C001-01
Policy Framework Policy
Purpose of this policy
2 This Policy provides guidance for developing, classifying and categorizing Policy Documentsfor the City of Abbotsford. In addition, this document is intended to provide a framework that will encourage consistency, control, clarity and quality in the development, approval and Review processes associated with policy.
Application
3 This Policy applies to all Council Policies, Administrative Policies and Corporate Procedures developed and Reviewed which relate to Council and City staff.
Interpretation
4 (1) Schedule “A” contains definitions of terms used in this Policy.
(2) Unless otherwise provided in this Policy, words and phrases used herein have the same meanings as in the Community Charter, S.B.C. 2003, c. 26, Local Government Act [RSBC 2015] c. 1, R.S.B.C. 2015, c. 1, and Interpretation Act, R.S.B.C. 1996, c. 238, or as the context and circumstances may require.
(3) A reference to a statute refers to a statute of the Province of British Columbia, and a reference to any statute, regulation or Bylaw refers to that enactment, as amended or replaced from time to time.
(4) Words in the singular include the plural and gender specific terms include both genders and corporations.
(5) Headings in this Policy are for convenience only and must not be construed as defining, or in any way limiting the scope or intent of this Policy.
(6) If any part of this Policy is held to be invalid by a court of competent jurisdiction, the invalid part is severed and the remainder continues to be valid.
Definitions
5 In this policy
"Administrative Policy" means a general statement outlining principles, philosophies or intentions, usually having an internal focus. Administrative Policies enable Council to achieve its objectives in alignment with Council Policies.
"Best Practice" means a generally accepted industry standard technique, method or process that has been proven over time to demonstrate desirable outcomes.
"Categorization" means the type of Policy or Guideline according to its level, content and purpose. The category assigned by the Policy Officer will be Council Policy, Administrative Policy, or Corporate Procedure.
"City" means the City of Abbotsford.
"City Manager" means the chief administrative officer for the City, appointed under the Section 147 of the Community Charter; or a designate.
"Classification" means the division of policy according to the content and limitations of the policy.
"Consultation" means the compulsory process of meeting with identified, relevant stakeholders which takes place prior to and during development of any Policy Document,
"Corporate Procedure" means a document that supplements Council and Administrative Policies and documents the methods, actions, and steps required to support, a particular policy as well as to complete a function or task. May be relevant to more than one department, or be work specific.
"Council" means the Council of the City.
"Council Policy" means a general statement outlining strategic directions and/or adherence to statutory or other corporate requirements, which usually has an external focus; and directs decision-making in areas affected by the Policy Document.
"Departmental Procedure" means a description of the specific steps required to complete a task or function. An Departmental Procedure provides "how to" instructions and may outline responsibilities for task achievement, contain timelines, flow charts, list documentation and approvals required.
"Endorsement" means the agreement of a Policy Document by the City Manager, prior to receiving Formal Approval by the appropriate body or person.
"Formal Approval" means the official approval of a Council Policy by Council, or in the case of an Administrative Policy or Corporate Procedure by the City Manager, or in the case of a Departmental Procedure by the appropriate department head.
"Guideline" an informal document that provides further guidance for a specific task or process and are detailed documents of "how to".
"Policy Document" means those documents categorized as Council Policy, Administrative Policy or Corporate Procedure.
"Policy Drafter" means the person assigned the responsibility to draft or amend a Policy Document.
"Policy Officer" means the City's Corporate Officer or his/her designate who is responsible for performing final checks of the Policy Document prior to submission for Final Approval, once the Policy Document has been developed or Reviewed.
"Policy Owner" means the General Manager who has functional responsibility and accountability for administering the Policy Document, as well as who is responsible for ensuring the Policy Document is adhered to once it has been approved.
"Review" means the agreement to the Policy Document by the appropriate committee, director, manager, or Senior Management Team, prior to receiving Endorsement by the City Manager.
"Senior Management Team" means the City's group established the “senior management team” which is comprised of senor staff.
"Template" means the documents that provide the pattern for all Council Policies, Administrative Policies, and Corporate Procedures.
Guiding principles
6 (1) A policy is a deliberate system of principles to guide decisions and achieve rational outcomes. It describes what is to be done and must be consistent with overall goals and strategic directions of the organization. A policy is a statement of intent, and is implemented as a procedure or protocol. The City has two types of policies: Council and Administrative.
(2) A procedure is a specific set of instructions that guide who, when, how and where to complete a specific task or process. The City has two types of procedures: Corporate and Departmental.
Stages of policy development
7 The five stages of policy development are:
(a) Needs Identification: includes describing the issue to be addressed, seeking authority to proceed, and selection of the appropriate policy level which will contribute to achievement of Corporate/Strategic Plan objectives.
