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Town of Greater Napanee
Corporate Communications Policy
Approval Date:
April 28, 2026
Resolution #
194/26
Revised Date:
Resolution #
Review Scheduled:
2029
Department:
Office of the CAO
Contact:
CAO
Approval Authority:
Council
Policy No:
CA-2026-01
1. Introduction
The Town of Greater Napanee is committed to providing timely, transparent and
factual information to citizens, Council, the media, stakeholders and Town
employees.
The Town's Communications Policy is intended to set guidelines for Town
employees regarding their communications responsibilities and to establish
expectations for citizens.
The Town's Communications Policy is not a stand-alone document; it works in
conjunction with provincial legislation and other Town policies and strategies.
These include:
-
Corporate Communications Strategy
-
Corporate Communications Service Standards
-
Municipal Freedom of Information and Protection of Privacy Act
-
Public Notice Policy
-
Social Media Policy
-
Visual Identify Policy
The Communications Policy, in conjunction with other relevant policies, is
intended to guide open and effective communications with citizens and internal
and external stakeholders to ensure Town communications are relevant,
predictable, concise and clear.
2. Purpose
Communications is the responsibility of all Town employees, and the manner in
which information is exchanged is essential. While respecting its legislated
obligations to protect personal and sensitive information, the Town will strive to
be open and transparent by default across all areas of its business.
By governing how it communicates, the Town of Greater Napanee can ensure
that credible information and consistent messaging are being shared with all
stakeholders.
This policy is designed to support staff in their work by providing clear
expectations and ensuring the Town:
-
Provides clear, accurate, timely and consistent information related to
Town policies, programs, services and initiatives to stakeholders.
-
Uses a variety of communications methods to engage and inform
citizens.
-
Staff members and those who work with or on behalf of the Town
understand what's expected of them.
-
Legislated privacy rights are understood and expected.
-
Ensures that communication regarding the official position of the Town
on matters of importance reflects the decisions of Council or existing
policies and bylaws that Council has adopted.
3. Scope
The Town of Greater Napanee Communications Policy applies to all Town of
Greater Napanee staff and any individual retained by the Corporation who is
acting on the Town's behalf. This includes, but is not limited to, full-time and
part-time employees, temporary and contract employees, elected officials,
appointees to agencies or boards, committees, volunteers and/or contractors or
consultants doing work on behalf of the Town.
The policy guides activities related to:
-
Internal and external communications related to the business or
operations of the Town.
-
Electronic, printed and/or verbal communications.
-
The use of technology and Town property for communication in
compliance with all other relevant municipal policies, procedures and
guidelines, as well as provincial and federal legislation.
Exceptions
The Corporate Communications Policy applies to all communications issued by
the Town of Greater Napanee, with the following exceptions:
- In the event of a declared emergency, the Town's Emergency
Management Plan will supersede this policy.
- Legislated requirements under municipal legislation, such as public
notices under the Planning Act or Municipal Act.
- Where alternative forms of communications are directed by Town
Council.
4. Definitions
Council: Refers to individuals who have been elected to the municipal
Council of the Town of Greater Napanee in the current term of office.
Responsible Program Manager: The management staff member who
oversees the daily operations of a department or division at the Town of
Greater Napanee.
External Communication: The external transmission of information between
the organization and another person or entity that is electronic, verbal or
printed.
Internal Communication: The internal transmission of information between
the organization and another person or entity that is electronic, verbal or
printed.
Media: Includes traditional news media (print, radio, television), online
(websites and social media), where an individual or organization's primary
purpose is the dissemination of news and current affairs (not advertising) to
members of the public. Media should have a platform/medium they can point
to and proof that they have been engaging in the activity for an extended
period of time.
Media Inquiry: A request for information by a professional journalist or an
individual or outlet who is identified as media.
Public Statement: A declaration made by an authorized Town employee on
behalf of the corporation in any forum that relates to the Town of Greater
Napanee, its employees and/or its business. It includes a statement made in
person, in a newspaper, by email, social networking applications and
anywhere else that is a matter of public record.
Social Media: The various online communications channels or technologies
that allow individuals to publicly share information, ideas, messages pictures,
etc. Channels can include, but are not limited to, Facebook, YouTube,
Instagram, TikTok, LinkedIn, as well as blogs, discussion boards, websites or
any other online forum where information or commentary is publicly shared
and attributed to the corporation, an employee or an elected official.
Stakeholder: A resident, business, elected official, staff, other government,
board, committee, agency, authority, association or other party with an
interest in the Town of Greater Napanee.
Staff: Refers to full-time, part-time, temporary, and contract employees of the
Town.
Town / Corporation: Refers to the Corporation of the Town of Greater
Napanee.
Town Logo: Refers to the official logo of the Town of Greater Napanee. Use
of the Town Logo is governed under the Visual Identity Policy
5. Roles and Responsibilities
5.1. Mayor
As per Ontario's Municipal Act, 2001, the Mayor is the official spokesperson
for the Town. This includes serving as the primary spokesperson for all
media and public events and carries overall responsibility for approval of
official positions taken by the Town on matters related to the Town's position
on issues.
5.2. Members of Council
Members of Council have the responsibility to serve as the spokesperson for
their constituents on Ward-specific issues, serve as spokesperson for any
committees on which they serve, and may serve as the Town's
spokesperson if and when designated to do so by the Mayor, as the head of
Council.
