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Public Notice Policy - Page 1
SECTION: Legislative Services
EFFECTIVE DATE: May 27, 2024
RECOMMENDATION #: GC53-24
COUNCIL APPROVAL: May 27, 2024
SUBJECT: Public Notice Policy
POLICY NUMBER: Communication-14
1. PURPOSE
1.1.
Town Council and Town Administration acknowledge the importance of having an
informed public.
1.2.
This Policy describes the circumstances in which notice shall be provided to the
public and the form, manner and times notice shall be given.
2. DEFINITIONS
2.1.
In this By-law:
a) "Act" means the Municipal Act, 2001, S.O. 2001, c.25 as amended.
b) "CAO" means the Chief Administrative Officer for The Corporation of the Town
of Huntsville.
c) "Clerk" means the Director of Legislative Services/Clerk of The Corporation of
the Town of Huntsville.
d) "Council" means the Council of the Corporation of the Town of Huntsville.
e) "Days" means the number of calendar days to include Saturday, Sundays and
holidays.
f) "Digital Communication" means a form of, or platform for, official Town
communication where the audience uses electronic means to access the content,
including, but not limited to, social media, citizen engagement platform(s),
website subscription emails, procurement platform, and/or direct email.
g) "Local Media Outlet" means a media outlet or communication channel that
operates within the District of Muskoka region that provides a focus on relevant
issues and/or news or events.
h) "Municipality" means The Corporation of the Town of Huntsville.
i)
"Newspaper" means a printed publication in sheet form, intended for general
circulation, published regularly at intervals of not longer than a week, consisting
primarily of news of current events of general interest.
(j) "Notice to the Public" or "Public Notice" means notice given to the public
generally but does not include notice given only to specified persons.
Public Notice Policy - Page 2
(k) "Personal Service" means notice given to a specified person or persons directly
(in person) and shall be deemed to be completed on the day that the serving of
all required notices is completed.
(l) "Town" means The Corporation of the Town of Huntsville.
(m) "Website" means posting notification or announcement on the official website of
The Corporation of the Town of Huntsville (huntsville.ca).
3. APPLICATION
3.1.
This Policy applies to matters outlined in Appendix "A" and "B" attached to this
Policy unless:
a) The Act, another statute, or a regulation prescribes or permits otherwise.
b) Council directs that other public notice is to be given as Council considers
necessary in the circumstances, upon adoption of a resolution of Council.
3.2.
Public notice given utilizing the Town website, or any official Town digital
communication platform under this Policy, shall be sufficient Public Notice even if the
Town of Huntsville website/platform is not accessible at all times during the public
notice posting period.
3.3.
Where any legislation or Town policy or by-law requires that Public Notice is to be
provided in a newspaper, and in the absence of a local printed newspaper, the Town
will cause a notice to be published in a newspaper that, in the opinion of the Clerk, is
most likely to be purchased and read by a resident of the Town.
3.4.
Where applicable notice is required to be sent out by prepaid mail, the notice will be
sent to the address which most recently appears on the most recent assessment roll.
3.5.
The form, manner and timing for giving notice as set out in this By-law shall be
deemed to be the minimum requirement and nothing in this By-law shall prevent the
use of more comprehensive methods of Notice or for providing for a longer notice
period.
3.6.
Where provisions of this Policy may conflict with provisions of another policy or by-
law, this Policy shall prevail.
4. NOTICE OF SUBSEQUENT MEETINGS
4.1.
If a matter is deferred at a Council meeting or if a matter is considered at a
subsequent Council meeting, no additional public notice shall be required, except
where the Municipal Act provides otherwise, or if the Council directs that additional
public notice be given.
5. CONTENT OF PUBLIC NOTICES
5.1.
Notice to the public shall contain the following information, when applicable, unless
otherwise prescribed:
a) A general description of the subject matter;
Public Notice Policy - Page 3
b) Where the matter relates to a defined location, sufficient particulars of the
location such as a municipal address or intersection, or a legal description or
plan or key map;
c) The date, time and location of the meeting at which the matter will be considered;
d) Instructions for obtaining additional information;
e) The purpose of any meeting of which notice is required to be given or the
purpose and effect of the proposed action;
f) The Notice shall contain a notice indicating "alternative formats are available
upon request".