(b) Policy Development: includes the identification of appropriate stakeholders, commencement of the Consultation process, gathering relevant background information, drafting the Policy Document using the prescribed Template and incorporating feedback.
(c) Policy Consideration and Approval: includes notifying the appropriate stakeholders of the requirement to Review the Policy Document, presenting the Policy Document for Review and Endorsement, and submitting the Policy Document for consideration and Formal Approval.
(d) Policy Implementation: the final stage of the policy development process. It is ongoing and includes such activities as activating the Policy Document, notification, distribution, awareness and education.
(e) Policy Review: schedule for ongoing policy Review. During the drafting stage, consideration will be given to appropriate timelines for Review of the Policy Document. The Review date will be incorporated into the Policy Document and the Review schedule will commence once implementation has occurred.
Compliance
8 Policies must comply with all relevant legislation (i.e. Community Charter and Local Government Act, Occupational Health and Safety Regulation, Council resolutions, City bylaws, and/or the Corporate Strategic Plan).
Consistency
9 Terminology used in the Policy Document should reflect that used in the legislation, if appropriate. Use of the prescribed Policy Development Guidelines and Template will ensure consistency of format, content and process.
Policy format
10 Policy Documents should include some or all of the following sections as appropriate, and may include other sections:
Clarity
11 There are two aspects relating to clarity in the development of Policy Documents. They are:
(a) Clarity of Writing: All Policy Documents will contain plain, clear, concise wording, enabling a wide range of users to understand the content. Where prescribed terminology is used (eg. extracted from legislation) a clear description of the terminology should be contained in the Definitions section of the policy to allow cross-referencing and comprehension.
(b) Clarity of Approval: All Policy Documents will clearly state where responsibility for final approval lies and when approval was formally given.
Categorization and classification
12 (1) Policies that have, or are driven, by an external focus, with financial or legal implications or which guide Council's decision, that provide direction towards achieving strategic objectives, are based on legislative responsibilities, or relate to the provision of service to the community, are categorized as “Council Policies”. A Council Policy must be approved through a Council resolution.
(2) Policies that have, or are driven, by an external focus, which do not have financial or legal implications or do not guide Council's decision, that provide direction towards achieving strategic objectives, are based on legislative responsibilities, or relate to the provision of service to the community; or with an internal focus that relate to attitudes, philosophies and intentions that are city-wide are categorized as “Administrative Policies”. An Administrative Policy will be approved by the City Manager.
(3) Procedures that supplement Council and Administrative Policies and document the methods, actions, and steps required to support, a particular policy as well as to complete a function or task are categorized as “Corporate Procedures”. An Corporate Procedure will be approved by the City Manager.
(4) Procedures that are relevant to one (1) department, or are work specific are categorized as “Departmental Procedures”. Departmental Procedures may be relevant to more than one (1) department. Departmental Procedures will be approved by the appropriate department General Manager.
(5) Classifications will be assigned by the Policy Officer from the predefined list after Categorization.
Policy owner
13 A Policy Owner will be designated for Council Policies, Administrative Policies and Departmental Procedures. The Policy Owner will bear responsibility for regular Review of the Policy Document; and for incorporating required changes, as well as assessment of the Policy Document to determine the following:
(a) Whether the intent of the Policy Document differs from the original document.
(b) Whether Formal Approval needs to be sought.
(c) Who needs to be notified/educated subsequent to the approval or revision.
Other policies
14 (1) It is the responsibility of the Policy Drafter to assess any areas of overlap, contradiction, or integration with other existing or draft Policy Documents, and to discuss these issues with the Policy Owner(s)of the affected documents. This check needs to consider the various levels (i.e. categories) of policies,
(2) References to related policies must be stated within the Policy Document.
Policy review
15 (1) All Policy Documents should be Reviewed on a three (3) year rotation, at minimum, to ensure compliance with legislation and applicability for the organization; it is the Policy Owner's responsibility to ensure this is done.
(2) It is the responsibility of the Policy Officer to record and ensure inclusion of this information in the Policy Document.
Policy amendments
16 (1) Amendments will be consolidated into the current version of the Policy Document; and an amendment page will list all amendments made.
(2) The Policy Owner may approve minor updates that do not change the intent of the Policy Document.
Policy currency
17 (1) The printed version of each Policy Document will be verifiable as the current version, while electronic versions will be available for convenience and information only.
(2) A printed document purporting:
(a) to be a copy of a Policy Document consolidated under this Policy; and
(b) to be printed by authority of the City Clerk;
is proof, in the absence of evidence to the contrary, of the original Policy Document, of all Policy Documents amending it, and of the fact of passage of the original and all amending Policy Documents.
Waiving of requirements
21 (1) Council may waive a Council Policy or choose not to comply.
(2) The City Manager may waive an Administrative Policy or Corporate Procedure or choose not to comply.
Henry Braun, Mayor
Katie Karn, Acting City Clerk