TOWN OF ROSTHERN BYLAW

Transcription

1 TOWN OF ROSTHERN BYLAW A BYLAW OF THE TOWN OF ROSTHERN, IN THE PROVINCE OF SASKATCHEWAN, TO PROVIDE FOR THE ADMINISTRATION OF THE MUNICIPAL CORPORATION AND TO SET FORTH THE DUTIES AND POWERS OF THE DESIGNATED OFFICERS FOR THE TOWN OF ROSTHERN. The Council of the Town of Rosthern in the Province of Saskatchewan enacts as follows: Short Title 1) This bylaw may be cited as the Administration Bylaw. Part I Purpose and Definitions Purpose and Scope 2) The purpose of this bylaw is to establish the powers, duties and functions of municipal officials and employees of the municipality. Definitions 3) a) AAct@ means the Municipalities Act b) AMunicipality@ means the Town of Rosthern c) AChief Administrative Officer@ means the Chief Administrative Officer of the Town of Rosthern appointed to the position of administrator pursuant to Section 110 of the Municipalities Act. d) AAssistant Administrator@ means the person appointed as Assistant Administrator e) AOffice Assistant@ means the person appointed as Office Assistant f) ADepartment head@ means the Public Works Manager, Recreation & Community Development Manager, Transit Manager, Fire Chief, Rescue Squad Leader and any other person appointed as a department head. Part II Chief Administrative Officer 4) The position of Chief Administrative Officer is established pursuant to Section 110 of the Act. a) Council shall, by resolution, appoint an individual to the position of Chief Administrative Officer. b) Council shall establish the terms and conditions of employment of the Chief Administrative Officer.

2 Page 2 c) Any person appointed to the position of Chief Administrative Officer must be qualified as required by the Urban Municipal Administrators Act. of the Chief Administrative Officer 5) The Chief Administrative Officer shall perform the duties and exercise the powers and functions that are assigned by the Act, any other acts, this bylaw or any other bylaw or resolution of Council. of the Chief Administrative Officer - The Municipalities Act 6) Without limiting the generality of Section 5, the Chief Administrative Officer shall: a) Take charge of and safely keep all books, documents and records of the municipality that are committed to his/her charge. b) Ensure all minutes of council meetings are recorded. c) Record the names of all council present at council meetings. d) Ensure the minutes of each council meeting are given to the council for approval at the next council meeting. e) Advise the council of its legislative responsibilities pursuant to this or any other act. f) Ensure the safekeeping of the corporate seal, bylaws, minutes, funds, securities and any other records or documents of the municipality. g) Provide the minister with any statements, reports or other information that may be required by this act or any other act. h) Ensure that the official correspondence of council is carried out in accordance with council=s direction. i) Maintain an index register containing certified copies of all bylaws of the municipality. j) Deposit cash collections that have accumulated to $10,000 at least once a month, but not more than once a day, in the bank or credit union designated by council. k) Disburse the funds of the municipality in the manner and to those directed by law, bylaw or resolution of council. l) Maintain an accurate account of assets and liabilities and all transactions affecting the financial position of the municipality in accordance with generally-accepted accounting principles. m) Ensure that the financial statements and information requested by resolution are submitted to council. n) Complete a financial statement for the preceding year in accordance with the generally-accepted accounting principles for municipal governments recommended from time to time by the Canadian Chartered Accountants by June 1 of each year. o) Send copies of bylaws for closing and closing and leasing to the Minister of Highways and Transportation. p) Bring forward any resignation(s) of elected officials.