5.2.
No notice shall be required under this Policy where the provision of notice will
interfere with the ability of Council to conduct business with respect to a matter
permitted for a closed session under Section 239 of the Municipal Act, S.O. 2001,
c.25.
6. EMERGENCY PROVISION
6.1.
Upon the declaration of a state of emergency by the Town of Huntsville, the District
Municipality of Muskoka, and/or the Province of Ontario under s 7.0.1 (1) of the
Emergency Management and Civil Protection Act, or if a matter arises that in the
opinion of the Clerk, in consultation with the CAO, is considered to be of an urgent or
time sensitive nature, or which could reasonably be construed to affect the health or
well-being of the residents of the Town of Huntsville, the notice requirements of this
Policy may be waived, and the Clerk shall make best efforts to provide as much
notice as is deemed reasonable under the circumstances.
7. RESPONSIBILITY
7.1.
It is the responsibility of the appropriate Director/Manager to ensure notice
requirements applicable to their Division/Department is met and that all notices meet
the requirements of this Policy.
7.2.
The Clerk is authorized to make updates to this Public Notice Policy to remain
compliant with other Town policies and legislation.
8. ACCESSIBILITY
8.1.
It is the responsibility of the appropriate Director/Department in coordination with the
Accessibility Coordinator, to ensure notice requirements applicable to their
Division/Department meet the Town's commitment to accessibility requirements. If
requested, staff are to provide materials in alternative formats.
9. DISCLAIMER
9.10. Failure to provide Public Notice in accordance with this Policy will not cause the
action to be invalidated, and if discovered that Public Notice has been omitted, every
effort will be made to provide Public Notice as soon as possible.
9.11. The Town cannot be held responsible for failure to post Public Notice if the cause of
the failure is the result of, but not limited to, power failure, electronic communication
failure, and Acts of God or during an emergency situation.
Public Notice Policy - Page 4
Appendix "A"
Provisions of Notice Under the Municipal Act, 2001
Municipal Act Section/Requirement and/or Subject of
Manner of Notice
Town of Huntsville Notice
Requirement(s)
Additional Options
Responsibility
SPECIFIC MUNICIPAL POWERS - PART III - Highways
Permanent Closure of a
Highway
S. 34
No public notice requirement.
Abutting landowners, who have
not previously closed their shore
road allowances, to be circulated
and provide a response within 30
days.
Various applicable agencies to be
contacted prior to the passing of
the by-law.
Posted on the Town website for
two (2) consecutive weeks prior
to the highway closing by-law
considered by Council.
(See Permanent Highway Closure
Policy)
Director of
Legislative
Services/Clerk
Naming or Renaming of a
Private Road
S. 48
A local municipality may name
or change the name of a private
road after giving public notice of
its intention to pass the by-law.
Notice to be posted on the Town
website under Public Notices
fourteen (14) days prior to
consideration of the by-law.
If naming or renaming affects
existing property owners; notice
to be mailed thirty (30) days prior
to consideration of the by-law to
mailing address indicated in the
property tax system.
(See Road Naming for 911 Civic
Addressing Policy By-law)
Notice with a local
media outlet.
Director of
Legislative
Services/Clerk
Public Notice Policy - Page 5
Municipal Act Section/Requirement and/or Subject of
Manner of Notice
Town of Huntsville Notice
Requirement(s)
Additional Options
Responsibility
SPECIFIC MUNICIPAL POWERS - Part III - Economic Development Services
Capital Facility
Agreements
S. 110 (5)
Written notice of the by-law to
the Minister of Finance.
In accordance with the Act.
Director of
Financial
Services/Treasurer
Tax Exemption By-law
S. 110 (8)
The municipality may exempt
from all or part of the taxes
levied for municipal and school
purposes land or a portion of it
on which municipal capital
facilities are or will be located
(under specific conditions).
Upon passage of the by-law,
the municipality shall give
notice.
