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Policy - Corporate Policies - 20250306 100 John West Way Aurora, Ontario L4G 6J1 (905) 727-3123 aurora.ca Town of Aurora Policy Legislative Services Contact: Policies Coordinator Approval Authority: Chief Administrative Officer (C.A.O.) Effective: January 21, 2022 Revised: March 6, 2025 ______________________________________________________________________________________ Corporate Policies Purpose This policy establishes a framework for the development, approval, and maintenance of the Town of Aurora’s (the “Town”) policy library. This policy: • Clearly defines the policy process and related procedures to assist in activating the Town’s policy intentions, strategic goals, and operational outcomes • Acts as a reference for staff who develop, approve or implement policy • Formalizes processes by outlining expectations, accountability, and transparency • Promotes departmental collaboration in policy development • Eliminates systemic barriers and ensures participation of all departments and contributors • Improves accessibility of policies for staff, Aurora Town Council, and citizens • Increases enforceability, maintenance, and consistency of policy • Minimizes risk and liability for the Town Scope This policy and its accompanying standard operating procedures apply to all Town corporate policies and policy authors. Application of this policy excludes standard operating procedures and processes which are departmentally developed and approved. Definitions Original Creation Date / Effective Date The date the policy was originally approved by council or the C.A.O. Policy A guideline expressing ideals and goals that address a specific need within the Town. Policies establish direction to implement strategy. 2 Policy Contact The person who has been given responsibility of the policy. The policy contact is communicated with when the policy needs review. Policy Library A digital collection of the Town’s active policies. A sub collection of the policy library may be accessible on the public website for citizens. Revised Date The date of the most recent approved copy of the policy document. Standard Operating Procedure A set of sequential instructions to carry out routine tasks. These can be enabled by a policy or function independent of a policy. Policy A strong policy framework contributes to the foundation of the Town’s commitment to good governance, accountability and transparency. Policies provide direction and guidance for both council and the administration. They communicate the Town’s priorities, standards, and principles. Policies are based on needs identified by council, legislation, a Town department, an internal audit, a leadership team, the C.A.O., or the public. Policies may be required for: • Ensuring fair and equitable treatment of employees • Ensuring health, safety, and wellbeing of employees • Ensuring equity in service delivery • Safeguarding corporate assets • Ensuring adherence to standards and statutory requirements • Matters of public accountability Development and Approval To develop effective policy, employees are directed to follow the Policy Development and Approval Process Map and work in conjunction with their departmental policy lead, ad hoc committees, the Town’s Policies Coordinator and groups or individuals that may be affected. Policy development may also necessitate the formation of a temporary policy committee or collaboration across Town departments. Especially in this case, the role of the policy contact is imperative to ensure that the review and development process is coordinated and completed. Generally, the review and approval process are as follows: • The policy is reviewed and approved by the departmental director or their designate 3 • The policy is presented for review, feedback, and approval to the Corporate Management Team (C.M.T.) • Following C.M.T. review, feedback, and approval, the policy is presented for review, feedback, and approval to the Executive Leadership Team (E.L.T.) o If the policy does not require council approval and E.L.T. / C.A.O. has provided approval, it is sent to the Policies Coordinator for publication o If the policy requires council approval, the policy is sent to the Agenda Management Team (A.M.T.) following E.L.T. review, feedback, and approval. A.M.T. approves the policy as a council agenda item and the policy is presented to council for approval. • Once the required approval is obtained, the policy is sent to the Policies Coordinator for publication If substantial changes are made, another review or approval may be required by the preceding group or another department. For example, in some cases, changes may have legal, or liability impacts and should be reviewed by Legal Services. It is also important that anyone affected by policy is made aware of substantial changes occurring after they have had the opportunity of reviewing and providing feedback. Council approval of the policy may be necessary if the following circumstances occur: • The policy affects citizens directly and / or in a significant manner • The policy has significant budgetary, financial, or legal risk implications • The policy is required by legislation or regulates something (for example, where by-law enforcement’s involvement is necessary) • The policy provides for compensation or benefits to employees, members of council, and citizens • The policy deals with the conduct of members of council or citizens Policies meeting one of the above criteria will ultimately be presented to a council committee before being forwarded for adoption to council. The C.A.O. also reserves the right to request that policies not falling under the above criteria be presented to council as necessary. Policies not meeting the above criteria are deemed to be administrative in nature and require the approval of only the C.A.O. under delegated