Member Code of Conduct

                                                                                                                                                                                                                    

CODE OF CONDUCT

Mission Statement

OMTRA is a member driven association organization committed to educating, providing expertise and advocating in the interests of its membership.

OMTRA Core Values

  • Responsive to our members on matters requiring our knowledge/expertise
  • Fair and equitable in our treatment of our peers and stakeholders
  • A culture that embraces continuous improvement  
  • Undertake our responsibilities with integrity
  • Work in cooperative and collegial manner

Introduction

The Ontario Municipal Tax & Revenue Association’s (OMTRA) primary purposes are to provide information and education to its members.  OMTRA’s membership consists of individuals employed in the fields of municipal assessment, taxation and related revenue streams.

OMTRA members are expected to perform their duties in a manner that maintains and enhances public confidence and trust.   As OMTRA’s primary source of operating income is genarated through public funding, the Association is duty-bound to apply strict fiscal responsibility with respect to its resources and assets.

The Association purpose is to deliver services to the membership.  OMTRA promotes commitment and self-help amongst the membership and provides information and education with the goal of assisting the community to achieve high standards of public service.  With this value in mind, OMTRA members are encouraged to maintain high standards of professional performance and be cognizant and comply with the Association’s Code of Conduct (the “Code”).

The spirit of the code originates from the values espoused by the founders of the Association and affirms the commitment the membership has to their employers and the public. With public service comes an enhanced degree of trust and members are encouraged to commit to high standards of ethical and professional behavior.

The Code’s purpose provides a formal statement of the principles incumbent on the Association’s members that constitutes a requirement and obligation of membership.

Revisions

The Association’s Code of Conduct is a dynamic document meant to reflect changing needs and responsibilities.  Accordingly and as required, the Code will be periodically reviewed and modified to reflect the current environment and the review process will be completed as required.

Definitions

“Association” means the Ontario Municipal Tax & Revenue Association

“Member” means any person holding a valid membership in Ontario Municipal Tax & Revenue Association without regard to the class of membership and or may refer to an employee of the Association whether or not that person is a member of the Association.

 “Board” means the Board of Directors of the Ontario Municipal Tax & Revenue Association

“Board Member” means a member elected to the Board of Directors at the Annual General Meeting each year

“Employee” means an individual who is hired by the Ontario Municipal Tax & Revenue Association to perform duties as directed by the Board and receives remuneration for services

Applications

This Policy applies to all OMTRA members, guests of members, volunteers, students, contractors, consultants, boards and agencies who engage in business with OMTRA or attend OMTRA functions.

ALL MEMBERS RESPONSIBILITIES

Members of the Association are encouraged to high standards of ethical behavior in the course of employment to ensure the reputation and trust in the Association. 

Member Behavior (Professionalism)

Members interact with clients in receipt of Association services and/or programs: community agencies, contractors, suppliers, and the general public on a regular basis and members are expected to conduct themselves in a professional manner in all interactions. OMTRA’s members act as the Association’s ambassadors and as such, are encouraged to reflect a professional image at all times.  Members must also be conscious of the Association’s public duty and are expected to conduct themselves ethically, honestly and with integrity.   

Inappropriate behavior such as offensive pictures, jokes, racial slurs, misuse/abuse of alcohol and other behavior deemed offensive will not be tolerated.

In keeping with the Association’s collegial spirit, members are encouraged to be reasonable and fair in all dealings with other members and resolve any conflict in a mature and professional manner.

Alcohol and Drug Use

Members must abide by applicable laws and regulations governing the possession or use of alcohol and drugs.  The illegal use, sale, purchase, transfer or possession of any restricted or controlled drug, narcotic or any other substance is prohibited at all OMTRA functions.

Inappropriate behavior associated with drugs and/or alcohol at all Association functions may be subject to disciplinary action.

Harassment

Workplace harassment occurs when a member engages in any demeaning or offensive behavior, verbal or non­verbal, which causes the work environment to be stressful, degrading or discriminatory for some members.  The Association is committed to providing members with an environment free from unlawful discrimination or harassment, and promotes an atmosphere that respects the dignity, self-worth and human rights of every individual.

It is the responsibility of all members to create and maintain an environment free from harassment.  No form of harassment, including either sexual or personal harassment, will be tolerated, whether it involves members or members of the public and complaints of harassment will be treated as a serious matter.  

Security of Information

Members must take reasonable steps to ensure that information collected, produced or obtained in the course of their employment, whether in reports, memos, oral communication or electronic format is protected where legislation requires.

No member will knowingly mislead other members, the Board or the public on issues relating to their employment or the Association. 

Fraud/Theft

Fraud is an act committed through deceit, theft or other related conduct.  Fraud and theft deprive employers and the public of assets, property or other resources and negatively impacts and undermines the Association’s reputation. Members are prohibited from engaging in any act of fraud which also includes acts committed with the intent to deceive, misappropriation of assets, property or other resources or misrepresentations of financial or other information to conceal such misappropriation by any means.

Members are obligated to report any instance or suspicion of fraud against the Association to the President of the Association. Confirmed incidents of fraud or theft against the Association will be treated as criminal activity and includes all applicable lawful consequences.

All members are expected to adhere to Association’s internal controls established to prevent fraudulent misconduct.  Members are expected to act honestly and with integrity, maintain objectivity and diligence during their course of employment and service to the public.

Reporting Allegations

In addition to the self-disclosure obligation, any suspected fraud, breach of trust or other wrongdoing by another member must be reported to the President of the Association.  Every effort will be made to protect the confidentiality of such information.  All members are requested to co­operate during an investigation of suspected wrongdoing in relation to any activities outlined in this Code.  Retaliation against someone who is a witness or is involved in such investigations is prohibited.   

