Roles and responsibilities of municipal officials

Under the MGA, Councillors have the duty to:

• consider the welfare and interests of the municipality as a whole and, to bring to Council's attention anything that would promote the welfare or interests of the municipality
• participate generally in developing and evaluating the policies and programs of the municipality
• participate in Council meetings and council committee meetings and meetings of other bodies they are appointed to by the Council
• obtain information about the operation or administration of the municipality from the chief administrative officer
• keep in confidence matters discussed in private at a council meeting until discussed at a meeting held in public
• perform any other duty or function imposed on councillors by this or any other enactment or by the Council.

The Chief Elected Official (CEO) can be a mayor, reeve or I.D. chairperson.

The CEO, in addition to performing a councillor's duties, must preside when attending a council meeting, unless a bylaw provides otherwise.

The CEO must also perform any other duty imposed under the MGA or any other enactment. In practice, the CEO is also generally the main spokesperson for the municipality, unless that duty is delegated to another councillor.

The CEO of a city or town is elected by a vote of a municipality's electors, unless the council passes a bylaw requiring council to appoint the CEO from among the Councillors.

In a village, summer village, or municipal district, council appoints the CEO from among the councillors unless it passes a bylaw providing that the official is to be elected by a vote of the municipality's electors.

The CEO role, unless a bylaw says otherwise, includes:

• chairperson of Council
• consensus seeker amongst members of Council
• liaison with senior elected officials
• key representative with regard to ceremonial responsibilities
• liaison with other levels of government
• advice with regard to policy development

A deputy CEO will assume this role if the CEO is not available.

Every council must establish, by bylaw, a position of CAO. The council may give the position an appropriate title, such as Town Manager or Administrator.

The CAO is the administrative head of the municipality.

The CAO's responsibilities include:

• ensuring that the municipality's policies and programs are implemented
• advising and informing the council on the operation of the municipality
• performing other duties assigned by the Council
• ensuring appropriate staffing is in place

Councillors work with the CAO to keep informed on what the municipality is doing and will depend on the administration to provide information so they can make sound decisions.

A performance appraisal system for the CAO is a key building block for a lasting and positive relationship between council and the CAO.

Designated officers

A CAO may delegate any of his or her powers, duties, or functions to a designated officer or to another employee.

Designated officer positions are established by bylaw and are subject to the CAO's supervision, unless otherwise provided by bylaw.

A designated officer may also further delegate to an employee of the municipality any of those powers, duties or functions.

Council does not approve routine decisions, operational workflows, staffing assignments, snow route sequencing, facility scheduling, or hundreds of daily service actions. These are delegated (by legislation and by good governance practice) to the CAO and Administration so the municipality can function efficiently.

What Council Does Approve

• The strategic direction for the community
• The municipal budget and tax rate
• Bylaws and high‑level policies
• Major capital projects and long‑term plans
• Land‑use decisions brought to Council for approval

These are governance‑level decisions: big‑picture, community‑wide, long‑term.

Administration Handles (Without Council Approval):

• Operating roads, utilities, facilities, parks, and emergency services
• Managing staff, resources, and service delivery
• Implementing bylaws and policies Council already adopted
• Day‑to‑day decision‑making required to keep the Town running smoothly

This separation prevents Council from becoming a “management board” and allows professional staff to deliver services effectively.