17-24 Appoint CAO/Clerk COUNTY OF ELGIN
By-Law No. 17-24
"BEING A BY-LAW TO APPOINT JULIE GONYOU AS
CHIEF ADMINISTRATIVE OFFICER/CLERK AND TO DEFINE THE DUTIES THEREOF"
WHEREAS pursuant to Section 228 (1) of the Municipal Act, R.S.O. 2001, as amended, a
municipality shall appoint a Clerk responsible for statutory and other duties as are assigned;
and,
WHEREAS pursuant to Section 229, of said Act, a municipality may appoint a Chief
Administrative Officer who shall be responsible for exercising general control and
management of the affairs of the municipality and for performing such other duties as are
assigned;
NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin
(hereinafter referred to as "the Corporation") enacts as follows:
1. THAT Julie Gonyou be and is hereby appointed Chief Administrative Officer/Clerk
of the Corporation effective on September 5th, 2017.
2. THAT the Chief Administrative Officer/Clerk shall be responsible only to the Council
of the Corporation, perform such duties as are lawfully prescribed and generally
manage the business affairs of the Corporation in a diligent, competent and lawful
manner through Department Heads and others reporting to her and subject always
to the policies and directions of Council.
3. THAT the Chief Administrative Officer/Clerk shall co-ordinate, lead and direct the
Department Heads in the efficient administration of the Corporation in a diligent,
competent and lawful manner through Department Heads and others reporting to her
and subject always to the policies and directions of Council.
4. THAT the Chief Administrative Officer/Clerk shall delegate appropriate duties and
responsibilities to Department Heads within the approved organizational structure.
5. THAT in keeping with By-Law 09-29, being a by-law to delegate to certain persons
on behalf of the corporation the authority to hire employees, enter into contracts of
employment and terminate the employment of employees the Chief Administrative
Officer/Clerk shall have the following authority:
a) to hire employees on behalf of the corporation;
b) to enter into contracts of employment with employees on behalf of the
corporation;
c) to terminate the employment of employees in accordance with the contractual
entitlements of the employees.
6. THAT the Chief Administrative Officer/Clerk shall attend all meetings of County
Council and may attend its standing or ad-hoc committees except when excused
from doing so by the Warden by reason of sickness, vacation or attendance
elsewhere on Corporation business, with the right to speak, but not to vote thereat.
7. THAT the Chief Administrative Officer/Clerk shall meet regularly with and co-ordinate
the activities of the Department Heads of the Corporation through a management
committee for the purpose of developing policy recommendations, determining staff
development needs and coordinating administrative activities.
8. THAT the Chief Administrative Officer/Clerk shall ensure that information and reports
requested by Committee/Council or which could be of assistance to Committee/
Council are obtained or prepared and submitted for consideration.
9. THAT the Chief Administrative Officer/Clerk shall refer sensitive or serious issues to
Committee/Council and recommend responses or solutions.
10. THAT the Chief Administrative Officer/Clerk shall, in accordance with County Policy,
conduct annual performance evaluations of Department Heads
11. THAT the Chief Administrative Officer/Clerk shall develop and implement, in
conjunction with the Department Heads, long-term plans and objectives within the
County, including recommending changes to the organizational structure to improve
effectiveness and/ or efficiency.
12. THAT the Chief Administrative Officer/Clerk shall consult with Council, Department
Heads, Local Boards and Committees to assist in determining effective programs and
ensuring efficient operation within approved budgets and in compliance with applicable
legislation.
13. THAT the Chief Administrative Officer/Clerk shall assist in the exercise of general
financial control of all departments, in conjunction with the Director, Financial Services/
Treasurer.
14. Despite anything herein contained, this by-law shall not be deemed to empower the
Chief Administrative Officer/Clerk, in any way whatsoever, to exercise or encroach
upon the powers of Council.
15. THAT the Chief Administrative Officer/Clerk shall perform all of the powers and duties
of the position as prescribed by the Statutes of Ontario and as may be from time to
time prescribed by the Council.
16. THAT the incumbent will be subject to a twelve (12) month probationary period as per
County policy.
