| General Administration | Effective Date: July 1, 2010 |
| Topic: Administration | Replaces: |
| Subject: Website Operating Rules | Policy No. B.1.08. |
The website requires the commitment of all management staff to remain current and useful. The site should be reviewed at least annually by the CAO and the Management team.
The website should be the primary method of providing orientation for new Board members. Accordingly a detailed review of content should occur by the CAO and the appropriate members of the Management Team every four years and prior to the establishment of a new Board.
The Director of Integrated Social Services will assign the task of confirming that web links are live to the Integrated Program Assistants who will perform a link review every six months. Repairing site linkages will be the responsibility of the appropriate management person for that portion of the site.
| Sub-section | Responsibility Centre |
|---|---|
| Administration | |
| Message from CAO | CAO |
| Board Minutes | Executive Assistant as minutes are approved |
| Board Correspondence | Executive Assistant adds documents as identified by CAO |
| Board Member Contact Info | Executive Assistant |
| Staff Contact Info | Executive Assistant |
| Finance Information | Director of Finance & Administration |
| Human Resources | HR Support and Executive Assistant |
| Policies and Procedures |
Executive Assistant adds Governance and General Administration Manual documents as identified by CAO. Program Policies and Procedures must be kept current by the assigned Management staff. Emergency Medical Services - Chief of EMS Children's Services/Ontario Works/Social Housing - Director of Integrated Social Services |
| Legislation | CAO |
| Service Area | IT Manager makes changes on request of CAO |
| Website links | Executive Assistant on request of CAO |
| Provincial Issue Reports | Adding items is automated but CAO to delete irrelevant items annually |
| Press releases and events | Executive Assistant adds documents as identified by CAO. CAO deletes items more than six months old. |
| General Reports | |
| Quarterly CAO Activity Reports | Executive Assistant adds reports on direction of CAO |
| Statistics | Reports generated by assigned Management person. Executive Assistant adds reports on direction of CAO |
| Issue Reports | Reports identified by members of Management Team. Added by Executive Assistant after approval by CAO. New reports to be brought to the attention of the Board by the CAO with commentary. |
| Emergency Medical Services | |
| All sections except Reports/Statistics | Chief of Emergency Medical Services |
| Reports/Statisitcs | Reports generated by Chief of EMS. Executive Assistant adds reports on direction of CAO |
| Children's Services | |
| All sections except Reports/Statistics | Director of Integrated Social Services or assigned to appropriate Program Supervisor |
| Reports/Statisitcs | Reports generated by Director of Integrated Social Services. Executive Assistant adds reports on direction of CAO |
| Ontario Works | |
| All sections except Reports/Statistics | Director of Integrated Social Services or assigned to appropriate Program Supervisor |
| Reports/Statisitcs | Reports generated by Director of Integrated Social Services. Executive Assistant adds reports on direction of CAO |
| Social Housing | |
| All sections except Reports/Statistics | Director of Integrated Social Services or assigned to appropriate Program Supervisor |
| Reports/Statisitcs | Reports generated by Director of Integrated Social Services. Executive Assistant adds reports on direction of CAO |
Note:
The only portions of the website which will be password protected will be the Board members and Staff section. Board members password will allow them to see all portions of the website.
Board correspondence will be reviewed by the CAO prior to inclusion on the Correspondence section of website. Items should include:
This material may be accompanied by a contextual commentary from the CAO. Board members may request a further discussion at the next Board meeting if they feel action or discussion is warranted. A copy of all materials distributed between meetings should be posted in the Correspondence section of the Website.
Issue reports will be posted in the Issue Reports section as they are identified. This material may be accompanied by a contextual commentary from the CAO. Board members may request further discussion at the next Board meeting
Correspondence will be deleted from the Board website yearly but the five full prior years correspondence will remain on the site.
Board Minutes and Statistics will be maintained on the website indefinitely.
The Finance portion of the website should have at least seven years of Budgets, Audits and Apportionments.
Any significant changes to website documents will be brought to the Board's attention by the CAO by e-mail.
The IT Manager will assist and provide leadership on the systems aspects of website maintenance, linkages and navigation.
The IT Manager in conjunction with external resources will assist with website redesign.
The IT Manager will be involved in any changes to the navigation bars to ensure overall site consistency.
In order to ensure the readability of the site by a majority of viewers the font will be uniform whenever technically possible. Arial 12 is the default font.
