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unofficial consolidation, the official version is held by the municipal clerk.
Purpose
To establish the position of Chief Administrative Officer (CAO) in the Town's
Governance and Administrative Structures.
Policy Objectives
The objectives of the Chief Administrative Officer Policy are to:
a. State the qualifications for the person hired as the Town's CAO;
b. Define the role of the CAO and his/her relationship with Council and the
Staff of the Town;
c. Set out the Terms of Reference for the CAO.
Policy
The Town of Mahone Bay shall employ a CAO who shall be the head of the
administrative branch of the government of the Town and is responsible to Council
for the proper administration of the affairs of the Town in accordance with the
bylaws of the Town and the policies adopted by Council; and where no policy or
bylaw exists, under the direction of Council.
Council shall communicate with the employees of the Town solely through the CAO,
except that Council may communicate directly with employees of the Town to
obtain or provide information. No individual member of Council shall give orders,
either publicly or privately, to any employee of the Town.
Council shall provide direction on the administration, plans, policies and programs
of the Town to the CAO.
The CAO shall communicate with the Mayor on policy issues and relevant
information that arises between Council and Committee of Council meetings, and
the CAO shall advise Council on a regular basis.
The CAO may attend all meetings of the Council and any board, committee,
commission, corporation of the Town or related municipal group and make
observations and suggestions on any object under discussion.
Chief Administrative Officer Policy
Qualifications
Education
Relevant University Degree, preferably with postgraduate study in Municipal
Administration. Education requirements may be further delineated as part of a
selection process for the CAO.
Experience
Five years of recent relevant experience in local government administration
management in Nova Scotia.
Personal
Strong leadership and management skills are required to lead the team of Town
staff. Must have the ability to communicate with the public and Council by
presenting advice and recommendations on all matters affecting local government.
Research and computer skills are required.
Position Overview
Reporting to the Town Council, the CAO generally manages the day-to-day affairs of
the Town within the applicable legislation, and within the policies and bylaws
approved by Town Council. Supervises all staff, ensuring that appropriate human
resource policies are in place. Provides concise advice to Council. Ensures that the
annual operating and capital budgets are prepared for the Town in a timely manner
as required by Council.
Responsibilities of the CAO
The CAO shall:
a) Administer the day-to-day business affairs of all departments of the Town, in
accordance with the policies and plans approved by Council.
b) Co-ordinate and direct the preparation of plans and programs to be
submitted to Council for the construction, rehabilitation and maintenance of
all Town property and facilities.
c) Ensure that the annual budgets are prepared and submitted in a timely
manner as required by Council.
d) Ensure reports are submitted to Council in a timely manner as required by
Council.
e) Be responsible for the administration, accountability and control of the
budget adopted by Council.
f) Present to Council for its consideration, recommendations from the staff,
along with appropriate commentary from the CAO, concerning any aspect
of internal operation, along with proposed bylaws and resolutions to give
effect to such recommendations as may be adopted by Council. Meet with
department managers and staff regularly, for discussion of matters of policy
and for coordination of all Town activities.
g) Attend, or be adequately represented at all meetings of Council and any
other meetings that Council may establish, and with the presiding officer,
make such observations and suggestions as the CAO may deem expedient
on the topic under discussion.
h) Make written recommendations to Council, when the CAO or the Council
deems it necessary, with respect to a chosen topic and those
recommendations shall be recorded as part of the minutes of the
proceedings.
i) Regularly study the Town's administrative organization structure and
operations and recommend any changes that would, in the opinion of the
CAO, improve the effectiveness or efficiency of the internal operations.
j)
Recommend to Council the appointment, employment, suspension or
dismissal of Department Heads. Departments identified as Public Works
Manager, Finance Manager or Clerk of the Town.
I)
Appoint, employ, suspend, or dismiss all other employees in accordance
with procedures laid down in the Town's Human Resource Policy, with
power to further delegate this authority.
m) Make or authorize the making of expenditures, subject to policies adopted
by Council, for the purchase of equipment, supplies and/or other items
required for carrying on the business of the Town, and enter into contracts
therefore on behalf of the Town, where the amount of such expenditure does
not exceed budgeted amounts for capital projects and in the case of
budgeted operating expenditures the sum of fifty thousand dollars
($50,000).
n) Submit a recommendation to Council respecting any proposed
expenditure, for any purpose, in excess of five thousand dollars ($5,000) and
respecting any contract involved therein. The CAO is authority to make
emergency expenditures in excess of five thousand dollars ($5,000) and
must report the expenditure immediately to Council with formal ratification
scheduled the next meeting of council.
o) Be authorized, subject to the policies adopted by Council, to sell any personal
property belonging to the Town, not exceeding a value of five thousand
dollars ($5,000) which is deemed to be no longer required, is obsolete or
unsuitable for use for town business.
p) Be authorized, subject to the policies adopted by Council, to personally or by
an agent, negotiate and execute leases for real property owned by the Town
that are for a term not exceeding one year, including renewals.
q) Supervise the performance of all contracts or agreements entered into by the
Town and ensure that all the conditions relating thereto have been fulfilled
in accordance with the
provisions of such contracts or agreements and the CAO shall report to the
Council respecting such contracts.
r) Obtain information regarding all boards and commissions which affect the
interests of the Town and report to Council regarding same when, in the
opinion of the CAO or Council, such reports are deemed necessary.
s) Review the drafts of all proposed bylaws and policies and make
recommendations to Council with respect to them.
t) The CAO is responsible for the implementation of a comprehensive Human
Resource Management program for the Town and for ensuring
appropriate HR policies are in place. The performance assessment of the
CAO and managers will reflect the implementation of all facets of the HR
plan.
u) Carry out such additional duties and exercise such additional responsibilities
as Council may assign.
In the event of the temporary absence or disability of the incumbent, the CAO may
designate a qualified person to perform the duties of the CAO during that absence.
The incumbent will advise the Mayor in writing of the acting assignment. In the
event of an extended absence, Council shall appoint a person deemed qualified as
"Acting" CAO. The duration of the acting appointment will be at the discretion of
Council.
The CAO may use the services of any and all staff of the Town to meet the goals and
objectives of the administrative branch.
Additional details on the responsibilities for the Chief Administration Officer position
are included in the Work Description created for the position.
Clerk's Annotation for Official Policy Book
Date of Notice to Council Members of
Intent to Consider (7 days minimum notice)
Date of Passage of Current Policy
_______________________
___________________
Clerk/CAO
Date
April 3, 2018
April 3, 2018