WELCOME TO YOUR

1. WELCOME TO YOUR COUNCIL ORIENTATION

2. Your Council Members Mayor: • Insert Name(Term expires Oct. 20__) 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__)

3. 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 & Interpreting Financial Statements • Conflict of Interest • Fraud Awareness • Question Period

4. Distribution of Legislative Powers in Canada • The federal Constitution Act gives sovereignpowers to the federal government and the provinces • The federal government has jurisdiction over all of Canada • Provinces have jurisdiction only within provincial boundaries

5. 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

6. 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, staggered

7. Community Council • Legislation • TheNorthern 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

8. Community Council Regulations • 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

9. Community Council Reference 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

10. Community Council • Reference Material • Local Government Development Manual of Policies and Procedures (LGDMPP) • Financial • Public Works • Land • Protective Services • Environmental Health Services • Election • General

11. Community Council • Reference Material • Financial Management Guide • Administrative • Financial • Budgeting & Coding • Appendix

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

13. Community Council • Reference Material • Community Development Corporation (CDC) Manual • Introduction • Start-up • Operating Guidelines • Appendix • Forms

14. Community Council • Reference Material • Election Official’s Handbook • Election Officials • Senior Election Official’s Duties • Voting Official’s Duties • Aboriginal & Northern Affairs Staff Roles • Election Material • Appendices

15. Community Council • Reference Material • Local Government Development 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

16. Duties of Council Members 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

17. 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 regulation • Keep matters confidential until discussed at a meeting open to the public

18. Duties of Council Members 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

19. 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

20. Duties 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

21. Duties 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 Conduct • Establish a Code • Not legislated, but recommended • Sample provided in Financial Management Guide

22. Duties of Community Administrative Officer Duties • 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

23. Duties of Community Administrative Officer Duties • 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

24. Consultative Services Available from Department Consultants: • Municipal Development • Recreation and Wellness • Technical and Public Works • Workplace Safety and Health • Environmental • Protective Services • Community and Resource Development

25. 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 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

26. 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 community recreation directors

27. Consultative Services Available from Department Technical 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.

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

29. 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 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

30. 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 EMO plans updated and assist with risk assessment • Constable – promote constable training • Ambulance – assist upon request

31. 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

32. Meeting 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

33. 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

34. 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

35. 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 vote • Ensure speakers are on topic and control the length of discussion

36. Meeting 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

37. 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

38. Financial Management Planning • 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)

39. 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 • 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

40. 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

41. Understanding and Interpreting Financial Statements Financial Management • Refer to Appendix B of the manual

42. Conflict 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

43. Conflict 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

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

45. 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

46. Fraud Awareness Preventing Fraud in Your Community – Duties as a Member of 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

47. Fraud Awareness Preventing Fraud in Your Community – Duties as a Member of Council • 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

48. QUESTIONS