17. THAT at least once per year, the Chief Administrative Officer/Clerk shall meet with the
Warden or his/her designate for the purpose of a performance appraisal.
18. THAT a complete job description shall be attached to this by-law as Schedule "A".
19. THAT this by-law shall not be repealed except by by-law, passed by a vote of 60% of
all members of Council, at a meeting duly called, in accordance with the procedural
by-law.
20. THAT this by-law shall not come into force and take effect until September 5th, 2017.
21. THAT any by-law contrary to this one shall be repealed.
READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 11th DAY OF
JULY 2017.
Ill
Ail/
Mark . �-•_ : G1'ant Jones,
Chief Administrative Officer Warden
By-Law 17-24 County of Elgin
/E1
r-1 LIL Schedule "A" Job Description
Progressive by Nature
Title: Chief Administrative Officer/Clerk
Status: Full-time
Department: Administrative Services
Report To: County Council
SUMMARY OF POSITION:
Acts as Secretary of and provides administrative services to County Council and specified Council Committees,
prepares budgets for own Department, maintains liaison with a wide variety of parties concerned with the
operation of County government and co-ordinates relations between Council and staff on matters affecting
the County as a whole.
SUMMARY OF WORK PERFORMED:
1. Manages the Administrative Services Department, including Planning, Legal Services,Tree
Commissioner/Weed Inspector, Police Services (Board Only)., Economic Development and Tourism.
2. Co-ordinates, leads and directs the Department Heads in the efficient administration of the municipality,
in accordance with the policies and plans approved and established by County Council.
3. Provides support and assistance where required to other Officers of the Corporation in the discharge of
their statutory duties.
4. Consults with Council, Department Heads, Local Boards and Committees to assist in determining effective
programs and ensuring efficient operation within approved budgets and in compliance with applicable
legislation.
5. Ensures that information and reports, requested by Committee/Council or which could be of assistance to
Committee/Council, are obtained or prepared and submitted to the Committee/Council.
6. Refers sensitive or serious issues to Committee/Council and to recommend responses or solutions.
7. Involved in the recruitment, selection, and discipline of all Department Heads,with such process being
conducted in conjunction with the Director of Human Resources and in accordance with Council policy.
S. Conduct performance evaluations of Department Heads in accordance with County policy.
9. Develops and implements, in conjunction with the Department Heads, long-term plans and objectives
within the County; including recommending changes to the organizational structure to improve
effectiveness and/or efficiency.
10. Exercises all of the powers and duties of the position of Chief Administrative Officer, as prescribed by the
Statutes of Ontario, and as may be from time to time prescribed by the Council.
11. Plans, directs, organizes and controls the on-going operation of the Administrative Services Department in
accordance with the Statutory Duties laid out in the Municipal Act, other relevant Acts, and as assigned by
Council.
12. Custodian of all records and accounts of the Corporation required for public inspection, certifying copies
when required by external agencies and giving evidence in Court when subpoenaed as Officer of the
Corporation.
13. Advises and counsels Council, its Committees, and special purpose bodies, on the jurisdictional and legal
authority for Corporate actions during meetings of Council and Committees as well as in other actions
required by law, keeping abreast of constant change in statute and regulation and advising how this
legislation would impact on possible Council action.
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14. Acts as Council's parliamentarian recommending changes and improvements to the Rules of Order and
counsels Council on appropriate procedure for orderly conduct of business.
15. Acts as Council's protocol officer assisting in the planning of receptions, banquets, openings, counselling
Warden on ceremonial duties, and attends Civic functions.
16. Directly reports to the Warden and Council.
17. Acts as liaison between the Council and the Management Team.
18. Acts as Secretary of all Council Committees as directed by Council by: Preparing and circulating agendas,
ensuring all relevant items are included and attaching all necessary documentation; Attending committee
meetings, recording decisions, writing and circulating minutes, producing and distributing correspondence
and reporting results from meetings and following-up to ensure committee decisions have been carried-
out;Advising committee members on matters within their jurisdiction and informing them of relevant
items concerning other committees and the County as a whole.
