Accountability and Transparency

We share information about our actions and decisions to build and maintain trust. We are responsible for our choices and we want you to know that your voice is heard as we work together for the community's well-being.

Privacy

Privacy statement: We will adhere to all applicable legislation regarding privacy and freedom of information. The City of Kingston is subject to Ontario's Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. M.56 ("MFIPPA"), as amended and other privacy legislation. Users should be aware that personal and other information contained in posts, messages and comments directed to the City of Kingston are subject to MFIPPA and may be released under this legislation. The anonymity or confidentiality of the sender and any information contained within the correspondence cannot be presumed or relied upon.

Freedom of information

The Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) in Ontario grants individuals the right to access records of information, including their own personal data, held by a local government institution.

The City Clerk and The Corporate Records and Information Officer have been delegated the responsibility to act as the Heads of the City with respect to MFIPPA.

Request information access

If you would like to make a formal access to information request under MFIPPA, you need to submit a written request using the MFIPPA Access/Correction Form.

There is a $5 application fee to make a MFIPPA request. Depending on your request, additional fees may also be applicable. The Act and its regulations outline the rules for fee payment and the specific amounts.

The City is required to make a decision or request an extension within 30 days from receiving a formal request.

Personal information requests

When you request your own information, it is called a "Personal Information Request". There could be fees for these requests, such as:

- Application fee: $5 (paid when you submit your request)
- Photocopying: $0.20 per page
- Computer programming: $15 for each half-hour if needed to develop a program to retrieve information
- CD or Memory stick: $10

General information requests

If you are requesting information about someone else or about a City program, it is called a "General Information Request". These requests have different fees compared to personal information requests, and the fees for general information requests are:

- Application fee: $5 (paid when you submit your request)
- Search time: $7.50 for every 15 minutes needed to find records
- Record preparation: $7.50 for every 15 minutes required to get records ready for you
- Photocopying: $0.20 per page
- Computer programming: $15 for each half-hour if a program is needed to get the information
- Disks: $10 for each disk
- You will get an estimate if the fees are expected to be more than $25. If the estimated fees are $100 or more, you might need to pay a 50 per cent deposit.

Other Fees:

- N.S.F. (Non-Sufficient Funds) cheques: $25
- Appeals - General: $25
- Appeals - Personal: $10

Mayor’s special powers and responsibilities

The Mayor has had special responsibilities outlined in the Municipal Act. You can see all Mayoral Decisions on Open Data Kingston.

The Municipal Conflict of Interest Act requires the Mayor to disclose any financial interests when using specific powers and duties. This disclosure involves submitting a written statement of interest to the City Clerk, specifying its general nature. The Mayor cannot use their authority in such matters and must refrain from attempting to influence decisions related to them.

Powers Mayor may delegate

The following powers that the Mayor can delegate:

- Appoint and remove the Chief Administrative Officer and heads of organizational units
- Decide how the City's administration is organized
- Form committees of Council and appoint their chairs and vice-chairs

Powers Mayor cannot delegate

The following powers that cannot be delegated:

- Present matters to Council or veto bylaws if the Mayor believes it supports a Provincial Priority
- Create the budget and present it to Council, subject to Council's changes, Mayoral veto, and a Council override process
- Give written directions to City staff

Pecuniary interest registry

We are required by the Municipal Conflict of Interest Act to maintain a registry of Council members' declarations of financial interests, which includes written statements.

Pecuniary interest or financial interest data is now available on Open Data Kingston. This platform offers customization options for viewing and interacting with the data, such as filtering, searching and mapping it according to your preferences.

Code of conduct

Our Council, and staff are actively working to enhance transparency, accountability and openness, consistent with provincial goals for accessible and understandable municipal governance.

We have established a Code of Conduct for council members and an independent Integrity Commissioner has been appointed to oversee its enforcement.

The Integrity Commissioner provides accountability services to us.