3 Page 3 q) At the first meeting in January of each year provide bond(s) to council. r) Sign minutes of council and committee meetings. s) Sign bylaws. t) Provide copies of public documents upon request on payment of fee. u) Provide notice of first meeting of council. v) Call a special meeting when lawfully requested to do so. w) Determine the sufficiency of a petition requesting a public meeting of voters. x) Determine the validity of a petition for referendum (30 days to report to council). y) Administer public disclosure statements (if the municipality adopts this requirement). z) Record any abstentions or pecuniary interest declarations in the minutes. aa) Provide information to the auditor. bb) Send amended tax notices when required and make necessary adjustments to the taxroll. cc) Provide for payment of writ of execution against the municipality. dd) Produce certain records upon request of inspector appointed by minister. ee) Give written notice for the unpaid fees of a building contract. ff) Certify the date on which tax notices are sent. gg) Prepare and send amended tax notices when required. hh) Provide receipt for tax payment on request of taxpayer or agent. ii) Apply partial tax payments on arrears first and, if undesignated, decide to which taxable property or properties the payment is to be applied. jj) Removal of tax lien if all arrears are compromised or abated. kk) Issue of tax certificates. ll) Proof of taxes signed by designated officer. mm) Transfer special assessments to the taxroll. Additional of the Chief Administrative Officer 7) The Chief Administrative Officer shall: a) Act as the returning officer for all municipal elections under The Local Government Elections Act. b) Ensure that public notice is given as provided in the Act, or any other act and/or as required by council in this bylaw, any other bylaw or resolution. c) Ensure that the policies and programs of the municipality are implemented. d) Advise, inform and make recommendations to council on the: i) operations and affairs of the municipality; ii) policies and programs of the municipality; iii) the financial position of the municipality.

4 Page 4 e) Supervise all operations of the municipality. f) Be responsible for the preparation and submission of the annual budget estimates from departments for council. g) Monitor and control spending within program budgets established by council. h) Make routine expenditures on a daily basis until the annual budget is adopted by council. i) Call for tenders. j) Purchase goods, services or work up to a limit of $1, k) Award contracts up to a limit of $2, l) Conduct negotiations for land purchases, annexations, etc. m) Attend meetings of council and other meetings as council directs. n) Implement and manage the Planning and Development Act. o) Prepare and submit school liability statement. p) Manage Town-owned property. q) Apply for grants. r) Identify insurance needs. s) Enforce tax collection procedures. t) Gather information for meetings. u) Present reports at meetings. v) Introduce delegates at meetings. w) Manage human resources including, but not limited to: i) drafting job descriptions; ii) advertise jobs; iii) delegate to employees; iv) train employees; v) evaluate employee performance; vi) administer employee benefit and pension plans; vii) handle employee grievances. x) Deal with the public in the following manner: i) handle complaints; ii) deal with inquiries; iii) make referrals; iv) explain council decisions; v) consult with the public; vi) provide information to the media. y) Continuing professional growth by: i) reading relevant literature; ii) participating in continuing education courses; iii) participate in professional conventions; iv) communicate with other administrators.

5 Page 5 Part III Other Positions Assistant Administrator Establishment of position 8) Council shall by resolution appoint an individual to the position of Assistant Administrator. 9) The Assistant Administrator shall perform the duties and exercise the powers and functions that are assigned by the Administrator, this bylaw, or any other bylaw or resolution of council. 10) a) prepare assessment roll. b) apply local improvements to taxroll. c) maintain accounts payable. d) prepare taxroll. e) prepare deposits. f) prepare bank reconciliation and print month-end financial reports. g) collect taxes. h) calculate discounts, rebates and penalties. i) sell licenses and permits. j) collect rent, fines and other fees. k) maintain utility roll. l) collect grants in lieu of taxes. m) operate office equipment. n) read maps. o) maintain and destroy records. p) deal with vendors. q) prepare and maintain payroll. r) demonstrate human relations and communication skills. s) deal with inquiries and handle complaints. t) make referrals. u) explain assessment and taxes to individuals. Acting Chief Administrative Officer 11) If the Chief Administrative Officer is incapable of performing his or her duties or if there is a vacancy in such position, the council may appoint a person as Acting Chief Administrative Officer for a period of not longer than three months or any longer period that the board of examiners may allow.

