TERMS OF REFERENCE - DOC 10

							                               TERMS OF REFERENCE

                          CHIEF ADMINISTRATIVE OFFICER


FUNCTION:

The Chief Administrative Officer is responsible to the Mayor and Council for the overall
management of the administrative operations of the City of Terrace, and ensuring that the
policies and directions of Council are implemented.

AUTHORITY:

1.    The Chief Administrative Officer is authorized to take any reasonable action
      necessary to exercise statutory duties given to him/her under Section 147 of the
      Community Charter, and to carry out the general responsibilities assigned to
      him/her provided such action demonstrates sound judgement and does not deviate
      from prescribed municipal policy and procedures, municipal bylaws, approved
      municipal practice and procedure, or the provisions of the Community Charter.

2.    The Chief Administrative Officer may delegate portions of his/her authority and
      responsibility to appropriate officers of the Corporation, but may not delegate or
      relinquish overall responsibility for results nor accountability to the Mayor and
      Council for the performance of his/her duties.

STATUTORY DUTIES:

1.    The Chief Administrative Officer is responsible for the overall management of the
      administrative operations of the municipality.

2.    The Chief Administrative Officer is responsible for ensuring that the policies and
      direction of Council are implemented.

3.    The Chief Administrative Officer is responsible for advising and informing Council
      on the operations and affairs of the municipality.

4.    The Chief Administrative Officer is responsible for the corporate administration
      duties under Section 148 of the Community Charter, in the absence of the
      Corporate Administrator.
Terms of Reference
Chief Administrative Officer                                                             Page 2

GENERAL RESPONSIBILITIES:

1.      To ensure that all resolutions passed by Council are carried out, and to report
        thereon to the Mayor and Council.

2.      To be available to the Mayor and Councillors, for the purpose of answering
        enquiries and providing information and reports, as required.

3.      To assist the Council, as required, in developing municipal policy.

4.      To ensure that all municipal bylaws, policies, and procedures are properly
        administered.

5.      To recommend to Council, the organization plan of the corporation and changes
        thereto and, when approved, to see that it is adhered to.

6.      In conjunction with the Corporate Administrator, to assist the Mayor with
        preparations for Council meetings, and any other corporate matters coming within
        his/her jurisdiction, and to assist members of Council in preparing documents
        required for the fulfilment of their functions.

7.      To supervise the Department Heads and direct their adherence to municipal policy,
        and to co-ordinate their activities so as to incur the most rational and economic use
        of municipal resources.

8.      To hire, plan, direct, co-ordinate, administer and supervise the day-to-day activities
        of staff working directly under his/her jurisdiction, and to take any disciplinary or
        termination action, as appropriate.

9.      To ensure that employees under his/her jurisdiction are delegated adequate
        authority to carry out their responsibilities, but that appropriate limitations on their
        authority are clearly understood.

10.     To approve staff training, attendance at seminars, conferences, etc.

11.     To carry out, on behalf of management, the collective bargaining with employees of
        the City.

12.     To assist the Council in negotiations with staff, to make recommendations to
        Council concerning C.U.P.E. and Firefighters Contracts, and to supervise and
        administer these union contracts.

13.     To report to Council on the addition, suspension, separation, promotion, demotion,
        transfer, or retirement of any Officer or Department Head of the municipality.
Terms of Reference
Chief Administrative Officer                                                         Page 3

14.     To be responsible for the third step of the grievance procedure for all unionized
        employees.

15.     To obtain legal advice, and authorize lawyers to defend, or conduct action or
        proceeding in a court of law or before a tribunal, arbitrator, board, or any person,
        for or on behalf of the municipality.

16.     To represent the municipality before the public, and to work with the public, as
        required, for the purpose of answering enquiries and discussing complaints with
        respect to City of Terrace operations.

17.     To attend Standing Committee meetings, as technical advisor, representing the
        Administration Department, or other Departments, as required.

18.     To supervise replies to public enquiries by municipal administration, and all
        correspondence emanating from municipal administration, and to deal with all
        correspondence which does not directly concern some other department or office.

19.     To compile, prepare, document, review and make recommendations on the capital
        and operating budgets of the City, and to modify them in accordance with specific
        guidelines laid down by Council.

20.     To approve financial and operating transactions, as outlined in the Administrative
        Policies and Procedures Manual.

21.     To prepare applications and submissions for cost and revenue sharing grants
        available to the Administration Department, in conjunction with the Finance
        Department.

22.     To prepare reports and maintain such records and information as may be
        necessary to perform this function.

23.     To exercise such other powers, and carry out additional related tasks and functions,
        as may be assigned by the Mayor and Council.