Community Council Orientation: Governance, Roles, and Responsibilities

Enter Your Community Name . . . . . . . . . . . . . . . . . . . COUNCIL ORIENTATION

Council Members Mayor: Insert Name (Term expires October 20__) Councillors: Insert Name (Term expires October 20__) Insert Name (Term expires October 20__) Insert Name (Term expires October 20__) Insert Name (Term expires October 20__)

Presentation Outline Module 1: Governance Module 2: Role and Responsibilities Module 3: Administration Module 4: Council Member s Code of Conduct Module 5: Conflict of Interest Module 6: Respectful Workplaces Module 7: Fraud Awareness Question Period

Module 1 Governance Encompasses the system by which an organization is controlled and operates, and the mechanisms by which it, and its people, are held to account. Ethics, fairness, effective performance, risk management, accountability, transparency, compliance and administration are all elements of governance.

Good vs Weak Governance Good Governance council business is conducted through resolution or bylaw during meetings meeting minutes are kept, reviewed and understood before approval financial documents are presented in full, current, complete, accurate and understood by council audit deadlines are met and at least a qualified opinion or better is maintained staff are trained and certified, as required well maintained public facilities applying for grants and additional funding Weak Governance not attending and/or not holding regular meetings implementing changes without passing a resolution or bylaw lack of meeting minutes or not approved financial information incomplete, inaccurate or not understood information to auditor is late and/or an unsatisfactory opinion lack of training/onboarding for staff, high staff turnover facilities in need of repair not seeking out additional funds or grants

Distribution of Legislative Powers in Canada The: federal Constitution Act federal government provincial governments

Distribution of Legislative Powers in Canada Delegated Authority: local government authorities local authorities have powers council receives its authority from The Northern Affairs Act

Community Council Definition: Elected representatives of a community: provide municipal services and programs ensure all decisions are made by majority vote operate in an open and transparent manner number of council members and maximum honorarium payable

Purpose of a Community provide good government provide municipal services and facilities that council feels are necessary and desirable for all or part of the community develop and maintain a safe and viable community foster economic, social and environmental well being provide wise stewardship of public assets

Basic Principles of Elected Office 10 Principles: 1. Democratic representation. 2. Principle of accountability. 3. The role of an elected official is unique. 4. Communicating out to the public is as important as receiving input. 5. The will of the majority (as perceived by council). 6. Council and the administration should serve as a team.

Basic Principles of Elected Office 10 Principles cont.: 7. Council deals with the organization through one employee, the community administrative officer (CAO). 8. Council members need to respect their colleagues on council. 9. Ethical behaviour. 10.Council members should develop an expertise in leadership and governing.

Authority to Govern Acts: The Northern Affairs Act: C.C.S.M. c. N100 legal authority provides for incorporation minister has legislated authority meaning of terms used in legislation: shall obligates council to act may empowers council to act

Authority to Govern Regulations: Have same authority as an act of the legislature: Community Councils Election regulation Status and Boundaries Unincorporated Communities and Settlements regulation Council Compensation regulation Procedures and Delegation of Bylaw Making Powers (Communities that are not Incorporated) regulation Conflict of Interest regulation

Authority to Govern Govern under the following other legislation: The Municipal Council Conflict of Interest Act The Freedom of Information and Protection of Privacy Act (FIPPA) Criminal Code (Canada)

Other Acts and Regulations The Planning Act Northern Manitoba Planning By-laws Regulation The Fires Prevention and Emergency Response Act Fire Safety Inspections (2014) Regulation Manitoba Fire Code The Emergency Measures Act Local Authorities Emergency Planning and Preparedness Regulation

Other Acts and Regulations The Environment Act Waste Management Facilities Regulation Water and Wastewater Facility Operators Regulation The Drinking Water Safety Act Drinking Water Safety Regulation The Workplace Safety and Health Act Workplace Safety and Health Regulation The Employment Standards Code