6 Page 6 12) The Acting Chief Administrative Officer shall have all the powers and duties of the Chief Administrative Officer while acting in the capacity of Chief Administrative Officer. Office Assistant 13) Council shall by resolution appoint an individual to the position of Office Assistant. 14) The Office Assistant shall perform the duties and exercise the powers and functions that are assigned by the Administrator, this bylaw, or any other bylaw or resolution of council. 15) a) Set up and maintain filing system. b) Operate office equipment. c) Handle mail. d) Order office supplies. e) Type correspondence, reports, minutes, etc. f) Read maps. g) Update taxroll files. h) Answer telephone and direct calls. i) Maintain cemetery register and Vital Statistics reports. j) Maintain bylaw register. k) Demonstrate human relations and communication skills. l) Handle complaints. m) Deal with inquiries. n) Make referrals. o) Explain assessment and taxation to ratepayers. p) Assist general public. q) Issue tax receipts. r) Issue tax certificates. s) Remove tax liens if all arrears are comprised or abated. Public Works Manager 16) Council shall by resolution appoint an individual to the position of Public Works Manager. 17) The Public Works Manager shall perform the duties and exercise the powers and functions that are assigned by the Chief Administrative Officer, this bylaw, or any other bylaw or resolution of council.

7 Page 7 18) a) Responsible for the maintenance and operation of Town-owned and leased facilities and equipment, including but not limited to the areas of roads, streets and sidewalks; parks and cemeteries; waste collection and disposal; water supply, treatment and distribution and capital works projects. b) Maintenance of all service records and applicable documentation relevant to equipment, water treatment plant operations, storm sewers, lift stations, curbs and sidewalks, water and sewer line installations and maintenance. c) Supervision of all outside staff. d) Report to council on regular basis. e) Prepare annual operational and capital budget with respect to areas of responsibility. f) On-call duties, as required. g) Continue professional growth by obtaining necessary certificates and credits. Assistant Public Works Manager/Recreation Facilities Maintenance Manager 19) Council shall by resolution appoint an individual to the position of Assistant Public Works Manager/Recreation Facilities Maintenance Manager. 20) The Assistant Public Works Manager/Recreation Facilities Maintenance Manager shall perform the duties and exercise the powers and functions that are assigned by the Public Works Manager, this bylaw, or any other bylaw or resolution of Council. 21) a) are geared toward, but not exclusive to, the areas of public works, utilities maintenance, recreation facilities maintenance, playgrounds, parks and cemetery maintenance. b) are geared toward, but not limited to: - operation of heavy equipment - recreation facilities maintenance - general carpentry and building maintenance - equipment maintenance and repair - water distribution - wastewater treatment c) Able to supervise in the absence of the Public Works Manager. d) Report to Council in the absence of the Public Works Manager. e) On-call duties required. f) Continue professional growth by obtaining necessary certificates and credits.

8 Page 8 Recreation & Community Development Manager 22) Council shall by resolution appoint an individual to the position of Recreation & Community Development Manager. 23) The Recreation & Community Development Manager shall perform the duties and exercise the powers and functions that are assigned by the administrator, Town Council and/or Recreation Board, this bylaw, or any other bylaw or resolution of council. Administration and Management 24) a) Direct liaison with the Rosthern Recreation Board. b) Provide monthly written reports to Town Council and attend Council meetings as requested. c) Provide written reports to Recreation Board at regular meetings. d) Prepare and control the annual operating and capital budgets for the recreation department. e) Research, apply for and follow up applicable grants. f) Play an active role in policy development and implementation. g) Provide expertise and policy interpretation of civic policies, bylaws and provincial legislation related to the delivery of recreation programs and services, with safety as a paramount concern. h) Research and implement cost-savings procedures, including savings on energy costs. i) Responsible for hiring, evaluation and supervision of Town recreation staff, with consultation with the administrative team. j) Responsible for daily deposits and day-to-day operations at the swimming pool. Public Relations a) Approach public relations in a competent, prudent manner while communicating Town policies and procedures. b) Effectively communicate to the public any local or provincial cultural, heritage, sport, recreational or community development programs being provided within the community. c) Communicate the benefits of recreation and its importance to co-workers, employers, citizens, community groups and other agencies. d) Communicate the benefits of physical activity to co-workers, employers, citizens, community groups and other agencies.

