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