WELCOME TO YOUR . . . . . . . . . . . . . . . . . . . COUNCIL ORIENTATION
Your Council Members Mayor: • Insert Name (Term expires October 20__) Councillors: • Insert Name (Term expires October 20__) • Insert Name (Term expires October 20__) • Insert Name (Term expires October 20__) • Insert Name (Term expires October 20__)
Presentation Outline • Review of Council Orientation Manual • Distribution of Legislative Powers in Canada • Community Council • Duties of Council Members • Duties of Community Administrative Officer • Consultative Services Available from Department • Meeting Management • Financial Management Understanding and Interpreting Financial Statements • • Conflict of Interest • Fraud Awareness • Question Period
Distribution of Legislative Powers in Canada • the federal Constitution Act gives sovereign powers to the federal and provincial government • the federal government has jurisdiction over all of Canada • the provincial governments have jurisdiction only within their provincial boundaries
Distribution of Legislative Powers in Canada Delegated Authority • local government authorities are created by provincial legislation and have no sovereign powers • local authorities have powers that are delegated by the provincial governments • council gets its authority from The Northern Affairs Act
Community Council Definition of Community Council • group of representatives of the community elected by the residents to: • manage and provide municipal services and programs • ensure all decisions are made by majority vote • operate in an open and transparent manner • the number of council members and rate of pay (honorarium) is set by regulation • terms are for four years
Community Council Legislation: Acts • The Northern Affairs Act : • is the legal authority under which councils exist, function and operate • provides for the incorporation of communities • the minister has the legislated authority to act on behalf of unincorporated communities
Community Council Legislation: Regulations • have same authority as an act of legislature – Community Councils Election regulation – Status and Boundaries – Unincorporated Communities and Settlements regulation – Council Compensation regulation – Procedures and Delegation of Bylaw Making Powers (Communities that are not incorporated) regulation – Conflict of Interest regulation
Community Council Reference Material • Northern Affairs Manual of Policies and Procedures (NAMPP) • Financial • Public Works • Land • Protective Services • Environmental Health Services • Election • General
Community Council Reference Material • Community Management Series Manual • Running for Council • Council Orientation Manual • Employee Management Guide • Managing Your Own Affairs • Community Management Plan Development • Land Use Planning Guide • Subdivision Process Guide • Community Capital Program Manual
Community Council Reference Material • Financial Management Guide • Administrative • Financial • Budgeting and Coding • Appendix
Community Council Reference Material • A Safe Workplace • General Requirements • Health and Safety Management • Rules, Procedures, Practices and Guidelines
Community Council Reference Material • Community Development Corporation (CDC) Manual • Introduction • Start-up • Operating Guidelines • Other Information • Appendix • List of Forms (Obtain Online)
Duties of Council Members Duties (includes mayor) • good governance • act in the best interest of the community • understand council authority and department policies • attend council meetings and participate in discussions/decisions • make objective and unbiased decisions
Duties of Council Members Duties (includes mayor) • be aware of financial position • accept responsibility for assigned portfolio • protect community assets from theft, misuse or fraud • ensure staff are adequately trained • adhere to conflict of interest rules • keep matters confidential until discussed at a meeting open to the public
Duties of Council Members Duties (includes mayor) • good communication with residents and employees • strategic planning to meet future requirements • evaluate policies and programs of the community • serve on committees • adhere to workplace safety and health (WSH) requirements
Duties of Council Members Additional Duties of the Mayor • council representative • leader • chair of council meetings • ensures council decisions are legal • guards against conflict of interest
Duties of Council Members • Establish the community’s organizational structure and adopt rules of procedure: – by bylaw if incorporated, otherwise by council resolution – review at least once during term of office • Govern under the following legislation: – Conflict of Interest regulation – The Municipal Council Conflict of Interest Act
Duties of Council Members • Govern under the following legislation cont.: – The Freedom of Information and Protection of Privacy Act (FIPPA) – Criminal Code (Canada) Council Member’s Code of Conduct • Establish a code of conduct – sample code provided in Financial Management Guide
Duties of Community Administrative Officer Duties • an information resource and principal advisor to council on acts, regulations, policies, procedures and finances • responsible for implementing council decisions – council is the decision-maker and responsible for all its decisions • attends council meetings • prepares agendas and meeting minutes • drafts resolutions and bylaws • manages and supervises all council staff
Duties of Community Administrative Officer • prepares and presents financial statements • maintains files and filing systems • provides administrative support • correspondence • provides records for council inspection and audit purposes • maintains records required under Conflict of Interest regulation • ensures necessary documents are submitted to appropriate authorities
Consultative Services Available from Department Municipal Development Consultant • facilitate council/staff development and improved financial management and administrative skills • facilitate council’s development of a community management plan • assist with trouble-shooting on financial matters • provide information on resources and training opportunities • assist in interpretation of legislation • advise on services available from other government departments/agencies
Consultative Services Available from Department Recreation and Wellness Consultant • promote recreation and wellness programming for communities • provide support, resources and networking opportunities • promote and support professional development for recreation directors
Consultative Services Available from Department Technical and Public Works Consultant • assist communities plan, deliver operate and maintain various public works and infrastructure projects • assist with preparation of applications, design cost estimates • arrange for job site meetings and engineering assistance and advice • work closely with council during delivery and responsible for overall project management • assist with preventative maintenance program and troubleshooting
Consultative Services Available from Department Workplace Safety and Health Consultant • assist communities comply with workplace safety and health requirements
Consultative Services Available from Department Environmental Consultant • assist communities plan, deliver, operate and maintain municipal infrastructure for: – water treatment plants and distribution systems – wastewater treatment plants and collection system s – solid waste disposal grounds • assist with capital applications, designs, estimates and RFPs • arrange job-site meetings with councils to plan project delivery • arrange engineering services • responsible for overall project management
Consultative Services Available from Department Protective Services Consultant • work to improve local capacity to respond to public safety concerns in the following program areas: • fire – support community based training and proper maintenance of equipment and infrastructure • emergency planning – ensure community emergency plan updated and assist with risk assessment • community safety officer – promote training • ambulance – assist upon request
Consultative Services Available from Department Community and Resource Development Consultant • promote, assist and facilitate the process for communities to improve social and economic conditions • facilitate process for developing a community economic development (CED) strategy • assist and facilitate the process for the development of land use planning documents • assist existing and potential entrepreneurs • mentor community development staff
Meeting Management • council determines date and time of at least 10 regular meetings per year as adopted in their rules of procedures • if a member misses three consecutive regular council meetings without prior approval by council resolution, the member is deemed to have resigned at the next regular meeting and the seat becomes vacant (per the act) • the mayor may call special meetings • council meetings are open to the public
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