9 Page 9 Facilities Management a) Ensure that all of the Town s recreational facilities are properly maintained and operated, including swimming pool, skating and curling rink, play parks, ball diamonds and tourist booth, with safety as the highest concern. b) Assess the municipal recreational facilities in view of the community s demographics, and make recommendations as to the need for maintenance, renovation, expansion, addition or deletion of such facilities. Leadership & Community Development a) Advise community groups, at their request, with the development and/or implementation of their programs. b) Liaison between community groups and regional, provincial and national organization. c) Facilitate the process of public participation for park, recreation and facility development. d) Recruit and retain volunteers to maintain programs and enhance community development. e) Develop long- and short-term plans based on community need. f) Develop increased opportunities for physical activity for residents. g) Assist community groups with developmental programs as required. Tourism Resource Coordination a) Develop and coordinate a system of community event information posting and networking. b) Develop and continually update community promotional material. c) Develop and maintain a community photo archive. d) Coordinate volunteers to work at the tourist booth. Communication Skills a) Prepare effective reports that measure the success of plans, programs and policies. b) Coordinate the preparation of relevant, reliable and required reports as specified by Council. c) Communicate with the public clearly and consistently. Professional Development and Partnerships a) Liaison and involvement with regional, provincial and federal recreation, sport and culture organizations. b) Maintain and share data with other recreation professionals. c) Encourage leadership development opportunities and make recommendations as to training courses for staff and volunteers. d) Be involved with tourism and economic development to coordinate and promote events which have a positive effect on community well-being and growth.

10 Page 10 Transit Manager 28) Council shall by resolution appoint an individual to the position of Transit Manager. 29) The Transit Manager shall perform the duties and exercise the powers and functions that are assigned by the administrator, this bylaw, or any other bylaw or resolution of council. 30) a) Maintain the bus so it is in a mechanically safe operating condition. b) Schedule and take bus for annual safety inspection. c) Keep bus tidy by cleaning up litter and sweeping daily. d) Give bus safety check every morning (lights, signals, brake lights, oil and fluid levels and tire pressure). e) Be punctual for appointments, courteous and accommodating. f) Present oneself in a businesslike manner - be dressed and groomed properly. g) Assist passengers if necessary when mounting or dismounting the bus and also with parcels or entering a residence or place of business. h) Keep a record of ridership (daily/monthly/annually). i) Keep a record of maintenance repairs and fuel. j) Prepare monthly and annual reports of ridership, repairs, fuel and kilometres. k) Inform alternate/relief drivers of any policy changes. l) Provide a daily appointment schedule for alternate/relief driver when Transit Manager is on holidays. m) Report problems, whether mechanical or operational, to the Town Administrator or Assistant, as well as any request for unscheduled out-oftown trips. n) Collect fares and deposit in appropriate box in bus. o) Submit to the Town Office all fare receipts on a weekly basis. The weekly cut-off is Thursday at 5:00 p.m. and is to be submitted the following morning. p) Responsible to train alternate/relief drivers. q) Responsible for the billing of scheduled and unscheduled trips. r) Attend and report as required to the Rosthern Transit Committee on matters concerning the operation of the bus.

11 Page 11 Part IV Delegation of Authority 31) The Council hereby authorizes the Chief Administrative Officer to delegate his/her powers, duties or functions to another employee. Part V Municipal Documents Signing Agreements 32) The Mayor and the Chief Administrative Officer shall sign all agreements to which the municipality is party. Cheques 33) The Chief Administrative Officer, or if the Chief Administrative Officer is unavailable, the Chief Administrative Officer s designate and the Mayor, or in the absence of the Mayor, the Deputy Mayor, shall sign all cheques on behalf of the municipality. Negotiable Instruments 34) The Chief Administrative Officer, or if the Chief Administrative Officer is unavailable, the Chief Administrative Officer s designate and the Mayor, or in the absence of the Mayor, the Deputy Mayor, shall sign all other negotiable instruments on behalf of the municipality. Part VI Designated Officers Temporary Road Closure 35) The Public Works Manager shall be the designated officer for the purpose of temporary road closures. Enforcement of Municipal Law 36) The Chief Administrative Officer shall be the designated officer to inspect, remedy or enforce any bylaw or the Municipalities Act. Right of Entry for Public Utility Service 37) The Public Works Manager shall be the designated officer to enter a building for the purpose of a public utility service.

12 Page 12 38) Bylaw is hereby repealed. Part VII Coming into Force 39) This bylaw shall come into effect on the day of its final passing. Introduced and read a FIRST time this 4 th day of April, Read a SECOND time this 4 th day of April, Read a THIRD time and passed this 4 th day of April, ( S E A L ) Mayor Doug Knoll Town Administrator Nicole J. Lerat