19. Acts as Secretary of Council as above and as Chairman for annual election of Warden.
20. Prepares all by-laws and other legal documents for presentation to Council and where necessary consults
with County Solicitor.
21. Ensures that all by-laws requiring approval from other agencies or levels of Government are presented to
the appropriate party for approval.
22. Co-ordinates new and proposed legislation to the Department Heads and committees and follows-up on
the same.
23. Acts as central reference source for inquiries from the public regarding County operations, providing
prompt and accurate responses and referring technical items to the appropriate department; Co-
ordinates flow of information and instructions between Council and departments, interprets Council's
wishes and informs Department Heads of County-wide policies and directives affecting their operations;
Assists in developing policies and procedures affecting operation of entire County and co-ordinates their
submission to, and discussion by Council with Department Heads.
24. Provides information to, and answers questions from elected officials, staff of local municipalities,
business and community representatives and the public on operations of County government; Maintains
continuing liaison with personnel of provincial government departments and agencies, utilities,
professionals, consultants, local groups and others interested in County government.
25. Prepares and submits budget for Administrative Services Department and Council expenses and
administers department within budget, reports periodically to Council on operation vs. budget.
26. Maintains departmental budget involving independent decisions about expenditures and priorities
pertaining to Administrative Services.
27. Researches grant possibilities, and communicate the same to Council and/or the appropriate committee.
Forwards grant applications to the appropriate Ministry or agency on behalf of the County Department.
28. Processes applications to the Ontario Municipal Board for financial or other purposes.
29. Supervises all Departmental Staff: Interviews, screens and selects all staff within County policy guidelines;
Reviews the performance of staff,takes corrective action where needed and recommends salary and
status changes; Deals with disciplinary matters in the Department and, if necessary,terminates within
County policy guidelines.
30. Directs Tree Commissioner/Weed Inspector/By-law Enforcement Officer.
31. Responsible for the day-to-day administration of the Municipal Freedom of Information and Protection of
Privacy Act for the County, and/or delegates same.
32. Responsible for developing, with the assistance of the Department Heads, and delivering an orientation
program to new members of Council following regular municipal elections.
33. Assuming ownership responsibility and maintenance as required by the legislation,for property and
buildings owned by the County.
34. Contributes effort and ideas supporting the County of Elgin's Mission Statement, goals, and strategic
vision.
35. Assembles data and prepares periodic special reports, manuals and correspondence.
36. Severe costs are associated with any errors made in this position (i.e. incorrect budget projections,
incorrect automation plans, not projecting technological changes,violation of Labour Relations Act, etc.)
37. Works with the Department Heads in the development of policies, standards and procedures for the
Human Resources Policy Manual.
38. Reviews existing Administrative Services systems and recommends/implements productivity
enhancement tools and software for approval.
39. Maintains a high degree of confidentiality in performing daily job tasks and relations with other parties.
40. Complies with appropriate legal regulations regarding Administrative Services.
41. Complies with the County's Code of Ethics.
42. Must be imaginative and possess thorough decision making skills to meet often non-routine needs of the
department in an efficient and economical manner.
43. Incumbent uses research (i.e. reference manuals), analytical and reasoning skills to handle multiple tasks.
44. Incumbent must possess excellent conflict management and leadership skills to work within a unionized
environment.
45. Interpersonal skills are essential to deal with a wide variety of contacts.
46. Maintains effective communication with volunteers, the general public, suppliers, etc. Failure to maintain
contact with these parties could result in a breakdown in communication.
47. Takes, as time permits, high profile appointments with municipal organizations such as OMAA, AMO, etc.
QUALIFICATIONS:
1. A University graduate degree or equivalent in Business/Municipal Administration and/or relevant
education, experience, and training.
2. A.M.C.T. Designation is an asset.
3. Experience working directly with Council and involvement with staff supervision.
4. Strong and demonstrated interpersonal, analytical and communication skills.
5. At least 10 years of senior municipal experience preferred.
6. A valid driver's license and a dependable vehicle are required.
Effective Date: January 2017 JD Code: AS-001