Accountability and Transparency

• Accountability and Transparency
• Delegation of Authority By-law
• Council Staff Relations
• Hiring of Employees
• Procurement of Goods and Services
• Public Notice
• Sale and Disposition of Land
• Private Tree Preservation By-law
• Pregnancy and Parental Leave for Members of Council

The Code of Conduct for Members of Council and Local Boards was adopted by Council to:

• establish a common basis for the ethical behaviour of Members of Council and Local Boards, and
• increase public confidence by making a commitment to operate with integrity, justice and courtesy.

Council appointed an Integrity Commissioner to address the application of the Code of Conduct for Members of Council and Local Boards. The Integrity Commissioner has the power to deal with requests to investigate suspected contraventions of the Code of Conduct.

In addition to conducting formal Code of Conduct investigations, the Integrity Commissioner also serves as an advisor on appropriate conduct to individual Members of Council or Council as a whole.

Informal Complaint Process:

Before a formal complaint is filed, individuals who have witnessed any behaviour or activity by a Member that is or appears to be in contravention of the Code of Conduct may complete the informal complaint process as noted below:

1. advise the Member that their behaviour or activity is unacceptable and appears to contravene the Code of Conduct;
2. encourage the Member to stop the prohibited behaviour or activity;
3. if applicable, confirm to the Member your satisfaction or dissatisfaction with the Member’s response to the concern identified;
4. keep a written record of the incidents including dates, times, locations, other persons present, and any other relevant information, including any steps taken to resolve the matter;
5. if the complainant is not satisfied with the response received through the informal process, an individual may proceed with a formal complaint through the formal complaint process set out below.

Formal Complaint Process:

Complaint forms shall be filed with the Integrity Commissioner for classification to determine if the matter is a complaint with respect to non-compliance with the Code of Conduct and not covered by any other applicable legislation or City policies. To file a formal complaint, please complete either the printable or fillable version below and email it to robert.swayze39@gmail.com.

To complete a form, please choose either the printable or fillable version below:

Complaint Form - Fillable

Complaint Form - Printable 

All formal complaints must be made in writing, be signed by an individual and include:

• the member to whom the complaint relates;
• the nature of the alleged contravention;
• the specifics of the Code allegedly contravened;
• the date, time and location of the alleged contravention 
• names of any witnesses to the alleged contravention; and
• written material in support of the alleged contravention.

Upon receipt of a complaint or request for inquiry, the Integrity Commissioner shall first determine if it is within their jurisdiction and whether there is a procedure under other legislation or City policy to deal with the complaint. If it is determined that other procedures apply, the Integrity Commissioner shall refer the complainant to the appropriate person or agency to follow that process.

Where it has been determined that a complaint should be dealt with under another process, it will no longer be considered or dealt with by the Integrity Commissioner and the time limits described in the other processes will apply accordingly.

Upon receipt of a complaint or request to conduct an inquiry within their jurisdiction, and if the Integrity Commissioner deems the complaint or request to have merit, the Integrity Commissioner shall investigate and may attempt to resolve the complaint. The Integrity Commissioner shall report the general findings of their investigation to the complainant and the Member no later than sixty (60) days after receiving a formal complaint.

The report on the general findings shall include:

• the nature of the complaint;
• the Integrity Commissioner's findings regarding the limitation period if the complaint was filed after the expiry of the limitation period set out in the Code;
• the evidence gathered;
• the finding's of fact 
• the Integrity Commissioner's decision, based on the findings of fact, that the Member contravened or did not contravene the Code, the Municipal Conflict of Interest Act, or other procedures, rules or policies.

The Integrity Commissioner will then file a report to the City Clerk for consideration by Council which will include any corrective action(s) or penalties to be considered, if there is a contravention. 

If the Integrity Commissioner is of the opinion that a complaint or request to conduct an inquiry is frivolous, vexatious, not made in good faith or that there are insufficient grounds for an inquiry, the Integrity Commissioner shall not prepare a preliminary report to Council and shall not conduct an inquiry.

Council has appointed Local Authority Services (LAS) Ltd., as the City's Closed Meeting Investigator. LAS is authorized to conduct investigations upon receipt of a complaint about a closed meeting or part of a closed meeting. The Investigator will determine compliance with the Act and/or the City's Procedural By-law.

For information on the investigator program please see the attached brochure LAS Investigator Process. If you require this document in an alternate format, please contact the Clerk's Office at 519-271-0250 Extension 5237.

PREVIOUS REPORTS

• A Closed Meeting Investigation Report was provided to the City by the Closed Meeting Investigator on June 28, 2023.
• A Closed Meeting Investigation Report was provided to the City by the Closed Meeting Investigator on May 11, 2023.
• A Closed Meeting Investigation Report was provided to the City by the Closed Meeting Investigator on October 20, 2022. 

Individuals may submit complaints relating to compliance with the Municipal Act and/or the Procedural Bylaw during a closed meeting or part of a closed meeting. Section 239 of the Act outlines the instances in which a closed meeting can be held.

Complaints must be submitted in writing on the Complaint Form Municipal Investigation to the City Clerk and must contain the following information:

• Complainant’s name, mailing address, telephone number and e-mail address
• Date of Closed Meeting in question
• Nature and Background of the particular occurrence
• Any activities undertaken (if any) to resolve the concern
• Any other relevant information
• Original signature

Complaints shall be emailed to the City Clerk, Tatiana Dafoe, or submitted to the City Clerk in a sealed envelope marked “Private and Confidential - Complaint under Section 239 of the Act” and either delivered in person to the City Clerk’s Department on the Ground floor of City Hall, or mailed to:

City of Stratford 1 Wellington Street, P.O. Box 818, Stratford ON N5A 6W1 
Attention: City Clerk

The Clerk will forward the complaint to LAS who will conduct an assessment and, if deemed to be warranted, appoint an Investigator. The Act states that when the investigation is complete and the Investigator is of the opinion that the closed meeting should not have been closed to the public as per the Act and/or Procedural Bylaw, the Investigator must submit a report, with or without recommendations, to City Council at an open meeting.

A Procedural Bylaw was adopted by Council to establish the rules of order for Council and Committee meetings. The rules ensure a fair and consistent approach with respect to the consideration of City business. The Procedural By-law also establishes standards in relation to notice provisions, agendas and minutes, resolutions and voting, and Council-Committee structure.

Please note: the Procedural By-law is currently under review.

Members of Council are required to publicly report and publish a statement of gifts received, salary, benefits and expenses received annually.

To review the annual report prepared on the Mayor and Councillor's Renumeration and Expenses Summary, check out the Finance Reports webpage. 

2019 Annual Report

2020 Annual Report

If you require this document in an alternate format, please contact the Clerk's Office at 519-271-0250 Extension 5237.

For more information about accountability and transparency measures, contact the Clerk’s Office at 519-271-0250 Extension 5237.