COUNCILLORS, MAYOR & ADMINISTRATOR ROLES and RESPONSIBILITIES

CONGRATULATIONS…

FIRST STEP… Work to build an effective team for the benefit of the whole community.  Understand that everyone has a job to do and understand what those jobs are. Key players:  Mayor  Councillors  Administrator  Public

ROLE OF THE COUNCILLOR Section 92 of The Municipalities Act  Represent the public and consider the well-being and interest of the municipality  Participate in developing and evaluating the policies, services and programs of the municipality  Participate in council meetings and council committee meetings and meetings of other bodies to which they are appointed by council  Ensure that administrative practices and procedures are in place to implement the decisions of council

ROLE OF THE COUNCILLOR Section 92, continued  Keep in confidence matters discussed in private at council or committee meetings until the matter is discussed at a meeting held in public Maintain the financial integrity of the municipality Perform any other duty or function imposed on councillors by provincial legislation

ROLE OF THE COUNCILLOR What does this mean? Four key points to keep in mind: 1. You represent everyone 2. Be fully engaged 3. Build and sustain relationships 4. Be a wise steward

ROLE OF THE MAYOR In addition to their role as councillor, mayors are responsible for the following:  Presiding at council meetings  Being a member of all council committees and bodies (‘ex officio’)  Signing all bylaws with the administrator  Requesting the calling of a special meeting  Calling a public meeting

ROLE OF MAYOR Other points to consider:  The mayor is required to vote on all questions before a council or committee meeting they attend  The mayor, in most cases, acts as the spokesperson for the municipality  An active and engaged mayor can be the most informed councillor by virtue of having membership on all council committees

ADMINISTRATOR Municipal councils are required by law to establish the position of administrator (section 110, the Municipalities Act) The legal obligations for a municipal administrator are significant so it is important to make sure your administrator is certified. Qualifications for administrator are found in the Urban Municipal Administrators Act

ROLE OF ADMINISTRATOR To manage the day-to-day operations of the municipality To act as the primary liaison between council and the staff of the municipality To act as the primary policy advisor and analyst for council

ROLE OF ADMINISTRATOR Section 111 of the Municipalities Act defines the legal obligations of the administrator. Key functions are as follows:  Provide professional advice and support to the council  Conduct municipal elections  Attend council meetings and keep minutes  Oversee the preparation of the annual budget  Collect revenues and control expenditures of the municipality  Assist council in formulating bylaws  Implement and monitor bylaws, resolutions and policies  Follow council ‘s directions

ROLE OF ADMINISTRATOR Key functions, continued  Interpret and apply provincial and federal legislation  Manage, lead and direct municipal staff  Ensure all programs and services are effectively and efficiently delivered  Assist with the development and implementation of the strategic, business and operational plans  Be responsible for the safe keeping of the records and documents of the municipality  Maintain good communication and public relation skills

ROLE OF ADMINISTRATOR Any additional duties as listed in the administration bylaw Depending on the size of your municipality, the type of development happening in your municipality and the number of staff employed, the administrator may also perform the following duties:  Land use planning  Economic Development officer  EMO Coordinator

THE PUBLIC The public is one of the most important components of the municipal team, but how do you get them involved?  Some options include:  Inviting the public to attend meetings  Being visible in the community by attending public events  Engage the youth of the community (section 82.1 of the Municipalities Act)  Visiting people to hear their concerns  Meet regularly with community groups to get their points of view  Understand the duties and obligations of council and how your decisions affect the community  Create dialogue with residents to help form policy  Survey residents on issues important to them  Keep people informed.

PUTTING IT ALL TO TOGETHER Success can be achieved if everyone understands their individual roles and if everyone can work together without getting in each other’s way. Remember what your role is and how you are meant to contribute to your municipality

EXPECTATIONS What should a municipal council expect of its administrator? What should an administrator be able to expect of their council?