OVERVIEW OF POLICY REVIEW APPROACH

RECOMMENDATION:

THAT the report dated June 5, 2026 from the Director of Corporate Administration titled “Overview of Policy Review Approach” be received for information.

ALTERNATIVE OPTIONS:

Option #2: THAT Council request that staff proceed with a review of Town policies and present all proposed policy amendments, policy reclassification, and policy rescissions to Council as a single package rather than through a phased approach.

Option #3: THAT Council request that staff not proceed with a review of Town policies at this time.

PURPOSE:

To inform Council of the proposed approach for conducing a comprehensive review of Town policies, commencing with Council and Administration policies, to ensure the Town’s policy framework remains current, relevant, effective, and aligned with legislative requirements, organizations practices, and Council priorities.

BACKGROUND:

Policies provide guidance for decision-making governance, administration, and service delivery.

Many of the Town’s existing policies have not been reviewed within the timelines established in their respective review schedules. As a result, some policies may no longer reflect current legislation, organizational structures, administrative practices, or operational requirements.

A comprehensive review of all Town policies is therefore necessary to ensure the Town maintains an accurate, effective, and current policy framework. The review will also improve policy governance by ensuring policies are maintained at the appropriate level of authority and that outdated or unnecessary policies are rescinded.

The Corporate Administration Department proposes to undertake the review, commencing with Council and Administration policies, through a three-phase approach.

Phase 1 – Policies Requiring Reclassification from Council Policy to Administrative Policy

The first phase will focus on identifying policies that are administrative in nature and are more appropriately managed under the authority of the Chief Administrative Officer. These policies generally relate to operational processes, procedures, and administrative practices that support the day-to-day management of municipal operations.

Where appropriate, staff will bring forward recommendations for Council’s approval to reclassify these policies as administrative policies while maintaining their intent and application. Reclassification will help ensure that policies are aligned with the appropriate level of authority and accountability. Policies that establish community objectives, service levels, or other matters requiring Council direction will remain Council policies, while those that primarily address administrative and operational matters may be considered for reclassification as administrative policies.

Phase 2 – Policies Requiring Amendments and Rescission

The second phase will focus on existing Council policies that require amendments, as well as policies that are obsolete, redundant, superseded by legislation, incorporated into other policies or bylaws, or no longer applicable to municipal operations.

Policies requiring amendment may contain outdated references, no longer align with current legislation or Town practices, require clarification, or benefit from updates to improve effectiveness and consistency. Staff will present proposed amendments and policy rescissions to Council for consideration and approval to streamline the Town’s policy framework and strengthen overall governance.

Phase 3 – Policies Requiring Review Only

The final phase will address policies that remain relevant and effective but require formal review to satisfy governance and policy maintenance requirements. No substantive policy changes are anticipated during this phase.

Conducting the review in phases will provide Council with a structured and manageable approach to updating, maintaining, and modernizing the Town’s policy framework while improving overall policy governance and accountability.

ANALYSIS:

Impacts and implications can be summarized as follows:

ALIGNMENT:

The recommended option aligns with the Town’s following core guiding documents as follows:

PUBLIC PARTICIPATION GOAL:

The desired level of public participation for the recommended option is:

• Inform
• Consult
• Involve
• Collaborate
• Empower
• N/A

TIME CRITICAL:

Several policies may require review and consideration prior to the municipal election and the commencement of the next Council term in November 2026. The proposed review is long overdue, as many policies have not been reviewed in accordance with their established review schedules. Completing the review through a phased approach will support an effective and up-to-date policy framework for the incoming Council.

CONCURRENCE:

REVIEWED BY:

ATTACHMENTS:

None.