welcome to your

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WELCOME TO WELCOME TO YOURYOUR

COUNCIL COUNCIL ORIENTATIONORIENTATION

Your Council MembersYour Council Members

Mayor:Mayor:• Insert Name (Term expires Oct. 20__)

Councillors:Councillors:• Insert Name (Term expires Oct. 20__) • Insert Name (Term expires Oct. 20__)• Insert Name (Term expires Oct. 20__)• Insert Name (Term expires Oct. 20__)

Presentation OutlinePresentation 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 & Interpreting Financial Statements

• Conflict of Interest• Fraud Awareness

• Question Period

Distribution of Legislative Distribution of Legislative Powers in CanadaPowers in Canada

• The federal Constitution Act gives sovereign powers to the federal government and the provinces

• The federal government has jurisdiction over all of Canada

• Provinces have jurisdiction only within provincial boundaries

Distribution of Legislative Distribution of Legislative Powers in CanadaPowers in Canada

Delegated AuthorityDelegated Authority • Local government authorities are

created by provincial legislation and have no sovereign powers

• Local authorities have powers that are delegated by the province

• Council gets its authority from The Northern Affairs Act

Community CouncilCommunity CouncilDefinition of Community CouncilDefinition 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, staggered

Community CouncilCommunity CouncilLegislationLegislation• 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 CouncilCommunity CouncilRegulationsRegulations• Have same authority as an act of

legislation– Community Councils Election– Status and Boundaries – Unincorporated

Communities and Settlements– Council Compensation – Procedures and Delegation of By-law

Making Powers (Communities that are not incorporated)

– Conflict of Interest

Community CouncilCommunity Council

Reference MaterialReference Material• Local Government Development

Manual of Policies and Procedures (LGDMPP)

• Financial Management Guide• A Safe Workplace• Community Development

Corporation (CDC) Manual• Election Official’s Handbook


• Financial• Public Works • Land• Protective Services• Environmental

Health Services• Election• General

Reference MaterialReference Material• Local Government Development Manual Local Government Development Manual

of Policies and Procedures (LGDMPP)of Policies and Procedures (LGDMPP)


• Administrative• Financial• Budgeting & Coding• Appendix

Reference MaterialReference Material• Financial Management GuideFinancial Management Guide


• General Requirements

• Health and Safety Management

• Rules, Procedures, Practices and Guidelines

Reference MaterialReference Material• A Safe WorkplaceA Safe Workplace


• Introduction• Start-up• Operating

Guidelines• Appendix• Forms

Reference MaterialReference Material• Community Development Corporation Community Development Corporation

(CDC) Manual(CDC) Manual


• Election Officials• Senior Election

Official’s Duties• Voting Official’s Duties• Aboriginal & Northern

Affairs Staff Roles• Election Material• Appendices

Reference MaterialReference Material• Election Official’s HandbookElection Official’s Handbook


• 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

Reference MaterialReference Material• Local Government Development Local Government Development

Community Management Series ManualCommunity Management Series Manual

Duties of Council MembersDuties of Council MembersDuties (includes Mayor)Duties (includes Mayor)• Good governance• Act in the best interest of the

community• Understand council authority and

departmental policies• Attend council meetings and

participate in discussions/decisions• Make objective and unbiased decisions

Duties of Council MembersDuties of Council MembersDuties (includes Mayor)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 regulation• Keep matters confidential until discussed

at a meeting open to the public

Duties of Council MembersDuties of Council MembersDuties (includes Mayor)Duties (includes Mayor)• Good communication with residents

and employees• Evaluate policies and programs for

the community• Serve on committees• Adhere to workplace safety and

health (WSH) requirements

Duties of Council MembersDuties of Council Members

Additional Duties of the MayorAdditional Duties of the Mayor• Council representative• Leader• Chair of council meetings• Ensures council decisions are legal• Guards against conflict of interest

Duties of Council MembersDuties of Council Members• Establish the community’s

organizational structure and adopt rules of procedure– By by-law 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 MembersDuties of Council Members• Govern under the following legislation

cont.:– The Freedom of Information and

Protection of Privacy Act (FIPPA)– Criminal Code of Canada

Council Member’s Code of ConductCouncil Member’s Code of Conduct• Establish a Code

– Not legislated, but recommended– Sample provided in Financial Management

Guide

Duties of Community Duties of Community Administrative OfficerAdministrative Officer

DutiesDuties• An information resource and principal advisor

to council on legislation, 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 by-laws• Manages and supervises all council staff

Duties of Community Duties of Community Administrative OfficerAdministrative Officer

DutiesDuties• 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 Consultative Services Available from DepartmentAvailable from Department

Consultants:Consultants:• Municipal Development• Recreation and Wellness• Technical and Public Works• Workplace Safety and Health• Environmental• Protective Services • Community and Resource

Development


Municipal Development ConsultantMunicipal Development Consultant • Facilitate council/staff development and improved

financial management and administrative skills • Facilitate council’s development of a CMP• 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


Recreation and Wellness Recreation and Wellness ConsultantConsultant

• Promote recreation and wellness programming for communities

• Provide support, resources and networking opportunities

• Promote and support professional development for community recreation directors


Technical and Public Works ConsultantTechnical and Public Works Consultant• Assist communities plan, deliver operate and

maintain various public works and infrastructure projects. Three major operational areas are: • Project planning – assist with preparation of applications,

design cost estimates. Arrange for job site meetings and engineering assistance and advice.

• Project delivery – work closely with council during delivery and responsible for overall project management.

• Operations and maintenance – assist with preventative maintenance program and troubleshooting.


