Administration
In our financial reporting system the cost of administration (excluding department managers) is grouped with Council expenses and is reported as the cost of General Government.
Administration on its' own includes the Chief Administrative Officer (C.A.O.), the Clerk, the Treasurer, all office staff and the Managers of each department. Collectively this group takes care of all the Corporate administrative services which includes the following key responsibilities:
- To implement Council's decisions and establish administrative practices and procedures to carry out Council's decisions
- To undertake research and provide advice to Council on the policies and programs of the municipality; and
- To carry out other duties required under this or any other Act and other duties assigned by the municipality.
In McDougall the title and responsibilities of the C.A.O. and Clerk are assigned to one person.
Duties of the C.A.O:
Under the Municipal Act, a municipality may appoint a C.A.O who is responsible for:
- Exercising general control and management of the affairs of the municipality for the purpose of ensuring the efficient and effective operation of the municipality
- Performing such other duties as are assigned by the municipality
Duties of the Clerk:
- The Municipal Act makes it mandatory that a municipality appoint a Clerk whose main responsibilities are as follows:
- To record, without note or comment, all resolutions, decisions and other proceedings of the Council
- If required by any member present at a vote, to record the name and vote of every member voting on any matter or question
- To keep the originals or copies of all by-laws and of all minutes of the proceedings of the Council.
- To perform the other duties required under this Act or under any other Act; and
- To perform such other duties as are assigned by the municipality
Duties of the Treasurer:
The Municipal Act requires that a Treasurer be appointed who is responsible for handling all of the financial affairs of the municipality on behalf of and in the manner directed by the Council of the municipality.
- Collect money payable to the municipality and issue receipts for those payments
- Deposit all money received in a financial institution designated by the municipality
- Pay all debts and other expenditures authorized by the municipality
- Maintain accurate records and accounts of the financial affairs of the municipality
- Provide the Council with such information with respect to the financial affairs of the municipality as it requires or requests
- Ensuring investments of the municipality are made in compliance with the regulations made under section 418 of the Municipal Act
Department Managers:
The responsibilities of each manager is documented in their section of the web page. In addition to the duties described the municipality maintains general job descriptions for each position.
For an overview of the municipalities organization chart please click here.
The Administration of the Corporation discharges its' responsibilities by coordinating a whole host of functions but not limited to the following, answering public questions and inquiries, billings for taxation, water, landfill tipping fees, misc. billing relating to planning matters, processes all applications for planning, processes building permits, fire permits, entrance permits, dog tags, they direct all in-coming and out-going communications, co-ordinate Council agendas, prepare Council by-laws, resolutions, agendas and minutes and policies. They process payroll, accounts payable and prepare the various financial reports to Council. They co-ordinate all annual reporting to the Federal/Provincial Governments, prepare and process grant applications, prepare special funding reports and provide administrative support to Council and various Boards or Committees.