2009 SUMA Convention Education Session E - 7. Introductions Direction and Focus of this session...
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Transcript of 2009 SUMA Convention Education Session E - 7. Introductions Direction and Focus of this session...
2009 SUMA Convention
Education Session E - 7
IntroductionsDirection and Focus of this session
Format – two parts
PART ONE – Urban Administrators Issues & Challenges
What is the issue?What are the “new realities?”What are the legislative requirements?
What can be done if you don’t have a certified administrator?”
Discussion
PART TWO – Working with Your Administrator
How to work with your administrator to “get the best advice”
Discussion
Key role of the administrator Governance modelRelationship to council Roles and responsibilitiesIs the administrative arm of governance
THE PUBLIC
LeadershipExpectations
Mayor and Council
Services
Administrator/ Manager
Administration/ employees
Governance
Role of CouncilRepresent the public – the electorate
Provide leadership and policy direction
Ensure administrative practices and procedures are in place to implement decisions of Council
Maintain the financial integrity of the municipality
Main policy advisor to Council
Carries out the direction of Council
Manages day-to-day affairs
Oversees preparation of annual budget and expenditures, once approved by Council
Spokesperson for the administration
Responsible for all reports to Council
Aging workforce – pending retirements
Wage competition – other employment opportunities
Increasing responsibilities and added complexity
Certification requirements – training under certified administrator
Others???
Section 110 of The Municipalities Act spells out requirements Every council is required to
establish the position of administrator
Every person holding that position must be qualified as required by the Urban Municipal Administrators Act
Administrator shall perform duties and exercise powers and functions assigned to the administrator by this and other acts and by Council
Subject to council approval, the administrator may delegate any of his/her powers to any employee of the municipality
Council may appoint a person to fill the position of administrator in an acting capacity for up to three (3) months and longer if the Board of Examiners approves.
The Urban Municipal Administrators Act creates the Urban Board of Examiners which is empowered to issue certificates of qualification to persons who qualify.
The current President of UMAAS and chair of the Urban Board of Examiners explains the requirements this way – Communities with a population over
100 are required to employ an administrator who is certified by the Urban Board of Examiners (Cities are exempt)
“ to ensure the administration of important community services and public assets are effectively managed”.
“Certification of administrators provides elected officials and taxpayers with the assurances that the individual employed by council have their qualifications evaluated and meet established standards of knowledge and skills”.
May raise questions over coverage under Errors and Omissions insurance
Could call into question validity of motions passed
Are you getting sound professional advice?
Background 121 administrators provide services to
248 urban and rural municipalities A variety of arrangements
Urban and rural most commonSome urban – urban & rural – rural Some involve three or four municipalities
Could be more than one office or a single office
First step in filling a vacancy advertise in several association websites, and/or
Approach neighboring municipalities to see if job sharing may be possible
Second step Try to find a candidate that has the
potential to be trained as an administratorNeed to find a certified administrator who
can act as supervisor & trainer to oversee the work and guide the trainee.
Third Step Consider joining up with a larger
municipality, if feasible and locally acceptable
Discussion
PART TWOWorking with Your
Administrator
Need for Open & Direct Communication Two way dialogue on issuesRespectful discussion and
exchange of ideasVarious points of view (policy and
administrative) Step towards building trust and
confidence
Setting the agenda (& keeping to it)Administrator should know in
advance what is needed and have time to prepare
Limits ad hoc discussions and making decisions on the fly
Could lead to shorter council meetings??
Setting Policy Direction Role of Council (eyes and ears of
the public)Benefits of procedural bylaw Reports from administration with
recommendations and draft resolutions
Need for written policies – record and consistency
Decision Making ProcessClearly understood process What are the optionsWhat is the past practice
(precedent)What are the implications - $’s &
policy
Motions and DecisionsImportance of drafting motionsActing on decisions/directions of
Council
Disagreements and ConflictArise in all organizations including
governments of all levelsRequire immediate attention Role of the administratorPotential gender conflict
Public ComplaintsDealing in a professional and
objective manner Relaying accurate factual
information Need for Council to stand by your
administrator
How to Manage ChangeNew world for some – development
pressuresCooperative effort by both Council
and AdministrationRealizing additional pressures on
administration – work load and complexity of issues
Reach out for assistance
Need for ongoing training Sometimes overlooked by councilsProfessional development –
broaden horizon – lifelong learningOpportunities to build peer
network and information contacts
Knowing when to call for helpAdministrator can’t be expert in all
areasEncourage and support seeking
outside assistance Help is readily available in many
different forms and sources
Discussion