Breaches to the Code of Conduct

The Code affirms the Association’s commitment to integrity, objectivity and professionalism in delivering services to the public and its membership.  Maintaining member’s confidence and trust in the Association and its members is a high priority.  The high standards of conduct expressed in this document are intended to ensure that public trust is not compromised. 

Every member is expected to be aware of, and act in compliance with the Code.  Violation of the principles set out in the Code is a serious matter and may result in sanctions and other actions deemed appropriate by the Board, including but not limited to termination of membership. 

Related Obligations (Professional Associations)

Nothing in this Code is intended to conflict with members obligations under other agreements or contracts.  In addition to the Code, members may also be subject to other rules of conduct as part of alternate professional or personal affiliations.  

BOARD, BOARD MEMBERS AND BOARD EMPLOYEE RESPONSIBILITIES

The Association is obligated to ensure that members are aware of the Code.

The Board is accountable for protecting the assets and preserving public trust in the Association. The Association’s Board is responsible for ensuring that adequate internal controls are in place to prevent and detect fraud, theft, breach of trust and instances of conflict of interest committed against the Association.

When a breach of the Code becomes known, the Board will take appropriate action, as deemed appropriate, to ensure the matter is addressed.  The Board may seek legal advice in order to protect all aspects of the Association’s interests.

Use of Association Property and Assets

Board members may not use property, assets or other resources belonging to the Association for personal reasons.  In addition, board members must ensure that property (including cash, cheques documents, inventories and equipment) in their care is properly secured and protected at all times.  

This responsibility extends to the use and security of any association credit cards.  The Association’s website, internet access, electronic mail, voice mail, internal mail and bulletin boards are for Association business and sponsored activities and may not be used otherwise, unless approved by the Board.  Accordingly, Board members using any aforementioned applications to perform Association business may not participate in any inappropriate or unlawful activities.   

Without prior authorization, no board member sell, transfer, or in any way authorize the use of any intellectual property, including copyrighted works, patented inventions or processes and trademarks, belonging to the Association.  

The Association forbids software piracy, defined as using any unlicensed copy of a software package that has not been purchased for the Association’s purposes. It includes taking a copy of a licensed software package for one's own use or passing a copy on to another person for their use.   

Upon termination of service to the Association, board members will relinquish to the Association all drawings, correspondence, documents and all other property belonging to the Association, that were in the board member's possession or control.  

Security of Association Information

As governed by the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), the Association will adopt the restriction imposed by the legislation as if the Association were a municipality.

Information acquired through service or employment with the Association may not be used or disclosed in any personal external activity.   No board member shall benefit, either directly or indirectly, from the use of information acquired during the course of official duties that is not generally available to the public.

All commercial, financial or technical information belonging to the Association, or supplied to the Association having a monetary value to the Association, will be released only when deemed to be in the best interest of the Association and/or to comply with legislative requirements.

Personal information controlled by the Association may be used or disclosed only in compliance with MFIPPA.  

Media and Public Relations

Communications with the media and public will be conducted so that all information originates from the Association’s residing President or an approved spokesperson appointed by the Association‘s Board of Directors.

The Code does not restrict Board members to express personal opinions on matters of general interest.  However, the board member must clarify that the comment is being made in their capacity as a private citizen and not as a representative of the Association.  Similarly Board members must use caution to ensure that the Association’s reputation and its principles are not compromised in any way.

Conflict of Interest

A conflict arises when a board member participates in activities which could advance a personal interest at the expense of the Association’s interests.  Any behavior that is, or could be perceived as a conflict, is prohibited.  

Principles of Conduct for Members of the Executive Board

A board member makes every effort to:

  • Have no financial or other personal interest that is incompatible with the  board member’s assigned duties
  • Disclose no information relating to confidential matters pertaining to the Executive Board
  • Publically support board decisions on any matter on which the Executive Board has voted and received a majority decision
  • Act in a manner that is collegial or respectful to another board member

A board member makes every effort not to:

  • Be obligated to any person/family member, company/agency that might benefit from special consideration or preferential treatment from the board member
  • Be in a position where the board member may derive any direct or indirect benefit or interest from any Association contract.
  • Benefit from the use of information related to the Association that is not generally available to the membership
  • Be involved in activities that may be construed as nepotism as it relates to any Association business
  • Engage in activities or behavior that could be construed as: “ not for the good of the Association”

Principles of Conduct for the Municipal Tax Administration Program (MTAP) Markers

An MTAP marker makes every effort to:

  • Be considerate, fair and committed to the best interests of the students assigned to their attention, seek to motivate, and provide support
  • Be committed to equality and to respecting and accommodating diversity including those differences arising from gender, civil status, family status, sexual orientation, religion, age, disability, race, ethnicity, prior and/or current employment status, and any further grounds
  • Uphold the reputation and standing of the Association and School, and comply with policies, procedures and guidelines of either the School/Association.
  • Report, where appropriate, incidents or matters which impact marker or student welfare
  • Ensure that any communication with students, colleagues, school management, and others is appropriate, including communication via electronic media, such as e-mail, texting and social networking sites

An MTAP Marker makes every effort not to:

  • Benefit from the use of information related to the Association that is not generally available to the membership
  • Be involved in activities that may be construed as nepotism as it relates to any Association business
  • Engage in activities or behavior that could be construed as: “ not for the good of the Association or School”

Updated:  July 12, 2019