I’m Elected!! …What Now??

1. I’m Elected!! …What Now??

2. Agenda • Roles & Responsibilities • Council & Staff Relations • Meetings • Legal Responsibilities • Conflict of Interest • Mandatory Requirements • Municipal Regulations • Municipal Orders • Public Tendering • Financial Management • Golden Rules

3. The Three “R”s for Councillors and Administrators • Roles • Responsibilities • Relations

4. Roles and Responsibilities

5. Roles and Responsibilities Do you want effective and efficient governance? Councillor Administrator • You will need: • Coordination & cooperation • Positive relationship • An understanding of each other’s roles

6. Roles and Responsibilities…Councillor to the Local Community • Represent interests of residents and of community as a whole • Bring matters of concern before council • Be available to residents • When making decisions, consider: • Council’s goals • Public interest • Available resources • Legislation • Policies

7. Roles and Responsibilities…Councillor to the Local Community • Communicate information from council to residents / local groups • Ensure council operations are efficient • Comply with Municipalities Act, other legislation and all municipal regulations • Maintain positive working relationship between your municipality and the province

8. Roles and Responsibilities…Administrator to the Local Community • Professionalism • Courtesy • Effective and efficient service delivery • Being open to residents’ concerns and communicating them to council • Effective use of resources • Advise public about policies and regulations • Impartiality when administering policies and enforcing regulations – do not discriminate against any individual / group

9. Roles and Responsibilities…Councillor to the Council • Prepare for meetings • Attend meetings • Follow adopted Rules of Procedures • Take a position – VOTE!! • Respect fellow councillors • Declare all conflict of interest situations • Abide by and support all council decisions • Understand your role

10. Roles and Responsibilities…Administrator to the Council • Prepare for meetings • Carry out directives and policies of council • Follow the intent of council’s direction • Review, research and report

11. Roles and Responsibilities…Administrator to the Council • Provide timely, useful, sound and unbiased advice to council • Alert council to legislative and legal limitations • Recommend policies, programs and budgets • Attend meetings

12. Roles and Responsibilities…Councillor to Municipal Staff • Understand staff’s roles and responsibilities • Do not interfere with the day-to-day administration • Listen to staff’s advice but be mindful of your duty to make up your own mind on issues • Know the limits of staff’s authority

13. Roles and Responsibilities…Councillor to Municipal Staff Allow staff adequate time to do their work Pay staff a fair wage Provide reasonable group benefits and pensions Support professional development and training

14. Roles and Responsibilities…Councillor to Yourself • Be well informed • Allocate your time wisely • Join professional organizations • Attend councillor development sessions • Network – you are not alone

15. The Mayor’s Role Act as the presiding officer Vote Abide by the decisions of council Sign documents Declare a state of emergency Call meetings

16. The Mayor’s Role Advance and promote aims and objectives Attend ceremonial functions Provide guidance and leadership Foster & promote positive relations Act as the chief public relations officer

17. Did you know that….. The mayor has no special authority over and above council. Exception: the declaration of an emergency and appointing committees

18. Did you know that…? The mayor or any other councillor cannot act legally on behalf of council without the knowledge and approval of council.

19. Roles and Responsibilities Review

20. Council and Staff Relations

21. Council – Staff Relations A positive relationship between council and staff makes for good government!!

22. Council – Staff Relations…Teamwork • Working together towards a common goal Teamwork

23. Council – Staff Relations…Teamwork • Directing individual accomplishments toward organizational objectives Teamwork

24. Council – Staff Relations…Teamwork • The fuel that allows common people to attain uncommon results Teamwork

25. Sources of Potential Conflict Different expectations New council members may have anti-administration bias Poor communication Existing staff may have anti-council bias Lack of leadership, administrative and managerial skills

26. Sources of Potential Conflict Misunderstanding of each other’s role Poor documentation of policies Unclear understanding of operating structure Staff feel overworked Council thinks staff are under worked Inadequate compensation policies

27. Sources of Potential Conflict • Lack of: • Sensitivity to each other’s needs • Identifiable goals • Orientation processes • Trust/respect • Council too involved in administration • Personality conflicts

28. Relationship Barriers Lack of personal integrity Demeaning others Criticizing publicly Playing politics Undermining council decisions Ridiculing council members or staff

29. Relationship Barriers Increasing own workload, not trusting Criticizing new ideas Poor understanding of roles

30. Relationship Barriers • Lack of: • Leadership • Trust • Focus • Respect • Poor decision-making process • Unwilling to work together

31. Relationship Barriers • Talking behind people’s backs • Making excuses • Afraid to say “I don’t know” • Hidden agendas

32. Keys to Success Provide clear, consistent sense of direction Teamwork Understand the difference between council and staff roles Understand the specific role of the clerk/manager Do not make promises you cannot keep

33. Keys to Success Keep in touch with the public Recognize the role(s) of key agencies Follow the accepted chain of command Maintain confidentiality and personal integrity Recognize and acknowledge good performance Develop an action report system following council meetings

34. Keys to Success Be prepared for meetings Know your Council’s Rules of Procedure Have a clear decision-making process Maintain a sound communication process

35. Keys to Success Focus on customer service Encourage new ideas Respect established protocol Respond promptly to problems Maintain a balance in life Stay on course

36. Conclusion Respect Teamwork SUCCESS Understand Roles and Responsibilities

37. Conducting Effective Meetings What meeting leaders should know…

38. Rules of Procedure Council shall adopt rules and procedures as per MA section 24(3) Most rules of procedure for meetings are based on the principals of parliamentary procedure No need to adopt strict, formal rules, such as “Robert’s Rules of Order” See “Municipal Councillor’s Handbook” for a sample set of rules of procedure

39. Four Cardinal Principles of Parliamentary Procedure Justice and courtesy for all Recognition of the will of the majority Protection of the rights of the minority One thing at a time

40. Making Decisions All decisions of Council must be made by a motion or resolution at a regular or special public meeting of the council

41. A Typical Decision Making Process

42. Quorum • There must be a quorum to hold a meeting and make decisions • A quorum is the majority of the complement of councillors For example . . . If a council has a seven member council, then a quorum is four

43. Voting • Most motions require a simple majority of the council attending the meeting to carry the motion • Some motions require 2/3 of the councillors in office to carry the motion • All councillors must vote unless: • in conflict of interest, or • given approval by council, via a motion, to abstain

44. Meeting Functions and Types Types Regular Public Privileged Special Committee

45. Regular Council Meetings Decisions made at a regular public meeting are legally binding Council must hold a regular meeting at least once a month

46. Privileged Meetings • Keep to a minimum • Attendance is limited to: • council and the clerk and/or the manager, and • only thosepeople the council wishes to be present • Used to discuss things best not talked about in public e.g. personnel, legal & land issues • Decisions made must be ratified by a vote of councillors at a public meeting

47. Special Meetings Normally called for a specific, pressing reason, in between regular public council meetings May be privileged or public as required Provision for notice of a public special meeting can vary, especially if it is addressing an emergency situation If public, legally binding decisions can be made by council

48. Committee Meetings Types of Committees: • Standing • Special • Citizen’s advisory

49. Committee Meetings • Committees manage the various affairs of a council • Work is done outside the regular council meeting • Advisory only • recommendations brought to regular meeting for consideration • Allows timely decisions • All committees need to have written Terms of Reference

50. Standing Committees • Usually continue for the life of the council • Membership can change but the committee “stands” • Membership limited to councillors • Common standing committees: • Finance and/or Administration • Public Works • Land Use and Development