Code of Conduct

Purpose

The FFPL Board is committed to governing the FFPLTC in a fair and respectful manner. FFPL Board members understand that the FFPLTC is a beloved and trusted community institution. They believe strongly that good governance ensures the FFPLTC is stewarded in way that reflects that trust. The FFPL Board recognizes Part v.1 of the Municipal Act, 2001 as an indicator of best practices, and while they are not required to adhere to these sections, has developed the following Code of Conduct in keeping with O.Reg 55/18.

Applicability of the Policy

This Code of Conduct only applies to community members appointed to the Board. Councillors appointed as a part of their duties on Council are governed by By-law 04/19, being a by-law to adopt a Code of Conduct for Members of Council, Local Boards and Committees of the Corporation of the Town of Fort Frances.

Fair and Respectful Conduct

FFPL Board members will at all times behave respectfully towards fellow FFPL Board members, FFPLTC staff, and members of the public.

Gifts, Benefits, and Hospitality

1. FFPL Board members will remain free from any improper influence, or the appearance of improper influence, in the performance of their duties
2. When outside individuals or organizations give Members gifts in connection to their position at the Library, they will only accept gifts that:
   1. Are infrequent and the value is reasonable
   2. Arise out of activities or events related to the Member's official duties
   3. Are within the normal standards of courtesy, hospitality or protocol
   4. Do not compromise or appear to compromise the integrity of the Member or the Library
3. An example of an appropriate gift, benefit, or hospitality for a member to accept would be an invitation to a Strategic Launch party where dinner is provided, where the organization is a partner. An example of an inappropriate gift, benefit, or hospitality for a member to accept would be an invitation to dinner from a company that is looking to do business with the Library.

Confidential Information

FFPL Board members will keep confidential information disclosed to them by virtue of their role as a FFPL Board member. This includes but is not limited to information covered under the Municipal Freedom of Information and Privacy Protection Act and the Municipal Act, for instance:

1. The security of FFPLTC property
2. Personal matters about an identifiable individual, including FFPLTC Staff
3. A proposed or pending acquisition or disposition of land
4. Labour relations or employee negotiations
5. Litigation or potential litigation, including matters before administrative tribunals, affecting the FFPLTC
6. Advice that is subject to solicitor-client privilege, including communications necessary for that purpose
7. A matter in respect of which the FFPL Board may hold a closed meeting under another Act
8. Information explicitly supplied in confidence to the FFPL Board by Canada, a province or territory or a Crown agency of any of them
9. A trade secret or scientific, technical, commercial, financial or labour relations information, supplied in confidence to the FFPL 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
10. A trade secret or scientific, technical, commercial or financial information that belongs to the FFPL Board and has monetary value or potential monetary value
11. 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 FFPL Board.

Use of FFPLTC property

FFPL Board members shall only use FFPLTC facilities, equipment, supplies, services, staff or other resources for the business of the FFPLTC or as a regular library user.

Accountability

1. The FFPL Board is responsible for adhering to this policy and holding one another accountable.
2. Concerns regarding FFPL Board member conduct or undisclosed conflicts of interests should be forwarded to the CEO. Concerns regarding Councillor conduct should follow the complaints procedure outlined in By-law 04/19.
3. A complaint should be a detailed and thorough account of the FFPL Board member’s behaviour and the complainants concerns.
4. The CEO will forward the complaint to a third party investigator. The third party investigator will be either a lawyer or someone with access to legal advice.

References

Adapted from Toronto Public Library’s Board Member Code of Conduct Policy