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Municipality of the District of St. Mary's
Chief Administrative Officer (CAO) Policy
Page 1 | 6
1. Purpose
This policy establishes the position of Chief Administrative Officer (CAO) in the Municipality Governance
and Administrative Structures and articulates the authorities of the CAO as required by the Municipal
Government Act (MGA).
2. Authority
The Municipality takes its authority for this policy under the provisions set out in Part II of the Municipal
Government Act.
3. Scope
This policy applies to the Council, CAO, and staff of the Municipality of the District of St. Mary's.
4. Responsibilities of Municipal Council
4.1 The Municipality shall employ a CAO who shall be the head of the administrative branch of the
government of the Municipality and is responsible to Council for the proper administration of the
affairs of the Municipality in accordance with the by-laws of the Municipality and the policies
adopted by Council; and where no policy or by-law exists, under the direction of Council.
4.2 Council shall communicate with the employees of the Municipality solely through the CAO, except
from general information exchange as per section 30(2) of the Municipal Government Act. No
individual member of Council shall direct, either publicly or privately, to any employee of the
Municipality.
4.3 Council shall provide clear direction on the administration, plans, policies, and programs of the
Municipality to the CAO.
4.4 Council shall execute a performance evaluation quarterly upon the hiring of a new CAO, and
subsequently execute annual performance evaluations.
Municipality of the District of St. Mary's
Chief Administrative Officer (CAO) Policy
Page 2 | 6
5. Qualifications
5.1 Education- Relevant University Degree, preferably in Municipal Administration, with five years of
experience in a senior management capacity. Knowledge of local government management or
equivalent formal education and experience.
5.2 Personal- Strong leadership and management skills are required to lead the team of Municipality
staff. Must have the ability to communicate with the public and Council in presenting advice and
recommendations on all matters affecting local government. Research and computer skills are
required.
5.3 Position Overview- Reporting to the Municipality Council, the CAO generally manages the day-
to-day affairs of the Municipality within the applicable legislation, and within the policies and by
laws approved by Municipality 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 Municipality.
6. Responsibilities of the CAO
6.1 The CAO Shall:
a. Communicate with the Warden on policy issues and relevant information that arise between
Council and Committee of Council meetings, and the CAO shall advise Council on a regular basis.
b. Attend, or be adequately represented at, all meetings of the Council and any board, committee,
commission, or corporation of the Municipality and make observations and suggestions on any
object under discussion.
c. Administer the day-to-day business affairs of all departments of the Municipality, in accordance
with the policies and plans approved by Council.
d. Coordinate and direct the preparation of plans and programs to be submitted to Council for the
construction, rehabilitation, and maintenance of all Municipality property and facilities.
e. Ensure that the annual budgets are prepared and submitted to Council.
f. Be responsible for the development, administration, accountability, and control of the budget
adopted by Council.
Municipality of the District of St. Mary's
Chief Administrative Officer (CAO) Policy
Page 3 | 6
g. 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 By-
Laws and Resolutions to give effect to such recommendations as may be adopted by Council.
h. Meet with Department Heads and staff regularly, for discussion of matters of policy and for
co-ordination of all Municipality activities.
i.
Attend, or be adequately represented at, all meetings of Council and any other meetings that
Council may establish, and with the permission of the presiding officer make such observations
and suggestions as the CAO may deem expedient on the topic under discussion.
j.
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.
k. Have the authority to regularly study the Municipality 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.
l.
Recommend to Council the appointment, employment, suspension, or dismissal of the
Department Heads.
m.
Appoint, employ, suspend, or dismiss all other employees in accordance with procedures laid
down in the Municipality Human Resource Policies, with the power to further delegate this
authority.
n.
Subject to policies adopted by Council, make or authorize the making of expenditures for the
purchase of equipment, supplies or other items required for carrying on the business of the
Municipality, and enter into contracts therefore on behalf of the Municipality where the amount
of such expenditure does not exceed, in any one case, the sum of six thousand dollars ($6,000.00)
plus HST provided it is a budgeted item.
o.
Submit a recommendation to Council respecting any proposed expenditure, for any purpose, in
excess of six thousand dollars $(6,000.00) plus HST, and respecting any contract involved therein,
however, notwithstanding the above, the CAO is empowered to make emergency expenditures
for essential services in excess of six thousand Dollars ($6,000.00) plus HST and must report the
expenditure immediately to Council for ratification at the next meeting.
Municipality of the District of St. Mary's
Chief Administrative Officer (CAO) Policy
Page 4 | 6
p.
Subject to policies adopted by Council, sell any personal property belonging to the Municipality
not exceeding a value of five thousand Dollars ($5,000.00) plus HST which, in the opinion of the
CAO, is no longer needed by the Municipality or which is obsolete or unsuitable for use.
q.
Subject to policies adopted by Council, personally or by an agent, negotiate and execute leases
of real property owned by the Municipality that are for a term not exceeding one year, including
renewals.
r.
Supervise the performance of all contracts or agreements entered into by the Municipality 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.
s.
Obtain information regarding all boards and commissions which affect the interest of the
municipality and report to Council regarding the same when, in the opinion of the CAO or Council,
such reports are deemed necessary.
t.
Review the drafts of the proposed by-laws and policies and make recommendations to Council
with respect to them.
u.
Act as the Human Resource Manager for the Municipality, ensuring adequate policies are in place.
v.
Act or appoint a person to act as the bargaining agent for the Municipality in the negotiation of
contracts between the Municipality and any trade union or employee association and recommend
to Council agreements with respect to them.
w.
Carry out such additional duties and exercise such additional responsibilities as Council may
assign.
x.
The CAO, to assist in performing the duties of that office, may use the services of any and all staff
of the Municipality.
7. CAO Leaves or Absences
7.1 In the event of the temporary absence or disability of the CAO, the CAO may designate by letter
to be filed with the Warden, a qualified person to perform the duties of the CAO during that
absence.
7.2 If the absence or disability of the CAO will be lengthy, the Council shall appoint a qualified person
to perform the duties of the CAO until the CAO returns.
Municipality of the District of St. Mary's
Chief Administrative Officer (CAO) Policy
Page 5 | 6
8. Revisions
8.1 The Municipality shall ensure that this policy is reviewed at least every four years and, where
necessary revised. All amendments to this policy will be recorded using Schedule A- Policy
Amendments.
8.2 Council additionally will review this policy prior the hiring of a new Chief Administrative Officer.
______________________________________________________________________________________________________________
Municipal Clerk
Date of Approval
Municipality of the District of St. Mary's
Chief Administrative Officer (CAO) Policy
Page 6 | 6
SCHEDULE A- POLICY AMMENDMENTS
Version #
Amendment Description
Approved By
Approval Date
1
Original Policy
Council
March 9th, 2015
2
Amendments to section 4, 5 & 6
Council
May 15th, 2023