Governance During a State of Local Emergency early notification of real or potential emergency situations can greatly enhance the response activity definition of an emergency under The Emergency Measures Act: - present or imminent situation or condition that requires prompt action to prevent or limit loss of life, harm or damage to the safety, health or welfare of people or damage to property or environment

Governance During a State of Local Emergency only the minister may declare a state of local emergency (SOLE) for an unincorporated community, otherwise mayor if incorporated department emergency contact information: Toll free 24 hour emergency line: 1-866-735-3111 Email: irnremergencyinfo@gov.mb.ca council resolution to request a SOLE SOLE is valid for a period of 30 days

Governance During a State of Local Emergency Council role includes: enact community emergency plan coordinate response with the department responsible for financial decisions Department role includes: assist council to respond to the emergency engage appropriate department(s) and resources, as necessary

Governance During a State of Local Emergency Council has a duty to: establish and maintain a local emergency response control group (LERCG) appoint persons to the LERCG Role of the LERCG is to: provide support and decision making to deal with the emergency

Community Documents Northern Affairs Manual of Policies and Procedures (NAMPP): Province of Manitoba | Community Documents Financial Public Works Land Protective Services Environmental Health Services Elections General

Community Documents Financial Management Guide: Administrative Financial Budgeting and Coding Appendices

Community Documents A Safe Workplace: A Workplace Safety and Health Manual for Your Community Safety and Health Policy Hazards/Risk Assessment Safe Work Practices, Safe Work Procedures Community Council Rules Personal Protective Equipment Preventative Maintenance Training and Communication Inspections Investigating and Reporting Emergency Preparedness Records and Statistics Legislation Manitoba Supplement WHMIS Program

Community Documents Election Official s Handbook: Election Officials Senior Election Official s Duties Voting Official s Duties Department Staff Roles Election Material Appendices

Community Documents Community Development Corporation Manual for Northern Affairs Communities: Introduction Start-up Operating Guidelines Other Information Appendices List of Forms (Obtain Online)

Community Documents Community Management Series Manual: Running for Council Council Orientation Manual Employee Management Guide Managing Your Own Affairs Manual Community Management Plan Manual Land Use Planning Guide Subdivision Process Guide Capital Planning and Delivery Guide

Module 2 Role and Responsibilities

Council Members Role and Responsibilities: practice good governance represent the public and act in the best interest of the community understand authority and policies (including department policies) attend all council meetings and council committee meetings and participate fully make objective and unbiased decisions and accept responsibility for council decisions

Council Members Role and Responsibilities: be aware of financial limitations in decision making and maintain financial integrity ensure administrative practices and procedures are in place to implement council decisions protect community assets ensure staff are adequately trained adhere to conflict of interest rules keep matters confidential

Council Members Role and Responsibilities: seek and distribute information to community residents and employees evaluate policies, programs and services of the community adhere to workplace safety and health requirements (including respectful workplace policy, safety and health manual) perform any other duty or function imposed by the council or an act

Additional Duties of the Mayor council representative chair of all council meetings ensure all council decisions are legal guard against conflict of interest ability to call special meetings responsible as head under FIPPA legislation

Council Role and Responsibilities: establish the community s organizational structure adopt rules of procedure responsible to the public appoints a CAO the act does not contemplate a council operating without one

Organizational Structure Public Boards/Committees Council CAO Staff Public Works Supervisor

Rules of Procedure regular meetings of council conduct of council meetings public participation calling a special meeting other matters council considers necessary or desirable

Community Administrative Officer an information resource and principal advisor responsible for implementing council decisions attends council meetings prepares agendas and meeting minutes drafts resolutions and bylaws manages day to day operations manages and supervises all council staff

Community Administrative Officer prepares and presents financial statements maintains files and filing systems provides administrative support develops and manages correspondence provides records for council inspection and audit purposes maintains records required under conflict of interest legislation ensures necessary documents are submitted

Other Council Employees [insert position and duties of other council employees, ex. public works employee, water and wastewater operator (including backup)] [insert volunteers/appointments and their duties, ex. fire chief, firefighters, senior election official]

