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READY SET GO!POST ELECTION SEMINAR

Clarion Hotel

June 2 and 16, 2006

Roger A. Bouvier

Facilitator

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AGENDA

1. INTRODUCTION

2. OPENING NIGHT

3. ESTABLISH DUTIES/RESPONSIBILITIES

4. REVIEW OF LEGISLATION

5. CONFLICT OF INTEREST

6. REVIEW AND DEVELOPMENT OF POLICIES/PROGRAMS

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1. INTRODUCTIONS

• EXPECTING A CHANGE ON COUNCIL

• PRIOR TO ELECTION

• CRITICAL PROCESS

• ORIENTATION PROCESS

• ORIENTATION AGENDA

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• EXPECTING A CHANGE ON COUNCIL

- Two reasons for municipal government to exist:

1. To complete those tasks assigned to them by Provincial Government – a creature of Province

2. To provide those services required by the residents (ratepayers) who pay for its existence.

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• PRIOR TO ELECTION

- Start of orientation process

- Basic candidate briefing material

- Basic conflict of interest information

- Policy in place

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• CRITICAL PROCESS

- Duties of administration

- Policy of council

- Contracting out orientation process

- Make candidates aware of process

- Timing of orientation process

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• Orientation Process

-Why is this being held

- Intended results

- To know and understand their role

- To know and understand their duties

- To know and understand role of staff

- To review existing policy and make changes if necessary

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THOSE CHARGED WITH PLANNING SESSION SHOULD:

1. Determine rational/objectives for a council orientation

2. Ensure that all members are aware of the planned orientation

3. Try to get buy-in from participants beforehand

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4. Determine who is to attend and what roles they will play

5. Recognize that new councils generally result in some degree of change

6. Ensure that the focus is squarely on the roles of council. How will they govern? What were their issues during the campaign? Priorities?

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7. Determine who best to conduct the orientation sessions

8. Refrain from making the session into “Here’s how we manage, isn’t that exiting?”

9. Promote any necessary changes to the agenda, to council involvement with management, to the public profile of council, and to key council issues.

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10. Focus on governance, what is it? Why is it important? How is it separate from the role of the CAO?

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• Orientation Session Agenda 1.0 Background briefing

1.1 Welcome by Administration 1.2 Outline of key documents 1.3 Brief history of local government in area

2.0 Essence of Governance 2.1 Introduction to Governance 2.2 Principle of Governance 2.3 Review of basic role of council/members 2.4 Review of power/duties of head

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3.0 Legal Briefing

3.1 Information provided by solicitor

3.2 Legal description of roles of members

3.3 Updated status report on legal issues

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4.0 The “How to” of a council meeting

4.1 Outline current style of meetings

4.2 Choices available to change style

4.3 Role of a procedure by-law

4.4 Timing of meetings

4.5 Protocol of meetings

4.6 Process of presenting motions

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4.7 Protocol regarding delegates

4.8 Who attends meetings and why

4.9 Importance of preparation (agenda)

4.10 Seating arrangements

4.11 Confidentiality – what it means?

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5.0 Role of the administration

5.1 Review role and powers of CAO

5.2 Importance of the role of CAO

5.3 Review role of designated officers

5.4 Overview of organizational structure

5.5 Brief introduction of Department heads

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5.6 Briefing on each Dept by Dept heads

5.7 Council’s role in performance appraisal

5.8 Respond to questions

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6.0 Overview of the Issues

6.1 Status report on the key issues

6.2 Policy issues of concerns

6.3 Financial health of municipality(auditor)

6.4 Forecast of population/finances

6.5 Review of budget process

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6.6 Role/importance of 5 year plan

6.7 Relationship with neighboring mun.

6.8 Relationship with Provincial Govt.

6.9 Review of role of municipal association

6.10 Tour of municipality – facilities to review key issues first hand.

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7.0 Close

7.1 Overview of objective and results

7.2 Assessment by participants

7.3 Discussion of future similar sessions

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2. OPENING NIGHT

• SWEARING IN CEREMONY

• OATH OF OFFICE

• DECLARATION ASSETS/INTERESTS

• FIRST MEETING OF COUNCIL

• LIST OF MATERIAL PROVIDED

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List of materials provided to members

• Procedure, organizational and indemnity b/l

• Minutes – previous year

• Financial plan for current year

• Latest financial report

• Policy and procedure manual/legislation

• List of by-laws, advisors, staff, issues

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3. ESTABLISH DUTIES/RESPONSIBILITIES

• PURPOSE OF MUNICIPALITY • ROLE OF COUNCIL • DUTIES OF MEMBERS AND HEAD • CAO RESPONSIBILITIES • DESIGNATED OFFICERS

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PURPOSE OF MUNICIPALITY

• To provide good government

• To provide services, facilities or other things that, in the opinion of the council, are necessary or desirable for all or part of mun.

