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CORPORATION OF THE TOWNSHIP
OF SOUTH ALGONQUIN
BY-LAW NO. 2024-814
Being a By-Law to establish a Communication Policy
WHEREAS the Corporation for the Township of South Algonquin, deems it
desirable to pass a By-Law adopting a Communication Policy
NOW THEREFORE the Municipal Council for the Corporation of the Township of
South Algonquin enacts as follows:
1.
THAT Council hereby approves the policy "Communication Policy" as Schedule
"A" to this By-Law.
2.
THAT all previous By-Laws related to the matters herein described are hereby
repealed.
3.
THAT this By-law will come into force and take effect on the date of the final
passing thereof.
READ A FIRST AND SECOND TIME this 4th day of December 2024.
______________________________
______________________________
Ethel LaValley, Mayor
Bryan Martin, CAO/ Clerk-Treasurer
READ A THIRD TIME AND PASSED AND ENACTED this 4th day of December 2024.
______________________________
______________________________
Ethel LaValley, Mayor
Bryan Martin, CAO/ Clerk-Treasurer
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Township of South Algonquin Corporate Policy
DEPARTMENT:
Corporate Services
POLICY #:
POLICY:
Communication Policy
DATE:
Dec 2024
REV. DATE:
COVERAGE:
All Employees
PAGE #:
1 of 5
Communications Policy
1. Purpose
The purpose of this policy is to provide communication that is transparent, accessible, clear, open,
accurate and timely. Communication, both incoming and outgoing, is vital for the successful
management of the Township of South Algonquin policies, programs, services and initiatives.
The Policy provides a platform where citizens will know where to find information on their local
government and ensures that all municipal communication, both online and in print, has a clearly
recognized, unified and consistent identity.
2. Policy Overview
The mayor is the official spokesperson on behalf of the Council, and the CAO is the official
spokesperson for all operational matters.
Co-operation and co-ordination between departments, between Council and the Administration is
necessary to better serve and inform the public and ensures that municipal policies, programs,
services and initiatives are consistently reflected in the information and messages communicated
to the public.
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3. General Communication Guidelines
Information on the Township 's policies, programs, services and initiatives should be available to
the public in a variety of formats, ways and means of communication, subject to the available
resources and as follows;
a) The Corporate Logo will be displayed on all external and internal communications;
b) Information is provided to the public by trained and knowledgeable employees;
c) Service is timely and within 48 hours of the date and time of the event and that it is courteous
and efficient for the majority of the public to locate;
d) Published information is provided in plain language;
e) Published in English
f) A record of any published information is maintained in accordance with the records
retention by-law and the published information includes the publication date.
The Administration, depending on the type of communication, will provide approved information
in the following forms: print communication as a tax bill insert, poster posted in local businesses
and agencies, brochures, published in the local newspaper, mail-outs, online on the website and
on the available social media resources and mass electronic distribution including residents
electronic Townsuite portal.
Confidentiality
In all communications, spokespersons and departments must comply with all legislated
requirements regarding access and disclosure of information including the Townships routine
disclosure and active dissemination policy and The Municipal Freedom of Information and
Protection of Privacy Act.
Copyright
Departments must comply with the Copyright Act and ensure that the ownership rights associated
with works subject to copyright are fully respected in all communications.
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4. Municipal Website and Social Media
The primary source for official information for the citizens of the Township is through the Municipal
Website www.southalgonquin.ca and its residents portal at https://eservices.southalgonquin.ca/
These Website are utilized to access information on the Township 's policies, programs, services
and initiatives, and will:
- maintain up to date information to assist citizens in their business with the Township;
- contain information to facilitate communication between the public, Council and staff;
- contain a calendar of municipal meetings and events open to the public;
- contain Council information such as agendas and minutes of official meetings;
- provide news and announcements relevant to the community;
- not be a forum for commenting on municipal issues and services, it is a tool to share
information.
Specific individuals of the Township, as assigned by the CAO will utilize social media in an official
capacity to insure that, as with all communications activities, communications through social
media channels are accurate, consistent and professional. The primary goals for the use of social
media are as follows:
- increase the awareness of municipal policies, programs, services and initiatives;
- increase existing corporate communication methods and processes;
- provide an additional means through which the Township communicates with citizens and
stakeholders;
- distribute time-sensitive information quickly;
- promote / increased awareness of information, news, announcements, events,
services, programs.
Currently, the Township of South Algonquin has a presence on Facebook:
Facebook Page: Township of South Algonquin
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Third Party Links
The Website or Social Media pages may contain links to other websites to provide convenience for
the visitor; inclusion of the link does not imply endorsement by the Corporation and the
Township. If the Township allows a third-party link it must open in a new web browser.
