Council Member Handbook

Council is elected to make decisions for the municipality about services, policies and programs. Council members have an equal voice at the council table – every council member has one vote. A majority vote is required to make a council decision. A council decision is the decision of the municipality. All council members must respect the decision, even when they did not vote in favour.
Council:

• develops and evaluates policies and programs;
• is accountable to the public for the decisions it makes; and
• makes sure that the municipality acts within the law.

Over the course of your term, council will need to make many complex decisions. These may include decisions on strategic and financial planning, economic development, staff, public relations and communications, and land use planning.

As a member of council, you cannot be an employee of:

• the municipality;
• the municipality’s committees;
• business improvement districts; or
• controlled corporations. 

As a member of council you must:

• represent the voters and consider the well-being and interests of the municipality;
• participate in council, committee and other bodies’ meetings;
• ensure that administrative procedures and policies are in place to implement council decisions. 

You need to become very familiar with the council procedures bylaw because it establishes written rules for conducting business at meetings for council members, administrators and the public to follow. An effective council member is objective, open minded and willing to listen. You must look at each issue in light of what is the best course of action for the municipality, regardless of what you personally feel. Everyone’s input is important and must be respected for council to reach the right decision

The mayor or reeve has the same legislated duties and responsibilities as all other councillors, however, the head of council has some legislated duties. The mayor or reeve:

• presides at a council meeting when in attendance, unless council has passed a bylaw for another member to preside at the meeting;
• votes on all resolutions and bylaws before council;
• is a member of all council committees and all bodies established by council unless council provides otherwise;
• makes all decisions and takes all actions about releasing information as the “head” under The Local Authority Freedom of Information and Protection of Privacy Act unless he/she delegates the authority as “head” to an employee of the municipality; and
• performs other duties that legislation or a municipal bylaw requires.

The administrator is an important member of the municipal management team. The administrative organization of your municipality and reporting relationships of senior staff is set by council and generally reflects the municipality’s size, services and priorities. Often the administrator reports directly to council and the other staff members report to the administrator. Department heads may also report directly to council. Training your staff so they can carry out their duties and understand new developments in their field is very important.

Your administrator must:

• ensure that the policies and programs of the municipality are implemented;
• ensure that minutes of each council meeting are prepared and distributed in a timely way;
• provide professional advice and support for council’s consideration and decision-making;
• manage the finances of the municipality;
• advise and inform council on the operation and affairs of the municipality; and
• manage, lead and direct the rest of the municipality’s employees, unless council decides otherwise.

Council should expect that the administrator will:

• prepare and distribute council meeting agendas and supporting documents in a timely way, so council members can participate in the debate and make informed decisions;
• prepare easy to understand monthly financial statements that provide a snapshot of the financial position of the municipality; and
• provide well-researched and easy to understand reports that contain options to address issues, and a recommended course of action for council’s consideration.