In accordance with the Act.
Director of
Financial
Services/Treasurer
MUNICIPAL REORGANIZATION - Part V - Municipal Restructuring
Restructuring Proposal
S. 173 (3)
The Council of a municipality
votes on whether to support or
oppose a restructuring
proposal. Council shall consult
with the public by giving notice;
hold at least one public
meeting; consult Minister
prescribed persons or bodies;
consult other persons and
bodies as the municipality
considers appropriate.
In accordance with the Act.
Notice with a local
media outlet.
Public Consultation
on myhuntsville.ca.
Director of
Legislative
Services/Clerk
MUNICIPAL REORGANIZATION - Part V - Change of Name
Change of Name of
Municipality
S. 187
A municipality may change its
name so long as the new name
is not the same as the name of
another municipality.
In accordance with the Act.
Notice with a local
media outlet.
Director of
Legislative
Services/Clerk
Public Notice Policy - Page 6
Municipal Act Section/Requirement and/or Subject of
Manner of Notice
Town of Huntsville Notice
Requirement(s)
Additional Options
Responsibility
Promptly upon passage of the
by-law, it shall be sent to the
Director of Titles appointed
under the Land Titles Act and to
the Minister.
Council shall hold at least one (1)
public meeting prior to passing
the by-law.
Notice to be provided for
fourteen (14) days on the Town
website.
Public consultation
on myhuntsville.ca
MUNICIPAL REORGANIZATION - Part V - Business Improvement Areas
Business Improvement
Area
S. 204-210
A local municipality may
designate an area as an
improvement area and may
establish a board of
management. Before passing a
by-law, notice of the proposed
by-law shall be sent by direct
mail to the board of
management and ratable
properties (as defined in section
2010 of the Act.)
In accordance with the Act.
Notice to be provided for seven
(7) days on the Town website.
Notice with a local
media outlet.
Director of
Development
Services
Business Improvement
Area - Repealing By-law
S. 211
Council shall give notice of a
proposed by-law to repeal a by-
law establishing a Business
Improvement Area. Before
passing a by-law, notice shall
be provided as required under
the Act.
In accordance with the Act.
Notice to be provided for seven
(7) days on the Town website.
Notice with a local
media outlet.
Director of
Development
Services
MUNICIPAL REORGANIZATION - Part V - Changes to Council
Composition of Council
S. 217
A municipality may change the
composition of its Council.
No public notice requirement.
Council shall hold at least one (1)
public meeting prior to passing
the by-law.
Notice to be provided for
fourteen (14) days on the Town
website.
For changes that
would increase or
decrease Council
complement:
Notice with a
local media
outlet.
Director of
Legislative
Services/Clerk
Public Notice Policy - Page 7
Municipal Act Section/Requirement and/or Subject of
Manner of Notice
Town of Huntsville Notice
Requirement(s)
Additional Options
Responsibility
Public
consultation on
myhuntsville.ca
Establishment of Wards
S. 222
A municipality may divide or
redivide the municipality into
wards or dissolve the existing
wards.
No public notice requirement.
Council shall hold at least one (1)
public meeting prior to passing
the by-law.
Notice to be provided for
fourteen (14) days on the Town
website.
Notice with a local
media outlet.
Public consultation
on myhuntsville.ca
Director of
Legislative
Services/Clerk
Within fifteen (15) days upon
passage of the by-law, the
municipality shall give notice to
the public specifying the last
date for filing a notice appeal.
In accordance with the Act.
Notice to be provided within
fifteen (15) days after passing of
the by-law the Town website.
Notice with a local
media outlet.
Director of
Legislative
Services/Clerk
PRACTICES AND PROCEDURES - Part VI - Procedure By-law
Passage of Procedure
By-law and/or
Amendments
S. 238
Every municipality and local
board shall pass a procedure
by-law for governing the calling,
place and proceedings of
meetings.
No public notice requirement.
Notice provided in the meeting
agenda where the matter is
being considered.
Director of
Legislative
Services/Clerk
Notice of Meetings
S. 238(2.1)
The Procedural By-law shall
provide for public notice of
meetings.