authority, subject to the review process. Policy Categories Policies are grouped by functional category to allow for rapid identification and access. Upon approval of a policy, the Policies Coordinator and the policy contact decide the category that the policy best fits under. The categories are: • Accessibility 4 • Administration • Community Safety • Construction • Finance and Economic Development • Governance • Health and Safety • Parks and Recreation • Planning and Land Use • Staff Resources • Technology Accessibility Approved policies will be posted to the Town’s policy library. Policies that are to be made public for citizens are to be agreed upon by the appropriate director and the E.L.T. Policy documents must be made to accessible standards and the Town’s standard policy template must be used. Concise, simple language should be used when writing policies. Further, policy authors should refer to the Town of Aurora Style Guide and the Guideline – Accessible Communication when writing policies to maintain consistency across all documents produced by the Town. Monitoring, Maintenance, and Review of Policies Policies will be reviewed on a scheduled basis. Review includes assessing compliance, updated legislative or regulatory requirements, accessibility, and organizational consistency. The default review schedule for policies is two years from the original creation date. If a policy is of a sensitive nature, has a large risk-mitigation component, or exists due to legislative / regulatory requirements, it may be reviewed more frequently. Policies may also be generally reviewed on an as-needed basis. The review of policy is the responsibility of the policy contact and their respective department, with the support of the Policies Coordinator. Revisions Substantial revisions to existing policies will follow the same review and approval process as new policy development. Minor revisions or rewording for clarification, can be made with the approval of the Town Clerk. Rescinding a Policy Departments, a policy owner, the Policies Coordinator, or leadership may determine that a policy is no longer relevant or required. In this case, director approval is required to declare a policy obsolete. If the policy was initially approved by council, its repeal must 5 be agreed upon by council too. Once declared obsolete, the policy will be removed from the policy library, communicated to staff, and handled according to retention schemes. Responsibilities Aurora Town Council • Ensure that council is governed by policies appropriate for accountability, transparency, and trust • Recommend policies and reviews where a need is identified • Review and approve policies Chief Administrative Officer (C.A.O.) • Ensure the Town has appropriate policies providing for due diligence, risk management, and accountability of both council and the administration • Ensure that policies, plans, and council’s governance decisions are implemented • Lead the E.L.T. in the consideration and approval of policies • Review and approve policies Executive Leadership Team (E.L.T.) • Needs identification, consideration, and approval of policies • Being knowledgeable of policies and cross-organization implications of policy • Intaking and following up on policy review reports • Ensure staff compliance with this policy and other policies Agenda Management Team (A.M.T.) • Review policy briefs • Work with managers / policy authors to secure placement on council agenda for policy approval Management • Ensure that all staff are informed of policies affecting them • Needs identification and consideration of policies • Maintain knowledge of policies and cross-organization implications of policy • Review and approve policies for E.L.T. Town Clerk • Review and approve minor deletions, additions, and administrative changes of a policy that do not interfere with its scope or purpose Legislative Services • Provide a semi-annual report to E.L.T. outlining obsolete policies Policy Authors • Write policy and ensure the intent aligns with the identified need(s) 6 • Ensure that staff affected by policies are consulted • Perform any required internal or external research Policy Contacts • Work with Policies Coordinator to review and update policies according to the Standard Operating Procedure – Renewing a Policy Policies Coordinator • Support departments developing new policies or undertaking policy reviews • Research, revise, develop, and write policies in collaboration with subject matter experts • Monitor legislative changes at the federal, provincial, and regional levels that may impact the Town • Administer the Town’s policy framework • Work with policy contacts to review and update policies according to the Standard Operating Procedure – Renewing a Policy All Staff • Maintain knowledge of, and act in accordance with, Town policies • Take opportunities in policy development and review including providing ideas and feedback Monitoring and Maintenance CAO / directors / managers / supervisors and employees should work collaboratively to resolve issues related to this policy. Any employee found to be disrespecting the terms of this policy other than under exceptional circumstances, emergencies or operational requirement is subject to an investigation and discipline deemed appropriate by their immediate supervisor, Human Resources, the Town Clerk and / or C.A.O. This policy will be reviewed two years from its effective or revision date, in accordance with the Town of Aurora’s policy maintenance schedule. References • By-law – Records Classification Structure and Retention • Standard Operating Procedure – Handling an Obsolete Policy • Standard Operating Procedure – Developing a Policy • Standard Operating Procedure – Renewing a Policy • Process Map – Policy Development, Publication, and Maintenance • Template – Policy • Guideline – Accessible Communication • Town of Aurora Style Guide