• To develop and maintain safe and viable communities.

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COUNCIL’S ROLE A council is responsible for • Developing and evaluating policies/program• Ensuring that the powers,duties and

functions of the mun are approp carried out.• Carrying out the powers, duties and

functions given to council by Municipal Act or any other legislation

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GENERAL DUTIES OF MEMBERS

• To consider the well-being and interests of the municipality as a whole and to bring to the council’s attention anything that would promote the well-being or interests of the municipality

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• To participate generally in developing and evaluating the policies and programs of the municipality

• To participate in meetings of the council and of council committees to which the member is appointed by the council

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• To keep in confidence a matter that is discussed at a meeting closed to the public under ss 152(3) and that the committee decides to keep confidential until the matter is discussed at a meeting of the council or of a committee conducted in public.

• To perform other duties as assigned.

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DUTIES OF THE HEAD OF COUNCIL In addition to performing the duties of a member of council, the head of council has a duty:

• To preside when in attendance at a council meeting, except where the procedures by-law otherwise provides

• To provide leadership and direction • To perform duties assigned by council

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CAO RESPONSIBILITIES • Administrative head of municipality • Responsible for ensuring that the policies

and programs are implemented • Responsible for advising and informing

council on the operation of municipality • Except as council determines others,

responsible for management of employees

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• Carry out the powers, duties and functions assigned to CAO by council

• Notify council if money of the municipality is spent or invested contrary to by-law/leg.

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CAO ADMINISTRATIVE DUTIES The CAO must ensure that

• The minutes are made without notes/comments • The by-laws and minutes of council meetings

and all other records and books of accounts of the municipality are kept safe

• The revenues of the municipality are collected• Money belonging to/held by the municipality

is deposited

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• The accounts for authorized expenditures of the municipality are paid

• Accurate records and books of account are kept of the financial affairs of municipality

• Any information requested of the municipality by the minister is provided within a reasonable time.

• All duties apply to committees of council

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Designated Officers

• Establishment of positions

• Delegation by designated officers

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4. REVIEW OF LEGISLATION

• PROCEDURE BY-LAW • ORGANIZATIONAL BY-LAW • INDEMNITY BY-LAW

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PROCEDURAL BY-LAW

• By-law must be established

• By-law must be reviewed once during term

• Must provide for the following:

- regular meeting of council, and the day, time and place of the meetings

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- the type and amount of notice to be given of regular meetings of the council - the procedure to be followed and the type and amount of notice to be given to change the day, time or place of a regular meeting - rules respecting the conduct of meetings - rules respecting public participation at council meetings

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- a procedure for the appointment of a member to act as head in absence of head - the type and amount of notice to be given of a special meeting of the council - the time within which a special meeting of the council requested must be called by the head of council and must take place- other matters / committee meetings

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ORGANIZATIONAL BY-LAW • By-law must be established • By-law must be reviewed once during term • Must provide for the following:

- establishment of council committees including duties and functions

- appointment of deputy head

- manner of appointing persons to committees

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INDEMNITY BY-LAW

• Legislation

• Issues i.e. lack of policy (recent example)

• Review on regular basis

• Contract review to outside source

• Financial statements to show payments to members

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5. CONFLICT OF INTEREST • APPLICATION TO ELECTED OFFICIALS

– Indemnification of members of council

• APPLICATION TO APPOINTED STAFF

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6. REVIEW AND DEVELOPMENT OF POLICIES AND PROGRAMS – GENERAL ISSUES

• AMALGAMATION

• ANNEXATION

• TENDERING/AUDIT

• WARD/LUD REVIEW

• REFERENDUMS

• COST SHARING/REVENUE SHARING

• PERFORMANCE REVIEW