Public Notice Policy

1. Accessible Manner means compliant with the requirements of the Accessibility for
   Ontarians with Disabilities Act, 2005 (AODA) and other related legislation;
2. Act means the Municipal Act, 2001, S.O. 2001, c. 25, as amended from time to time;
   1.3. CAO means the Chief Administrative Officer of The Corporation of the Town of
   Collingwood;
3. Clerk means the Clerk of The Corporation of the Town of Collingwood;
4. Council means the Council of The Corporation of the Town of Collingwood;
5. Newspaper means a local printed or online publication, intended for general
   circulation, published regularly, consisting in great part of news of current events of
   general interest and sold or provided to the public and to regular subscribers;
6. Plain Language means written in such a way as to be clearly understood by
   members of the general public, avoiding the use of jargon or complicated language
   wherever possible;
7. Published means published in a Newspaper that, in the opinion of the Clerk, has
   such circulation within the Town of Collingwood as to provide reasonable notice to
   those affected thereby, and "publication" has a corresponding meaning;
8. Social Media refers to The Corporation of the Town of Collingwood’s official
   accounts on internet-based technologies and sites specifically designed for the
   public dissemination of information, news, opinion, and other matters of interest in a
   freely available manner. These include (but are not limited to) Facebook, Twitter,
   Instagram, and YouTube;
9. Town means The Corporation of the Town of Collingwood;
10. Website refers to the Town’s official website. (www.collingwood.ca)

This policy applies to the giving of public notice by the Town and is prepared in accordance with section 270(1)(4) of the Act. The Act requires that all municipalities adopt and maintain a policy with respect to: “the circumstances in which the municipality shall provide notice to the public and, if notice is to be provided, the form, manner and times notice shall be given.”

The purpose of this policy is to allow for the giving of notice to the public for matters of municipal interest and permit them sufficient time with which to respond through petition, delegation or other such manner of public engagement.

No part of this policy is intended to interfere with or otherwise override other provisions for giving notice, whether statutory, regulatory or indicated in another Town by-law.

This policy applies to all forms of public notice provided by the Town; excepting those otherwise prescribed in the Act, other legislation, regulation or Town by-laws.

1. The Town shall be required to give notice in relation to the subjects described in Appendix A, attached hereto, in the manner described therein, unless:
   • Alternative notice is prescribed by applicable legislation, regulation or Town by-laws, in which case those provisions shall supersede this policy;
   • Council directs that alternative notice is to be given as deemed appropriate in the circumstances; or,
   • The Clerk, in consultation with the Mayor, determines that a matter is considered to be of an urgent or time sensitive nature that fulfilling the prescribed requirements of this policy could reasonably be determined to interfere with the interests of public safety and/or good governance.
2. This policy sets out minimum requirements. Nothing in this policy shall prevent the Town from providing additional notice or exceeding the provisions of this policy by any means deemed appropriate.
3. Where consideration of a matter is deferred to a future date by Council at the meeting specified in the notice, and where appropriate notice has already been given, no additional notice shall be required.

1. Unless otherwise prescribed by the Act, other legislation, regulation or Town by-laws, where notice to the public is to be given, the form of the notice shall include the following information:
   • A general description of the matter under consideration;
   • Specific reference to the applicable section of legislation, regulation or Town by-law;
   • Where the matter is related to specific lands within the municipality, sufficient information with which to identify them generally, such as a key map, address, intersection, or legal description;
   • The purpose of any public meeting required to be held as well as the date, time and location of said meeting;
   • Where written submissions may be made or delegations for the purpose of providing an oral submission can be registered, the name and title of the person who will receive them, the means in which comments may be submitted on the issue and, the deadline for receiving such comments;
   • A means for obtaining the notice in an accessible manner.
2. Where public notice is deemed necessary and is not prescribed by the Act, other legislation, regulation or Town by-laws, notice shall be provided in one or more of the following manners at least one (1) week prior to the matter’s consideration, as deemed appropriate by the head of the originating department:
   • Email or other means of electronic communication;
   • Publication of electronic agendas; 
   • Posting to the Town’s website;
   • Publication in a newspaper;
   • Direct mail delivery;
   • Radio advertisement;
   • Public posting at Town Hall and other public municipal facilities;
   • Posting on social media; provided at least one other form of public notice is issued.
3. Where the Act or other legislation, regulation or Town by-law requires that public notice be provided, but no specific manner of notice is described, the notice shall be:
   • Posted to the Town’s website and at least one social media account a minimum of one (1) week prior to the matter being considered; and
   • Published in a newspaper a minimum of one (1) week prior to the matter being considered.

1. Upon the declaration of a state of emergency by the Town, the County of Simcoe, and/or the Province of Ontario under s 7.0.1 (1) of the Emergency Management and Civil Protection Act, or any other circumstance that is considered to be of an urgent or time sensitive nature, or which could reasonably be construed to affect the health or well-being of the residents of the Town, the notice requirements of this policy may be waived at the direction of the Clerk, CAO or relevant Department Head.
2. Best efforts should be made to provide as much notice as is deemed reasonable under the circumstances.

1. Wherever possible, public notice should be written in plain language in a manner that promotes openness and engagement from members of the public.
2. Public notices provided for under the requirements of this policy should be written in accordance with the provisions of the Town’s Corporate Communications Protocol. 
3. Public notices provided by means of social media should be written in accordance with the provisions of the Town’s Social Media Policy.

*Nothing within this policy shall preclude additional notice periods or use of alternative formats such as social media outlets if deemed desirable by Council and/or Staff.