As per the Town Procedural By-
law
Director of
Legislative
Services/Clerk
PRACTICES AND PROCEDURES - Part VI - Policies
Sale/Disposal of Land
S. 270(1)
A municipality shall adopt and
maintain policies with respect to
the sale and other disposition of
land.
As per the Town Acquisition and
Disposition of Real Property By-
law.
Director of
Legislative
Services/Clerk
Public Notice Policy - Page 8
Municipal Act Section/Requirement and/or Subject of
Manner of Notice
Town of Huntsville Notice
Requirement(s)
Additional Options
Responsibility
No public notice requirement.
FINANCIAL ADMINISTRATION - Part VII
Budget - Yearly & Multi-
Year
S. 290-291
No public notice requirement.
Notice on the Town website
(News page) a minimum of
seven (7) days prior to the
meeting date where the matter is
being considered for adoption.
Director of
Financial
Services/Treasurer
Publication of Financial
Statements
S. 295
Within 60 days after receiving
the audited financial statements
of the municipality for the
previous year, the treasurer of
the municipality,
(a) shall publish in a
newspaper having
general circulation in the
municipality,
(i) a copy of the audited
financial statements,
the notes to the
financial statements,
the auditor's report
and the tax rate
information for the
current and previous
year as contained in
the financial review, or
(ii) a notice that the
information described
in subclause (i) will be
made available at no
cost to any taxpayer or
resident of the
In accordance with the Act.
Annual financial statements for
three (3) prior years posted on
the Town's website.
Director of
Financial
Services/Treasurer
Public Notice Policy - Page 9
Municipal Act Section/Requirement and/or Subject of
Manner of Notice
Town of Huntsville Notice
Requirement(s)
Additional Options
Responsibility
municipality upon
request; and
(b) may provide the
information described in
subclause (a) (i) or (ii) to
such persons and in such
other manner as the
treasurer considers
appropriate.
LIMITATION ON TAXES FOR CERTAIN PROPERTY CLASSES - Part IX
Taxes on Eligible
Properties - If No
Comparable Property
S. 331 (10)
Within sixty (60) days of
receiving notice by the
assessment corporation, the
municipality shall give notice to
the owner of the property of the
assessment corporation's
determination and of the
amount determined for the year
or portion of the year.
In accordance with the Act.
Director of
Financial
Services/Treasurer
TAX COLLECTION - PART X
Notice of Tax Bill
S. 343 (1)
The Treasurer shall send a tax
bill to every taxpayer at least
twenty-one (21) days before
any taxes shown on the tax bill
are due.
In accordance with the Act.
Notice on the Town
website (News page)
a minimum of seven
(7) days prior to the
when the taxes
shown on the bill are
due.
Director of
Financial
Services/Treasurer
Determination of Tax
Status
S. 348 (2) (3)
The treasurer shall by the last
day of February in each year
determine the position of every
tax account as of December 31
of the preceding year. On
making the determination, the
Treasurer shall send to every
In accordance with the Act.
Director of
Financial
Services/Treasurer
Public Notice Policy - Page 10
Municipal Act Section/Requirement and/or Subject of
Manner of Notice
Town of Huntsville Notice
Requirement(s)
Additional Options
Responsibility
taxpayer who owes taxes from
a preceding year a notice of
those taxes and of the related
late payment charges. The
notice may be sent with a tax
bill.
Seizure Personal
Property - Public Auction
S. 351
Subject to certain conditions,
the Treasurer may seize
personal property to recover the
taxes and costs of the seizure.
The treasurer or the treasurer's
agent shall give the public
notice of the time and place of
the public auction and of the
name of the person whose
personal property is to be sold.
In accordance with the Act.
Notice on the Town website
(News page) a minimum of
fourteen (14) days prior to public
auction.
Notice with a local
media outlet.
Director of
Financial
Services/Treasurer
Division into Parcels
S. 356 (4) (5)
Upon application by the
Treasurer of a municipality or to
the Treasurer by an owner of
land, the municipality may
divide land into two or more
parcels; apportion unpaid taxes;
and direct part payment of
taxes to each of the parcels.
