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Policy Development and Review Page 1 of 4
Policy Title: Policy Development and Review
Date adopted by Council: January 24, 2023
1. POLICY STATEMENT
The Town of Lunenburg will operate a standardized system of developing, recording,
approving, distributing and reviewing policies and procedures. Policies and procedures
should be current, functional and readily accessible to the public.
Policies and procedures ensure that a point of view held by the Town of Lunenburg is
translated into steps that result in an outcome compatible with that view and that policies
are being met through the day-to-day operations of staff.
2. PURPOSE
The purpose of this policy is to clarify the roles and responsibilities of Council and staff
with respect to policy development, implementation, evaluation, and review of policy
effectiveness.
Policies and administrative procedures are to be written in a manner so that the intent of
each may be known, understood and implemented correctly and completely.
3. SCOPE
This policy applies to all Town of Lunenburg policies and procedures.
4. DEFINITIONS
"Administrative Procedures" means specific written processes that operationalize a
policy; and are developed by the Town's Management Team. Procedures that are
created, amended or deemed to be obsolete require the approval of the Chief
Administrative Officer.
"Policy" means the commitment and direction of Council regarding matters of
governance, public service, programs and standards of performance for the Town,
based on Council's values, priorities and strategic direction. A Council resolution is
required to approve Council policies that are created, amended or rescinded.
Policy Development and Review Page 2 of 4
5. RESPONSIBILITIES
Council
Council will:
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Consider key issues for policies and direct action to create policy recommendations.
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Ensure policies address issues within the realm of governance, such as, but not limited
to legal liability, financial accountability, functions of Council and the public image of the
Town of Lunenburg and its Council.
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Approve new policies, policy amendments and the rescinding of policies.
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Review existing Council policies at least once every four years.
Chief Administrative Officer (CAO)
The CAO will:
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Ensure policies and accompanying administrative procedures are reviewed every four
years from the date adopted by Council.
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Approve administrative procedures which accompany policies.
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Review administrative procedures and receive feedback from those affected to ensure
continued relevance and effective implementation.
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Implement or delegate the implementation of policies and administrative procedures to
those best suited to undertake the implementation.
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Consider key issues for policies and prepare options and recommendations for Council
to review.
Department Directors and Managers
Department Directors and Managers will:
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Implement policies.
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Review all policies and procedures, in respective areas of responsibility, to ensure they
are current and prepare amendments when required.
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Conduct research on the policy issue.
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Identify the need for the creation of a policy and procedures.
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Advise the Municipal Clerk of proposed new and amended policies.
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Submit proposed or amended policies to the CAO for submission to Council for review
and approval.
Municipal Clerk
The Municipal Clerk will:
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Facilitate the creation, discussion and research of policies and procedures.
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Provide initial direction, assistance and advice on the format of policies and procedures.
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Ensure proposed or amended policies and procedures conform to a common format.
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Establish, maintain and control the organization of policies.
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Ensure policies receive Council approval.
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Ensure administrative procedures receive approval from the CAO.
Policy Development and Review Page 3 of 4
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Ensure all policies and administrative procedures are published, maintained and
updated on the town's website.
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Ensure copies of policies and administrative procedures are available upon request by
the public, staff and Council members.
6. POLICY AND ADMINISTRATIVE PROCEDURES ORGANIZATION SCHEDULE
With the CAO's approval, the Municipal Clerk will determine and maintain the
categorization and organization of policies and procedures. This categorization and
organization may be amended when required.
7. REVIEW OF POLICIES AND ADMINISTRATIVE PROCEDURES
Policies and accompanying administrative procedures will be reviewed every four years
from the date adopted by Council unless there is a legislative requirement for a policy to
be reviewed earlier. Council or staff may also request to review a specific policy if it is
deemed to no longer be meeting or fulfilling its original purpose or intent.
The Municipal Clerk will notify departments in a timely manner when a policy is due for
review, however, it is up to affected directors and/or managers to bring forward policies
for review and, if applicable, amendment by Council, and administrative procedures for
review and, if applicable, amendment by the CAO.
8. GENERAL
In the event of an emergent situation or any other situation where it is in the best interest
of the Town to do so, the CAO may take immediate action on a policy matter in the
absence of any specific policy that precisely addresses the particular situation.
All policies and procedures shall be consistent with relevant federal and provincial
government legislation and related regulations as well as Town bylaws and policies.
Policy Development and Review Page 4 of 4
TOWN OF LUNENBURG
Clerk's Annotation for Official Policy Book
Policy: Policy Development and Review
Date of Notice to Council: January 10, 2023
Date of Adoption: January 24, 2023
I certify that this Policy was adopted by Council as indicated above.
__________________________
Municipal Clerk
Date: January 25, 2023