building smart business - building smart communities

eocfdc logo mobile white
OACFDC

Customer Comment Policy

Customer Comment Policy

Introduction

The Grenville Community Futures Development Corporation (GCFDC) works to provide the highest quality service to Grenville County. Our Customer Comment Policy can help if you wish to comment on the quality of GCFDC service or the conduct of our staff or Board.  It also provides the opportunity to provide comment on GCFDC’s operational policies and procedures. GCFDC is committed to treating everyone involved in this process in a fair and respectful manner.

Things to think about when submitting comments

  • Is the comment about GCFDC’s quality of service, denial of service, or conduct of its staff or Board?
  • Is the comment about GCFDC’s policies and procedures or the failure of GCFDC to apply its operational policies or procedures?
  • Was the matter raised directly with the involved staff and/or the staff’s supervisor?
  • Did you try to resolve the matter informally with the staff or the supervisor?
  • Any information you give us will be kept confidential except where it involves interactions with the involved staff.

How to make a comment

Comments about GCFDC Staff

  1. Comments about GCFDC staff should be directly raised with the involved staff member. The involved staff member and if required, their supervisor, will make every attempt to resolve the issue informally.
  2. If a matter is not resolved you should:

    Fill out the comment form (Appendix A) and send it to the Executive Director of GCFDC. Describe what happened, where and when it occurred and the names of any witnesses. Please suggest how you would like the matter to be settled.

    If you need help writing your comments, contact the Executive Director at 613-925-4275 ext. 21.

  3. The Executive Director will send you an acknowledgement letter within 30 days of receiving your comment. The letter will acknowledge receipt of the comment and may ask for more information.
  4. The Executive Director or her representative will tell the involved staff person about the comment and share all relevant documents, including the comment, with the staff person.
  5. The Executive Director or her representative will investigate the comment and attempt to resolve it within 60 days from the date of the acknowledgement letter.
  6. The Executive Director or her representative may request the staff person or the supervisor to provide a written response to the comment.
  7. The Executive Director or her representative will send you a written decision, including the reasons, within 60 business days of the acknowledgement letter. If the matter involves a staff member, a copy of the decision will be given to the staff member.

Comments about a GCFDC Service, Policy or Operational Procedure

  1. If the comment is about a GCFDC service, operational policy or procedure or the failure to apply an operational policy or procedure you should:

    Fill out a comment form (Appendix A) and send it to the Executive Director of GCFDC. Describe the issue. Please suggest how you would like the comment to be settled.

    If you need help writing your comments, call the Executive Director at 613-925-4275 ext. 21.

  2. The Executive Director will send you an acknowledgement letter within 30 days of receiving the comments. The letter may ask for more information.
  3. The Executive Director or her representative will investigate the comment and attempt to resolve it within 60 days from the date of the acknowledgement letter.
  4. The Executive Director or her representative will send you a written decision, including reasons within 60 days from the date of the acknowledgement letter.
  5. If you are satisfied with the Executive Director’s decision, the comment will be closed. If you are not satisfied with the decision, you can ask, in writing, that the Chairman of the GCFDC Board of Directors review the decision.
  6. The Chairman of the GCFDC Board of Directors will review the matter and may:

    Discuss the comment with the Executive Director or her representative and try to resolve the matter;

    Offer you an opportunity to provide more information or comments or take part in a conference call; and/or

    Make a decision based upon the information received.

  7. The Chairman of the GCFDC Board of Directors will send you his/her written decision.

Comments about the Executive Director

Comments about the Executive Director should be sent to the Chairman of the GCFDC Board of Directors.

Comments about the Chairman of the GCFDC Board of Directors

Comments about the Chairman of the GCFDC Board of Directors should be sent to the Vice Chairman of the GCFDC Board of Directors.

Decision to not deal with a comment

The Executive Director or the Chairman of the GCFDC Board of Directors will not deal with a comment if:

  • You do not identify yourself or give us your address and telephone number;
  • You do not reply if we ask for more information; or
  • The matter has already been raised and addressed by GCFDC.

GCFDC Executive Director
Grenville Community Futures Development Corporation
197 Water Street, Suite 405
PO Box 309
Prescott, ON   K0E 1T0

 

Chairman / or Vice Chairman of the GCFDC Board of Directors
Grenville Community Futures Development Corporation
197 Water Street, Suite 405
PO Box 309
Prescott, ON K0E 1T0

 

Appendix A

Public comment form for GCFDC

  • To file a comment about GCFDC quality of service, denial of service, policies, procedures or the conduct of its staff or Board of Directors please complete this Comment Form.
  • The comment will only be accepted if this form is signed and dated by the person making the comment. If the comment is an organization, a signing officer representing the organization must sign and date the Comment Form.

Your contact information:

Full Name:

Name of Organization (if applicable):

Address:

Home phone number:

Work phone number:

Fax number:

Email address:

Note: Your contact information will be kept confidential. Please tell us if you have any concerns receiving calls or emails from us.

Information about your comment:

1. Is the comment about a staff member or member of the Board of Directors? If so, please provide their name.

2. Is the comment about a:

  • Service of GCFDC?
  • Policy of GCFDC?
  • Procedure of GCFDC?

3. Please comment in your own words and describe what happened, where and when it occurred and the names of any witnesses.

4. How would you like to resolve this matter?

5. List and attach copies of any supporting documents you think we should know about. Do not send originals.

Privacy:

I understand that:

The comment that I have submitted and all the documents I have provided will be shared with GCFDC Executive Director and/or Chairman and/or Vice Chairman of the GCFDC Board of Directors to allow him/her/them to respond to the comment and that  GCFDC may disclose relevant documents to the parties in its possession.

I agree that documents that I obtain from GCFDC during the course of the investigation of this comment will be used only for the purpose of this comment and that any other use is prohibited.

 

 

________________________

Signature

 

 

________________________

Date