In accordance with the Act.
Director of
Financial
Services/Treasurer
Cancellation, Reduction,
Refund of Taxes
S. 357
Upon receipt of an application
to the Treasurer, and subject to
certain conditions, the
municipality may cancel, reduce
or refund all or part of taxes
levied.
In accordance with the Act.
Director of
Financial
Services/Treasurer
Overcharges Caused by
Gross or Manifest Error
Upon receipt of an application
to the Treasurer, and subject to
certain conditions, the
In accordance with the Act.
Director of
Financial
Services/Treasurer
Public Notice Policy - Page 11
Municipal Act Section/Requirement and/or Subject of
Manner of Notice
Town of Huntsville Notice
Requirement(s)
Additional Options
Responsibility
S. 358
municipality may cancel, reduce
or refund all or part of taxes
levied which were overcharged
due to a gross or manifest error
in the preparation of the
assessment roll.
Increase of Taxes Caused
by a Gross or Manifest
Error
S. 359
Upon receipt of an application
to the Treasurer, the
municipality may increase the
taxes levied when the taxes
were undercharged due to a
gross or manifest error.
In accordance with the Act.
Director of
Financial
Services/Treasurer
Tax Reduction for
Heritage Property
S. 365.2
A municipality may establish a
program to provide tax
reductions or refunds in respect
of eligible heritage property.
The municipality shall deliver a
copy of a by-law to the Minister
of Finance within thirty (30)
days after the by-law is passed.
In accordance with the Act.
Director of
Financial
Services/Treasurer
SALE OF LAND FOR TAX ARREARS - Part XI
Notice of Registration
S. 374
Tax Arrears Certificate.
Notice required within 60 days
after the registration of a tax
arrears certificate.
In accordance with the Act.
Director of
Financial
Services/Treasurer
Public Sale
S. 379, 380
Sale of property for tax arrears.
If the cancellation price remains
unpaid 280 days after the day
the tax arrears certificate is
registered under, the Treasurer,
within 30 days after the expiry
of the 280-day period, shall
In accordance with the Act.
Director of
Financial
Services/Treasurer
Public Notice Policy - Page 12
Municipal Act Section/Requirement and/or Subject of
Manner of Notice
Town of Huntsville Notice
Requirement(s)
Additional Options
Responsibility
send to the persons entitled to
receive notice a final notice that
the land will be advertised for
public sale unless the
cancellation price is paid before
the end of the one-year period
following the date of the
registration of the tax arrears
certificate.
FEES AND CHARGES - Part XIII
Fees and Charges By-law
S. 391
No public notice requirement.
Notice to be given to the public
through posting the Committee
or Council agendas on the
website.
Director of
Financial
Services/Treasurer
Regulations Local
Improvement Charges -
Property Lien Status
S. 400
Under section 400, the Minister
may make regulations
regarding fees and charges with
priority lien status, including a
requirement that the
municipality give notice of its
intention to pass a by-law
imposing fees and charges
which have priority lien status.
In accordance with the Act
Director of
Financial
Services/Treasurer
DEBT AND INVESTMENT - Part XIII
Notice of Debt
S. 402
Upon receipt of an application
of a municipality to incur a debt,
the Ontario Land Tribunal may
direct the municipality to give
notice of the application to such
persons and in such manner as
the Tribunal determines.
In accordance with the Act
Director of
Financial
Services/Treasurer
Public Notice Policy - Page 13
Municipal Act Section/Requirement and/or Subject of
Manner of Notice
Town of Huntsville Notice
Requirement(s)
Additional Options
Responsibility
ENFORCEMENT - Part XIV
Powers of Entry
S. 435
Reasonable time must be given
before proposed entry to the
occupier of the land by personal
service, or prepaid mail or by
posting the notice on the land in
a conspicuous place.
In accordance with the Act.
Director of
Development
Services
Public Notice Policy - Page 14
Appendix "B"
Notice Provisions for Additional Matters
Legislation / Policy /
By-law
Subject of Manner of Notice
Town of Huntsville Notice
Requirement(s)
Responsibility
Accessibility for Ontarians
with Disabilities Act, 2005,
S.O. 2005, c. 11 O.Reg.
