obtain, or attempt to obtain, personal ﬁnancial gain from the use or sale of intellectual property developed by the municipality. 9.3 A council member must not use information, or attempt to use information, gained in the course of their duties that is not available to the general public for any purposes other than carrying out their oﬃcial duties. 9.4 A council member, or a person closely connected to a council member, must not tender on the sale of surplus municipal property, including old or extra equipment. 10. Building, development, planning, or procurement proposals before council A council member must not solicit or accept support in any form from an individual, group or corporation with any building, development, planning or procurement proposal before council. 11. Improper use of inﬂuence A council member must not use the inﬂuence of their oﬃce for any purpose other than for the exercise of their oﬃcial duties. 12. Business relations 12.1 A council member must not allow any prospect of their future employment by a person or entity to aﬀect the performance of their duties to the municipality. 12.2 A council member must not borrow money from any person who regularly does business with the municipality, unless the person is an institution or company whose shares are publicly traded and who is regularly in the business of lending money. 12.3 A council member must not act as an agent of a person or entity before council or a committee of council or any agency, board or committee of the municipality. WEST HANTS REGIONAL MUNICIPALITY RCOHR-002.01 CODE OF CONDUCT FOR ELECTED OFFICIALS' POLICY 13. Employment of persons closely connected to council members 13.1 A council member must not attempt to inﬂuence any municipal employee to hire or promote a person closely connected to the member. 13.2 A council member must not make any decision or participate in the process to hire, transfer, promote, demote, discipline or terminate any person closely connected to the member. 14. Fairness 14.1 A council member must not give special consideration, treatment or advantage to any individual or entity beyond that which is given to all. 14.2 A council member must not give special consideration, treatment or advantage to an organization or group because the council member, or a person closely connected to the member, is involved with the organization or group. 15. Adherence to policies, procedures, bylaws and other laws 15.1 Council members must adhere to all applicable federal and provincial legislation. 15.2 Council members must adhere to the procedures, resolutions, policies and bylaws of the municipality. 15.3 Council members must adhere to the expense and hospitality policy of the municipality. 16. Respect for council as a decision-making body 16.1 A council member must abide by, and act in accordance with, any decision made by council, whether or not the member voted in favour of the decision. 16.2 A council member must not encourage non-compliance with any legislation, regulation, bylaw, resolution, policy or procedure. 17. Communicating on behalf of council 17.1 A council member, other than the mayor or warden, must not claim to speak on behalf of council unless the council member is authorized to do so. WEST HANTS REGIONAL MUNICIPALITY RCOHR-002.01 CODE OF CONDUCT FOR ELECTED OFFICIALS' POLICY 17.2 The mayor, warden or an individual designated by council may speak on behalf of council and must make every eﬀort to convey the intent of council's decision accurately. 18. Interactions of council with staﬀ and service providers 18.1 A council member must respect the role of the CAO as head of the administrative branch of the municipality's government and must not involve themselves directly in the administration of the aﬀairs of the municipality, including, without limitation, the administration of contracts. 18.2 A council member must not direct, or attempt to direct, the CAO or clerk other than through a direction provided by the council as a whole. 18.3 A council member must be respectful of the role of the CAO and municipal employees to advise based on political neutrality and objectivity and without undue inﬂuence from any individual member or group of the council. 18.4 A council member must not direct or inﬂuence, or attempt to direct or inﬂuence any municipal employees in the exercise of their duties or functions, unless council is fulﬁlling the responsibilities of the CAO under clause 29(a) of the Act, and unless council as a whole has provided direction regarding [the] same. 18.5 If a CAO has been appointed under Section 28 of the Act, a council member must not direct municipal employees except through the CAO. 18.6 Contractors, tenderers, consultants or other service providers to the municipality must not be issued instructions by council members (a) if a CAO has been appointed under Section 28 of the Act; or (b) unless council is fulﬁlling the responsibilities of the CAO under clause 29(a) of the Act and council as a whole has provided direction regarding [the] same. 18.7 A council member must not require or request that a municipal employee undertake personal chores or tasks for the member that are unrelated to municipal business. 18.8 A council member must not make public statements that are critical of speciﬁc or identiﬁable municipal employees or service providers. 19. Respectful interactions WEST HANTS REGIONAL MUNICIPALITY RCOHR-002.01 CODE OF CONDUCT FOR ELECTED OFFICIALS' POLICY 19.1 A council member must not engage in discrimination or harassment as prohibited by the Human Rights Act. 19.2 A council member must not sexually harass any person. 19.3 A council member must not engage in any discriminatory or harassing action or conduct, verbal or non-verbal, directed at 1 or more individuals or groups that creates a poisoned environment. 20. Reprisals A council member must not undertake any act of reprisal or threaten reprisal against a complainant in a matter under this Code or any person providing relevant information in relation to a matter under this Code. Approved by: I, Deanna Snair, Executive Assistant/Clerk of the West Hants Regional Municipality, in the Province of Nova Scotia, do hereby certify that this is a true copy of the Policy as adopted by the Council of the West Hants Regional Municipality at a meeting duly called and held on the 10th day of December 2024. Deanna Snair, Executive Assistant/Clerk Adoption Notice to Council: March 9, 2020 Approval: March 23, 2020 Description: Initial approval of the Code of Conduct for Elected Municipal Officials Policy, RCOHR-002.00. Approved by the Co- ordinating Committee of the Region of Windsor and West Hants Municipality. 1st Amendment Notice to Council: December 3, 2024 Approval: December 10, 2024 Description: Amended to reflect adopting the Provincial Code of Conduct for Elected Officials revised October 2024