The Township will consider posting external links or information on its website or Social Media
pages if the information is:
- An official government website (municipal, regional, provincial, federal);
- A government-funded agency or board;
- A Township affiliated organization;
- An organization receiving Township or Community funding;
- Service clubs operating in the Township who perform services, or work that benefits the
community;
- A charitable organization with a registered charitable number operating within the
Township;
- A Township Business;
- A major community attraction as determined by the Township;
- A professional association;
- A company that has tendered to do work in the Township;
- Artist-in-residence, and artists commissioned by the Township to create and/or display public
art;
- Regulatory authorities (e.g. Ministry postings, Provincial and Federal advertising).
The Township will not consider posting external information on its website or Social Media pages
to:
- Business websites that are not part of the Township.
- Political parties and campaigns
The Township reserves the right to post the criteria listed above or refuse to post any external links
on its website or Social Media pages or to delete links already posted on its site at any time,
without notice.
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Removing External Information:
External links will be removed by the Township without notice if, but not limited to, any of the
following conditions apply:
- The site's original information has been altered and the context of the information has
changed;
- The site no longer meets the conditions listed above for acceptable external links;
- In the Township 's sole opinion, the information on the site becomes inaccurate and/or not
trustworthy;
- Page formatting, lengthy downloading items or intrusive advertising make
accessing information difficult;
- The link returns a "not found" error for more than 72 hours;
- The link promotes, exhibits, illustrates or manifests hate or obscene/pornographic/sexual
content of any kind;
- The site and content do not comply with municipal, provincial or federal legislation.
Requesting External Link Information:
Requests to add an external link to the Township 's Website or Social Media pages, according to the
criteria listed above, are to be submitted by email for consideration through
[email protected] or in person at the municipal office.
- All sites may be reviewed by municipal staff to ensure that, in the sole opinion and discretion of
the Township, there is no harmful information, slander or incorrect information displayed.
- The decision on whether to add, remove or deny an external link on the municipal website
will be made by the CAO.
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Community Calendar of Activities and Events
Municipal staff will post information regarding activities, programs, meetings, events and festivals
organized by the Township on its website. The Township reserves the right to post any additional
events it deems to be in the community's best interest.
The Township will consider submission to the Township website if the event is open to the general
public, occurs within the boundaries of the Township and meets one of the following criteria:
- Organized or funded by another order of the government;
- Organized by a government-funded agency or board;
- Organized by a Township 's affiliated group;
- Organized by an organization identified as eligible for the Township community grant;
- Funded in full, or in part, by the Township;
- Organized by a charitable organization with a registered charitable number and operating
within the Township.
- Organized by a service club operating within the Township performing work that benefits South
Algonquin residents.
- Organized by a business improvement area for general promotional purposes.
- Located in a facility owned or leased by the Township.
Event submissions are to be made directly through the calendar itself, must be accompanied by
name and contact information of an individual from the event organizing committee.
Anonymous postings of events will not be published.
Events submitted by the public will not be published on the Township website if they:
- Are commercial in nature and, in the staff's opinion, are attempting to advertise, promote or sell products or
services for an individual or an individual business.
- Promote, exhibit, illustrate or manifest hate or obscene/pornographic/sexual content of any kind.
- Do not comply with municipal, provincial or federal legislation.
5. Newsletters
Township Newsletters may include items of general interest as deemed appropriate by the Township including,
Council information, news, new or information related to policy, program, service or initiative, or to promote a
special event and more.
The CAO shall review and approve any newsletter before distribution.
Municipal Newsletters shall be mailed twice (2) per year to ratepayers with the tax bills. An electronic version of
the newsletter will also be posted on the Township Website and Social Media pages as deemed appropriate.
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6. Media Relations, News Updates and Press Releases
Corporate communications and/or departmental communicators shall ensure that media requests, particularly
for interviews or technical information, are directed to knowledgeable employees designated as spokesperson(s)
for the Township. Any media requesting information for interviews must submit questions prior to interview.
News updates and press releases shall be posted on the 'New and Noteworthy' section found on the homepage of
the Website regarding municipal announcements, services, policies, and/or other information deemed acceptable
by the Administration.
The media play an important role in providing information to the public on matters of civic interest; therefore,
news or a formal press release may be sent to local media as deemed appropriate by the Administration. The
issuance of a press release does not guarantee publication.
Council and related staff may have the opportunity to see media releases in advance prior to submission to the
local news outlets; however, in the event of an urgent situation affecting public health, safety or danger to
persons or property, staff will make every attempt to distribute the media release as soon as possible, as outlined
in the Municipal Emergency Plan.
7. Emergency Communications
The Emergency Plan details the protocol for Emergency Media communications