1. 2009 SUMA Convention Education Session E - 7

2. Introductions Direction and Focus of this session Format – two parts

3. 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

4. PART TWO – Working with Your Administrator How to work with your administrator to “get the best advice” Discussion

5. Key role of the administrator Governance model Relationship to council Roles and responsibilities Is the administrative arm of governance

6. THE PUBLIC Leadership Expectations Mayor and Council Services Administrator/ Manager Administration / employees Governance

7. Represent 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

8. 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

9. Aging workforce – pending retirements Wage competition – other employment opportunities Increasing responsibilities and added complexity Certification requirements – training under certified administrator Others???

10. 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

11. 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

12. 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.

13. The Urban Municipal Administrators Act creates the Urban Board of Examiners which is empowered to issue certificates of qualification to persons who qualify.

14. 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”.

15. “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”.

16. May raise questions over coverage under Errors and Omissions insurance Could call into question validity of motions passed Are you getting sound professional advice?

17. Background 121 administrators provide services to 248 urban and rural municipalities A variety of arrangements Urban and rural most common Some urban – urban & rural – rural Some involve three or four municipalities Could be more than one office or a single office

18. First step in filling a vacancy advertise in several association websites, and/or Approach neighboring municipalities to see if job sharing may be possible

19. Second step Try to find a candidate that has the potential to be trained as an administrator Need 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

21. Working with Your Administrator

22. Need for Open & Direct Communication Two way dialogue on issues Respectful discussion and exchange of ideas Various points of view (policy and administrative) Step towards building trust and confidence

23. 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??

24. 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

25. Decision Making Process Clearly understood process What are the options What is the past practice (precedent) What are the implications - $’s & policy

26. Motions and Decisions Importance of drafting motions Acting on decisions/directions of Council

27. Disagreements and Conflict Arise in all organizations including governments of all levels Require immediate attention Role of the administrator Potential gender conflict

28. Public Complaints Dealing in a professional and objective manner Relaying accurate factual information Need for Council to stand by your administrator

29. How to Manage Change New world for some – development pressures Cooperative effort by both Council and Administration Realizing additional pressures on administration – work load and complexity of issues Reach out for assistance

30. Need for ongoing training Sometimes overlooked by councils Professional development – broaden horizon – lifelong learning Opportunities to build peer network and information contacts

31. Knowing when to call for help Administrator can’t be expert in all areas Encourage and support seeking outside assistance Help is readily available in many different forms and sources