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TOPIC:
Policy Review Policy
POLICY NUMBER: 54
DATE APPROVED: December 9, 2025 (Min#2025-164)
DATE REVISED:
I certity this to be a true copy of the Policy Review Policy as adopted by the Municipal Council of Antigonish County at a Public Meeting held on December 9, 2025.
Shubn Donoce
Shirlyn Donovan CAO
## Title
- 1 The title of this policy is the Policy Review Policy for the Municipality of the County of Antigonish.
## Policy Statement
- 2 The Municipality of the County of Antigonish will operate a standardized system of reviewing policies. Policies should be current, functional and readily accessible.
## Purpose
- 3 The purpose of this policy is to clarify the roles and responsibilities of Municipal Council and staff with respect to policy implementation, evaluation, and review of policy effectiveness. This policy also establishes a structured, inclusive, and equitable process for reviewing and updating organizational policies. This process ensures that all policies remain relevant, legally compliant, effective, and reflective of the organization's commitment to equity, diversity, anti-hate, and anti-racism principles.
## Scope
- 4 This policy applies to all policies of the Municipality of the County of Antigonish.
## Definitions
- 5 In this Policy, the following definitions apply:
- a. "Standard Operating Procedures" means specific written processes that operationalize a policy, and are developed by the Municipality's Senior Leadership Team. Procedures that are created, amended or deemed to be obsolete require the approval of the Chief Administrative Officer.
- b. "Municipality" means the Municipality of the County of Antigonish.
- c. "Policy" means the commitment and direction of Municipal Council regarding matters of governance, public service, programs and standards of performance for the Municipality, based on Municipal Council's values, priorities and strategic direction. A council resolution is required to approve Municipal Council policies that are created, amended or rescinded.
## Responsibilities - Council
- 6 Council Will:
- a. Review and approve new policies, policy amendments, and the rescinding of policies.
## Responsibilities - Chief Administrative Officer (CAO)
- 7 The CAO or designate will:
- a. Ensure policies address issues within the realm of governance, such as, but not limited to legal liability, financial accountability, and functions of the Municipality and its Municipal Council.
- b. Approve standard operating procedures that accompany policies.
- c. Review standard operating procedures and receive feedback from those affected to ensure continued relevance and effective implementation.
- d. Implement or delegate the implementation of policies and administrative procedures to those best suited to undertake the implementation.
- e. Consider key issues for policies and prepare options and recommendations for Council to review.
## Responsibilities - Department Directors
- 8 Department Directors will:
- a. Implement policies and procedures:
- i. Ensure that their staff are aware of policies and procedures
- ii. Identify and work with the CAO to arrange staff training to facilitate the implementation of policies and procedures.
- b. Review all policies and procedures, in respective areas of responsibility, to ensure they are current and prepare amendments when required.
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- c. Conduct research on the policy issue.
- d. Advise the Municipal Clerk of amended policies.
- e. Submit amendments to policies to the CAO for submission to Council for review and approval.
## Responsibilities - Municipal Clerk
- 9 The Municipal Clerk will:
- a. Ensure that policies conform to a common format.
- b. Establish, maintain and control the organization of policies.
- c. Ensure policies receive Council approval.
## Responsibilities - Employees
## 10 Employees will:
- a. Implement and follow policies, and provide feedback to their Director on policies that impact them directly.
- b. Ensure that they review policies and procedures on a regular basis to refresh their understanding of those documents, and ask any questions of their Director as necessary.
## Policy Review Process
11 The frequency of policy reviews will be as follows:
- a. In January immediately following a regular election, Council will undertake a policy review prioritization session.
- b. Policies will be reviewed at least every four (4) years or sooner if regulatory or operational changes require updates.
- c. New policies will undergo an initial review within twelve (12) months of approval.
## Review Criteria
12 Each policy will be evaluated based on the following:
- a. Legal & Regulatory Compliance.
- b. Alignment with Organizational Values.
- c. Clarity & Accessibility.
- d. Impact Assessment
- e. Implementation Feasibility.
6. 13 A policy review checklist has been developed and is included as Appendix A to this policy.
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## Compliance with Provincial Legislation
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- 14 All policies must comply with the Municipal Government Act (MGA) of Nova Scotia, which governs municipal operations and responsibilities.
## Appendix A - Policy Review Checklist
## Legal & Compliance
- Is the policy aligned with current anti-hate, anti-racism and accessibility laws?
- Has it been reviewed by legal experts for compliance? Does it need to be or are we competent to do so?
- [ ] - Are reporting and accountability mechanisms clearly defined, if applicable?
- [ ] - Does the policy comply with the Nova Scotia MGA?
- [ ] - Does the policy comply with any other relevant provincial and federal legislation?
## Equity & Anti-Racism
- [ ] - Does the policy consider systemic barriers that marginalized groups face?
- [ ] - Does it promote fair and unbiased decision-making?
- [ ] - Are there tools for addressing discrimination, inequity and bias?
## Accessibility & Clarity
- [ ] - Is it available in multiple formats (e.g., plain language, large print, digital)?
- [ ] Does it comply with accessibility legislation and best practices?
- [ ] Is it free from jargon and complex legal language?
## Language & Inclusivity
- Does the policy use gender-inclusive language (e.g., "they/them" instead of "he/she")?
- [ ] Does it avoid ableist, racist, sexist, or colonial terminology?
- [ ] - Does it reflect cultural competency and sensitivity?
## Implementation & Enforcement
- [ ] Are roles and responsibilities clearly defined?
- [ ] Are employees given adequate training on policy changes, if necessary?
- [ ] - Are there clear procedures for addressing non-compliance?
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