Meaford’s council has given initial approval to a new policy that will govern communications between members of council and municipal staff.
In a report provided to council for their October 7 meeting, CAO Kymm Buckham outlined the scope of and reasoning for the new policy.
“Staff should feel comfortable speaking with individual members of Council about their work and Councillors require information from staff. A chain of command exists to deal with issues of significance and should be respected,” Buckham noted in her report to council. “This centralized approach aims to elevate the importance of communication between Council and Municipal staff. Currently, the Municipality has a Council-Staff Relations policy 2019-26 in place, passed by by-law. Staff recommends that the proposed Council-Staff Communication Protocol policy repeal by-law 2019-26 and replace the existing Council-Staff Relations policy.”
Members of council expressed concern about some of the language used in the report, with some wondering if the new policy was the result of a member of council having crossed a line with regard to communications with municipal staff members.
“I’m kind of wondering why some of the terminologies have been included. It caused me to think that there may have been some bad behaviour on this council who really does support the efforts of staff,” Councillor Tony Bell expressed to the CAO. “In your report you have mentioned a couple of times that we are to obey a chain of command, that if we have questions, we are to only go through yourself, or through the mayor, or a combination of both.”
Councillor Steve Bartley was similarly concerned about the language used in the report.
“Let me say right off the start, I have nothing against what you’ve written,” Bartley told the CAO. “I’m curious about why it was written. My one question is, is it something I’ve done?”
While Councillor Bartley’s question drew some laughter, the CAO assured council that the new policy was not prompted by any actions of the current council.
“There’s not a specific issue that we’re trying to cloud over, if you will,” CAO Buckham told council. “This isn’t a way to curb any one person, or people. Across the board this was just to refresh the way in which we thought better articulated the informal types of questions that we do want to have.”
The CAO said that the goal of the new policy was to ensure that council and staff communications were appropriate, and to remind members of council and the public that councillors can not give direction to municipal staff members. The only municipal employee that is hired and fired by, and reports to and takes direction from council is the CAO. All other municipal employees ultimately report to the CAO.
“A formal relationship exists between members of Council and Municipal staff. This ensures that members of staff and council are treated equitably and respectfully without favouritism. Staff should feel comfortable speaking with individual members of Council about their work. Councillors require information from staff. A chain of command exists to deal with issues of significance and should be respected by individual councillors and staff,” the CAO noted in her report to council. “Only Municipal Council as a whole has the authority to direct members of staff by way of a passed motion. Individual councillors are not able to request work.”
After clarifying the intent of the language used within the report and policy, members of council voted 7-0 in favour of the new policy. The policy will be back before council at their next regular meeting for a final vote.
The eight-page report, which includes the new policy, is available on the municipal website.