5.3. Chief Administrative Officer (CAO)
The CAO holds ultimate accountability for how the Communications function
at the Town performs, including the division's annual work plan and how it is
supported. The CAO also serves as the administrative spokesperson to
provide information and context on administrative matters, such as how
policy works, facts about the municipality, and information that provides
context on how Town staff are carrying out Council direction.
5.4. Community Engagement and Communications Coordinator
The Community Engagement and Communications Coordinator is
responsible for creating communications materials, developing messages,
selecting communications tools, and scheduling communications activities.
The Coordinator, in consultation with subject matter experts and the
managers responsible for program areas, is responsible for the day-to-day
operations of the Town's Communications Program. The Coordinator is also
the primary contact point for Media Inquiries and is responsible for
publishing and distributing Public Statements on behalf of the Town.
5.5. Responsible Program Managers
Responsible Program Managers are both accountable and responsible,
directly or through delegation, for ensuring that communications activities
are identified for Corporate Communications, and that Corporate
Communications receives all required information and materials to develop
and distribute communications materials. The Responsible Program
Manager is also responsible for the approval of materials and may be
required to act as a spokesperson for the program area they oversee, or to
ensure that a Subject Matter Expert (staff members who deal directly with
affected files) is available to serve in that capacity.
5.6. Subject Matter Expert
A Subject Matter Expert is the staff member closest to and/or working on a
service, program or project that is the focal point of a communications effort.
Subject Matter Experts are responsible for the collection and delivery of
information and materials related to a communications effort. Subject Matter
Experts may be appointed by their manager to serve as an administrative
spokesperson to speak on their specific area of expertise.
5.7. Volunteers and Advisory Committees
Volunteers and members of Advisory Committees are not authorized to
speak on behalf of the Town nor are they to serve as official spokespeople
for their committees, a role that is the responsibility of the committee's
Council members who can provide an overview of work performed by the
Committee. Volunteers and Advisory Committee members may speak
informally about the work they are performing for the Town, provided it is not
in an official capacity.
5.8. Human Resources
Human Resources is the operational owner of the Town's Intranet, which is
updated in cooperation with and the support of Corporate Communications.
Informed through the Town's Annual Employee Survey and related
engagement meetings, Human Resources will design and seek the approval
of the Senior Leadership Team of an Internal Communications Strategy that
is to be reviewed annually.
6. Policy
6.1. Communications Priorities
The Town's Communications priorities, including areas of focus and preferred
strategies and tactics, are outlined in the Town's Council-approved Corporate
Communications Strategy. The Corporate Communications Strategy is to be
reviewed annually, with any updates to be subject to the approval of Town
Council.
6.2. Communications Procedures
The delivery of corporate communications materials, including through
advertising, traditional media, social media, and web communications, is the
responsibility of Corporate Communications.
Requests for communications may be made by managers and subject matter
experts and must be made in writing via the division's intake process, which is
subject to change from time to time.
Staff requesting communications plans and materials will be expected to
provide all accompanying information - data, background information etc. - to
ensure that the creation and distribution of communications material can be
completed in a timely manner.
The lead times required are identified in the Town's Communications Intake
Process, which may change from time to time based on operational needs.
6.3. Visual Identity
Visual identity, including use of the Town's logo, corporate identifiers and
images, is subject to the Town's Visual Identity Policy that is approved by
Town Council and overseen by Corporate Communications. All visual
materials need to adhere to the visual identify policy unless otherwise
approved by Council resolution.
6.4. Internet and Electronic Communication
The Town's website infrastructure is overseen by the Town's website provider
and all content is managed by Corporate Communications.
The Town will make every effort to provide as much information as possible
available via the Town's website and will restrict all content to the Town's own
information. The Town does not host third-party information that is has no
involvement with. An exception to the third-party rule is an events calendar
that the Town links to is hosted and overseen by the Bay of Quinte Marketing
Board, that has a partnership agreement with the Town.
6.5. Links to Third Party Sites
Third-party links that open a new browser may be provided for the
convenience of web users. The inclusion of a link does not imply endorsement,
and the Town accepts no responsibility for the content on third-party websites.
Links are subject to the approval of Corporate Communications. Factors
affecting the approval or removal of third-party links may include, but are not
limited to, partnership and sponsorship agreements, and information from
other government agencies.
6.6. External Advertising
The Town may place advertisements or purchase advertising space or time in
any medium as deemed appropriate by Corporate Communications.
Advertising decisions should be based on operational goals and audience
preferences, and in recognition that different segments of Greater Napanee's
population that consume advertising materials differently.
External commercial advertisements and/or logos or sponsorships will not be
permitted unless formally arranged through a sponsorship agreement.
Advertising costs are the responsibility of the requesting department.
6.7. Legislated Advertising
Public notice advertisements are used to inform the public about Town actions
and proposals, including but not limited to by-law changes, requests for
proposals, public hearings, elections, and heritage designations. Notice
requirements may be set by provincial statute or by the Town's standards in
the Public Notice Policy. The specifics of each type of required timing and
method of notice are detailed in the Public Notice Policy as may be amended
from time to time.
7. Related Documents
- Corporate Communications Strategy
- Corporate Communications Service Standards
- Municipal Freedom of Information and Protection of Privacy Act
- Public Notice Policy
- Social Media Policy
- Visual Identify Policy
Revision History
Date
Number
Description
April 28, 2026
CA-2026-01
NEW