WELCOME TO YOUR COUNCIL ORIENTATION Your Council Members

WELCOME TO YOUR . . COUNCIL ORIENTATION

Your Council Members Mayor: • Insert Name (Term expires Oct. 20__) Councillors: • • Insert Name (Term expires Oct. 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 Conflict of Interest Fraud Awareness • Understanding & Interpreting Financial Statements • Question Period

Distribution of Legislative Powers 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 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 province • Council gets its authority from The Northern Affairs Act

Community Council Legislation • 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 Regulations • Have the same authority as an act of legislation – Community Councils Election – Status and Boundaries – Unincorporated Communities and Settlements – Council Compensation

Community Council Regulations cont. – Procedures and Delegation of By-law Making Powers (Communities that are not incorporated) – Conflict of Interest

Community Council Reference Material • Local Government Development Manual of Policies and Procedures (LGDMPP) • Financial Management Guide • A Safe Workplace • Local Government Development Community Management Series Manual • Community Development Corporation (CDC) Manual

Community Council Local Government Development Manual of Policies and Procedures • • • Financial Public Works Land Protective Services Environmental Health Services • Election • General

Community Council Financial Management Guide • • • Administrative Financial Budgeting & Coding Blank Forms Appendix

Community Council A Safe Workplace • General Requirements • Health and Safety Management • Rules, Procedures, Practices and Guidelines

Community Council Community Management Series • Running for Council • Council Orientation • Employee Management Guide • Managing Your Own Affairs • Community Management Plan Development • Land Use Planning Guide • Subdivision Process Guide • Capital Project Planning and Delivery

Duties Of Council Members • 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 • Be aware of financial position

Duties Of Council Members • 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 meeting open to public

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

Duties of Community Administrative Officer (CAO) • 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 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 ANA Consultants • Municipal Development • Recreation and Wellness • Technical and Public Works • Workplace Safety and Health • Environmental • Protective Services • Community and Resource Development

Consultative Services Available from Department Municipal Development • 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 and agencies

Consultative Services Available from Department Recreation and Wellness • Promote recreation and wellness programming for communities • Provide support, resources and networking opportunities • Promote and support professional development for community recreation directors

Consultative Services Available from Department Technical and Public Works • Assist communities plan, deliver, operate and maintain various public works and infrastructure projects • Three major operational areas are: – Project planning – Project delivery – Operations and maintenance

Consultative Services Available from Department Workplace Safety & Health • Assist communities comply with workplace safety and health requirements

Consultative Services Available from Department Environmental • Assist communities plan, deliver, operate and maintain municipal infrastructure for: – water treatment plants & distribution systems – wastewater treatment plants & 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

Consultative Services Available from Department Protective Services • Work to improve local capacity to respond to public safety concerns • Work with the following program areas: – Fire – Ambulance – Constable – Emergency Planning

Consultative Services Available from Department Community and Resource Development • 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/year • If a member misses 3 consecutive regular meetings without prior approval by council resolution, the member is deemed to have resigned and the seat becomes vacant • The mayor or 2 members of council may call special meetings • Council meetings are open to public

Meeting Management Duties of Community Administrative Officer • Prepares and distributes agenda • Prepares and presents financial statements • Requests approval of payables • Presents correspondence • Provides well researched reports • Records minutes and resolutions

Meeting Management Duties of Council Members (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 Management Additional 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 • Ensure speakers are on topic and control the length of discussion

Financial 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 Management Planning • Council is responsible for annual preparation and submission of a Community Management Plan (CMP) • This plan (due January 31) includes a budget, 5 -year capital plan, operation & maintenance plan, recreation and wellness plan, CED strategy and staff training plan

Financial Management Implementing • 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 • Council must identify cost savings or extra funding needed prior to approving any unplanned expenditures

Financial Management Controlling • 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

Conflict of Interest • Arises when a council member takes advantage of their position on council to benefit themselves or their immediate family members • 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 Interest • Conflict of Interest regulation requires that each council member file a Statement of Assets and Interests with the community administrative officer and update when change occurs • Council members must disclose any conflict of interest • Statements filed are public documents

I. Fraud Awareness • Each council member is responsible to protect community assets from misuse, theft or fraud • 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

I. Fraud Awareness Warning 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

I. Fraud Awareness How to Prevent Fraud • Attend council meetings and ensure they occur at least monthly • Ensure resolutions are passed approving all payments made or to be made each month & that list totals are correct • Ensure a resolution is passed approving the latest financial statements and that a bank reconciliation is attached • Ensure minutes are complete prior to approval, with all lists attached

I. Fraud Awareness How to Prevent Fraud • Ensure all payments presented for approval have backup 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 where council fails to adequately address any of the above deficiencies

Understanding & Interpreting Financial Statements o Refer to booklet in Council Orientation Manual

QUESTIONS