Accountability services of the Integrity Commissioner to the City

The Integrity Commissioner:

- Provides advice on the application of the Code of Conduct, City policies, complaint procedures, and the Municipal Conflict of Interest Act, addressing inquiries regarding potential violations.
- Conducts inquiries into alleged breaches of the Code of Conduct and the Municipal Conflict of Interest Act, either as directed by Council or independently.
- Guides Council members, upon request, regarding their responsibilities under these regulations.
- Offers opinions on policy issues and presents reports to our Council on ethics and integrity concerns.
- Delivers educational resources and training on ethics and integrity matters to council, members, and the public.
- Provides general information to the public on the Code of Conduct, the complaint process and available complaint resolution services.
- Maintains the integrity commissioner's complaint and inquiry records, transferring open files for ongoing matters to the next Integrity Commissioner upon completing their term.
- Provides additional services related to ethics and integrity as delegated by our Council or required by the Municipal Act, 2001.

Complaint protocol

Any person who believes a member has violated the Code of Conduct or the Municipal Conflict of Interest Act may submit a written complaint. The complaint should be signed, dated, and include:

- Identifiable individual as the complainant
- Reasonable and probable grounds supporting the allegation of a member's violation of the Code of Conduct or the Municipal Conflict of Interest Act

City Council or a committee of Council can also file a complaint by passing a resolution to request an inquiry by the Integrity Commissioner.

Learn more about the Complaint Procedures.

Informal complaints

Informal complaints offer a way to address behaviour or activities that might breach the Code of Conduct. Parties involved are encouraged to consider the Integrity Commissioner as a potential mediator or conciliator to help resolve the issues related to a complaint.

Formal complaints

For detailed information on how formal complaints are handled, please refer to the complete complaint protocol. When you are submitting a formal complaint, be sure to include the following details:

- Name of the municipality
- Complainant's name, mailing address, telephone number, and email address
- Nature and background of the specific incident
- Any steps taken, if any, to address the issue
- Any additional relevant information

Closed meetings

The Municipal Act, 2001, requires that municipal councils and committees, with some exceptions, conduct their business in an open and public forum.

According to the Act, there are a few reasons why a meeting or part of a meeting of Council or a committee of Council may be closed to the public.

Reasons for a Closed Meeting

The security of the property of the municipality or local board;
Personal matters about an identifiable individual, including municipal or local board employees;
A proposed or pending acquisition or disposition of land by the municipality or local board;
Labour relations or employee negotiations;
Litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board;
Advice that is subject to solicitor-client privilege, including communications necessary for that purpose;
A matter in respect of which a council, board, committee or other body may hold a closed meeting under another Act;
Information explicitly supplied in confidence to the municipality or local board by Canada, a province or territory or a Crown agency of any of them;
A trade secret or scientific, technical, commercial, financial or labour relations information, supplied in confidence to the municipality or local board, which, if disclosed, could reasonably be expected to prejudice significantly the competitive position or interfere significantly with the contractual or other negotiations of a person, group of persons, or organization;
A trade secret or scientific, technical, commercial or financial information that belongs to the municipality or local board and has monetary value or potential monetary value;
A position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board;
If the meeting is held for the purpose of educating or training members and that at the meeting no member discusses or deals with a matter that may materially advance the business of Council or the committee.

Any person can request an investigation to determine if the City of Kingston, during a Council or committee meeting, or a local board meeting, has followed the closed meeting regulations as per the Municipal Act or the Council Procedural Bylaw.

Sign up/log in to MyKingston to complete your application online and ensure we can fulfill your request effectively. Require an alternate format? You can Contact Us.

Request an investigation

Once submitted the form is forwarded to the City’s closed meeting investigator, Aird & Berlis LLP. They are authorized to conduct any investigations arising from a complaint about meetings or parts of meetings closed to the public. The investigator assesses compliance with the Municipal Act or the Council Procedural Bylaw and reports the investigation's findings.