Workplace Safety and Health Workplace Safety and Health ConsultantConsultant

• Assist communities comply with workplace safety and health requirements


Environmental ConsultantEnvironmental Consultant• Assist communities plan, deliver, operate and

maintain municipal infrastructure for:– water treatment plants and distribution systems– wastewater treatment plants and collection systems– 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


Protective Services ConsultantProtective 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 EMO plans updated and assist with risk assessment

• Constable – promote constable training• Ambulance – assist upon request

Consultative Services Consultative Services Available from DepartmentAvailable from DepartmentCommunity and Resource Community and Resource Development ConsultantDevelopment 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 ManagementMeeting Management• Council determines date and time of at

least 10 regular meetings per year• If a member misses three consecutive

regular 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 or two members of council may call special meetings

• Council meetings are open to the public

Meeting ManagementMeeting ManagementDuties of Community Administrative Duties of Community Administrative OfficerOfficer•Prepares and distributes agenda•Prepares and presents financial statements •Requests approval of payables•Presents correspondence•Provides well researched reports

•Records minutes and resolutions

Meeting ManagementMeeting Management

Duties of Council Members Duties of Council Members (includes Mayor)(includes Mayor)•Attend all council meetings•Participate in discussions•Represent concerns and views of the community•Behave in an orderly manner•Be respectful of others

Meeting ManagementMeeting Management

Additional Duties of MayorAdditional Duties of Mayor• Ensure there is a quorum • Conduct an orderly meeting• Ensure everyone has a chance to speak• Ensure decisions are made by resolution

and carried by a majority vote• Ensure speakers are on topic and control

the length of discussion

Meeting ManagementMeeting Management• Council may act only by by-law or resolution

passed at a council meeting by a majority vote• Every member of council present at a meeting

must vote on a motion put forward, unless excused or prohibited from voting or conflict of interest

• By-laws are required when specified by legislation and require three readings

• Resolutions are an expression of council decisions and require a mover, seconder and a vote

• Unincorporated communities are required to file a copy with the minister of each by-law and resolution passed by council

Financial ManagementFinancial Management• It is important for council to know the

community’s financial position• Financial management is making

economic and efficient use of limited resources and protecting community assets from theft, fraud or neglect

• Financial management involves planning (includes budgeting), implementing and controlling

Financial ManagementFinancial ManagementPlanningPlanning• Council is responsible for the annual

preparation and submission of a Community Management Plan (CMP)

• This plan (due January 31) includes an operating budget, capital budget, 5-year capital expenditure program and other components required by the dept (including staff training plan, recreation and wellness plan, CED strategy)

Financial ManagementFinancial ManagementImplementingImplementing• Throughout the year decisions are guided

by the CMP• Significant deviations from the plan will

require council to act to ensure that council does not incur a deficit– Anticipated deficits must be reported to

the minister for approval per the Act• Council must identify cost savings or

extra funding needed prior to approving any unplanned expenditures

Financial ManagementFinancial ManagementControllingControlling• Financial control by council requires

current and accurate financial information

• Information is found in the community financial statements

• Understanding of these financial statements is required to make good financial decisions

Understanding and Interpreting Understanding and Interpreting Financial StatementsFinancial Statementso Refer to Appendix B of the manual

Financial ManagementFinancial Management

Conflict of InterestConflict of Interest• Arises when a council member takes

advantage of their position on council to benefit themselves or their “immediate family” members as defined in the Act– Refers to a spouse or common law partner

and any dependant child who resides with you

• Members of council cannot use their position for direct personal gain and must excuse themselves from the meeting if they have a conflict of interest

Conflict of InterestConflict of Interest• Conflict of Interest regulation and The

Municipal Council Conflict of Interest Act requires that each member file a Statement of Assets and Interests with the CAO prior to entering on the duties of a council member and update when change occurs – Act: section 10 details the assets and interests

that must be disclosed and section 11 details the exemptions

• Council members must disclose any conflict of interest

• Statements filed are public documents

Fraud AwarenessFraud Awareness• Each council member is responsible to

protect community assets from misuse, theft or fraud

Fraud Related FactsFraud Related Facts• Fraud is often a result of poor

management practices which should not be tolerated by council

• Early detection reduces losses, whereas delay increases them

• Prevention starts with good financial and administrative practices

• Be aware of the warning signs

Fraud AwarenessFraud AwarenessWarning SignsWarning Signs• Infrequent council meetings• No approval of prior minutes, expenditures

and financial statements in council minutes• Unapproved expenditures• No documentation for expenditures• Late or no bank reconciliations• Late payments/late payment charges &

penalties• Inability to complete projects on a timely basis• Failure to deposit reserve funds into reserve

investments on a timely basis• Signing of blank cheques

Fraud AwarenessFraud AwarenessPreventing Fraud in Your Preventing Fraud in Your Community – Duties as a Member Community – Duties as a Member of Councilof Council•Attend council meetings and ensure they occur at least monthly•Ensure resolutions are passed approving all payments made or to be made each month and list totals are correct•Ensure a resolution is passed approving the latest financial statements and a bank reconciliation is attached•Ensure minutes are complete prior to approval, with all lists attached

Fraud AwarenessFraud AwarenessPreventing Fraud in Your Preventing Fraud in Your Community – Duties as a Member of Community – Duties as a Member of CouncilCouncil•Ensure all payments presented for approval have back-up and any unusual interest charges are noted in the minutes with council’s plan to investigate/correct the situation•Ensure all travel advances are within departmental policy and adequately accounted for•Take any complaint or rumour of misuse of community assets seriously•Ensure “immediate family” as defined under “Conflict of Interest” are not signatories on a cheque•Report any concerns immediately to the department where council fails to adequately address any of the above deficiencies

QUESTIONS

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