191/11
Disruption of services regarding
accessibility at municipal buildings
Expected closures:
o Reasonable advance notice to be
provided through signage and on
the Town's website.
o A description of alternative facilities
or services will be provided if
available.
Emergency closures:
o As soon as practicable following an
emergency closure, notice to be
provided through signage and on
the Town's website.
o A description of alternative facilities
or services will be provided if
available.
Applicable
Director/Manager
Delegation of Authority
By-law
Temporary Closure of a Highway - for
construction, repair or improvement
Reasonable advance notice to be
provided through signage, advertising
and Town website.
Director of Operations
Temporary Closure of a Highway - due to
emergency
As soon as practicable following the
road closure, notice to be provided
through signage, advertising and Town
website.
Director of Operations
Temporary Closure of a Highway - for a
special community event
Reasonable advance notice to be
provided through signage, advertising
and Town website.
Director of Operations
Development Charges
Act, 1997, S.O. 1997,
c.27 O.Reg. 82/98
Notice of Agreement and Time for
Objections - Requirements of Notice
In accordance with the Act.
Director of Financial
Services/Treasurer
Public Notice Policy - Page 15
Legislation / Policy /
By-law
Subject of Manner of Notice
Town of Huntsville Notice
Requirement(s)
Responsibility
Credits Under Old Section 13, Ineligible
Services
Emergency Management
and Civil Protection Act,
R.S.O. 1990, c. E.9
Town of Huntsville Emergency Plan
In accordance with the Act
Notice posted on the Town website as
soon as possible when an emergency
has been declared.
(See Emergency Management Program
and Emergency Plan By-law)
Fire Chief
Expropriations Act,
R.S.O. 1990, c.E.26
1 (2) Service
Steps Before Inquiry - Notice of Intention
to Expropriate
In accordance with the Act.
Director of Legislative
Services/Clerk
Funeral, Burial and
Cremation Services Act,
2002, S.O. 2002, c.33
Municipal Approval - Notice of Decision
In accordance with the Act.
Director of Operations
Ontario Heritage Act,
R.S.O. 1990, c. O.18
Part IV - Conservation of Property of
Cultural Heritage Value or Interest
Part V - Heritage Conservation Districts
Part VI - Conservation of Resources of
Archaeological Value
Part IV and V notice:
o Notice with a local media outlet two
(2) times a minimum of fourteen (14)
days prior to the by-law being
considered by Council.
o Notice on the Town website (News
page) a minimum of fourteen (14)
days prior to the by-law being
considered by Council.
Part VI notice: In accordance with the
Act.
Director of Development
Services
Planning Act, R.S.O.
1990, c. P.13
Consent Applications
Minor Variance Applications
In accordance with the Planning Act and
the Community Planning Permit By-law
Director of Development
Services
Public Notice Policy - Page 16
Legislation / Policy /
By-law
Subject of Manner of Notice
Town of Huntsville Notice
Requirement(s)
Responsibility
Official Plans
Plans of Subdivision
Community Planning Permit By-laws,
Zoning By-laws, Holding Provision By-
laws, Interim Control By-laws
Public Libraries Act,
R.S.O. 1990, c. P.44
Notice of Vacancies
In accordance with the Act.
CEO/Chief Librarian
Road Access Act, R.S.O.
1990, c.R.34
When Access Road May be Closed -
Idem (Permanent closure of a travelled
road the municipality maintains)
In accordance with the Act.
Director of Operations
Road Naming for 911
Civic Addressing Policy
By-law
Naming or Renaming of a Highway
No public notice requirement.
Notice to be posted on the Town
Website under Public Notices fourteen
(14) days prior to consideration of the
by-law.
If naming or renaming affects existing
property owners; notice to be mailed
thirty (30) days prior to consideration of
the by-law to the mailing address
indicated in the property tax system.
Additional Option: Notice with a local
media outlet.
Director of Legislative
Services/Clerk