Overview of Programs and Services [insert programs and municipal services delivered in the community]

Department Staff Northern Affairs Branch: executive director s office (EDO): Winnipeg, Thompson General Inbox (EDO): NorthernAffairs@gov.mb.ca regional offices: Northern Region (NR): Thompson, The Pas General Inbox (NR): NAB.Thompson@gov.mb.ca North Central Region (NCR): Dauphin, Winnipeg General Inbox (NCR): NAB.Dauphin@gov.mb.ca o regional staff are specialized in these program areas: municipal administration (finance, governance, leadership) technical and public works (infrastructure, roads, equipment) environmental services (water, wastewater, household solid waste) workplace safety and health (respectful and safe workplaces) protective services (fire, emergencies, community safety) land use (planning)

Department Staff Executive Director s Office (EDO): Executive Director Administrative Assistant support to EDO and staff Regional Administrator processes financial transactions Senior Analyst capital/technical program support Senior Compliance Engineer operator certification and regulatory compliance Manager, Municipal Support Services Senior Analyst and Principal Electoral Officer municipal governance and administration program support/elections Senior Analyst engagement/incorporation support Senior Analyst fire/public safety/emergency program support

Department Staff Municipal Development Consultant facilitates increased financial management and administrative capacity through council and administrative staff development assists in building stronger council governance and leadership provides information on available resources and training and assists with interpretation of various legislation ongoing support to council and the CAO advises on services available from other government services/agencies

Department Staff Technical and Public Works Consultant assists communities and public works staff to operate and maintain public infrastructure (buildings, vehicles, equipment, facilities, roads) assists and leads in capital project planning and delivery, including tendering and contracts provides troubleshooting and technical advise and support to community employees and council completes annual infrastructure maintenance audits and works with council to implement deficiency plan

Department Staff Environmental Services Consultant provides technical advice and guidance to community councils and public works staff (including water and wastewater operators) in relation to: 1. Provision of safe drinking water. 2. Effective treatment of wastewater. 3. Household solid waste including recycling. assists communities to interpret and meet requirements of environmental legislation with the goal of protecting community health and the environment works with the department senior compliance engineer to support community operator certification

Department Staff Water Operations Consultant acts in the capacity of an operator-in-charge to identified community water treatment facilities works directly with community operators in a guiding, mentoring and supervisory role coordinates with local leadership to ensure compliance with provision of safe drinking water

Department Staff Workplace Safety and Health Consultant assists councils and staff to meet legislated workplace safety and health standards, including procedures and practices conducts inspections twice a year to verify compliance with legislation arranges necessary courses and related training to assist communities assists with respectful workplace investigations at the community level

Department Staff Protective Services Consultant works with communities to help improve their capacity to respond to public safety concerns such as fire, personal safety and community emergency situations: 1. Fire: through support of community based training and proper maintenance of fire equipment/infrastructure. 2. Community Safety Officer: supports participating communities in the delivery and implementation of the program. 3. Emergency Planning and Preparedness: supports and guides communities to update their community emergency plan and assists with community risk assessment and 911. Assists communities with coordination and responding to emergency events.

Department Staff Land Development Consultant promotes, assists and supports communities with all land related matters, including: lot development land use planning and zoning crown land circulars and dispositions mapping and subdivision development

Department Staff Northern Affairs Fund: Northern Affairs Fund Operations (Offices in Winnipeg and Thompson) Executive Financial Officer Director Manager, Trust Fund Operations Trust Fund Administrator irnrfundadministrator@gov.mb.ca MEBP (Pension) Administrator irnrmebp@gov.mb.ca Property Tax Clerk irnrtaxes@gov.mb.ca

Module 3 Administration

Meeting Management council determines date and time of at least 10 regular meetings per year in their rules of procedure the mayor may call special meetings council meetings are open to the public What if a council member misses three consecutive regular council meetings?