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Director of Finance/Treasurer

Position Profile and Candidate Brief

April, 2019

3080 Yonge Street, Suite 6060 | Toronto, ON | M4N 3N1| 416-271-4397 | www.LESP.ca

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Legacy Executive Search Partners 3080 Yonge Street, Suite 6060 Toronto, ON M4N 3N1

Introduction

I am delighted to be able to present to you this Candidate Brief for the Director of Finance/Treasurer prepared on behalf of the Township of Malahide.

I trust that this document will provide you with background information on the Township of Malahide, a position profile and candidate brief and an outline of the search process we will be leading on behalf of the Township.

Please feel free to contact me if you require any additional information about the position or need clarification on any aspect of the search process. Additional information about Township of Malahide is available on their web site at www.malahide.ca .

On behalf of Legacy Partners and Corporation of the Township of Malahide, I would like to thank you for your interest in this position. I can assure you of my prompt and full attention at all times.

Yours Sincerely,

Kartik Kumar Managing Director Legacy Executive Search Partners 416 271 4397 (mobile) Kartik.kumar@lesp.ca website: www.lesp.ca

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Contents

Introduction ............................................................................................................. 2

Township of Malahide Overview ............................................................................. 4

Business in Malahide ............................................................................................ 5

Recreation ................................................................................................................. 5

Education .................................................................................................................. 6

Economic Development ............................................................................................. 7

Overview ................................................................................................................ 11

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Township of Malahide Overview

Malahide Township was named for Malahide Castle in Malahide, Ireland, birthplace of land grant administrator Colonel Thomas Talbot in 1810. The village of Springfield was incorporated as a separate municipality in 1878.

The current municipality was formed in 1998 through an amalgamation of the original Township of Malahide, the former Township of South Dorchester and the former Village of Springfield.

The Township encompasses the communities of Candyville, Crossley-Hunter, Copenhagen, Dunboyne, Glencolin, Jaffa, Kingsmill, Little Aylmer, Luton, Lyons, Mount Salem, Mount Vernon, Orwell, Port Bruce, Springfield, Summers Corners and Waneeta Beach.

The Township of Malahide is best known today as the home of the Ontario Police College. This world-class facility dominates the countryside as you approach it on Elgin Road 32 (Hacienda Road). The former R.C.A.F. training base is also the home of a Migratory Bird Viewing Area managed by the Ministry of Natural Resources. Literally thousands of Canada Geese, Whistling Swans and other water species pass through this popular stopover every spring and fall.

The Township of Malahide joined forces with the Town of Aylmer on two recent ventures. In 2002, the construction of the East Elgin Medical Centre was completed. This building is now available for lease by Health and Medical Professionals. In 2004, the East Elgin Community Complex was constructed. In a relatively short time frame (less than two years) a number of community-minded individuals and companies got together and worked collaboratively for the betterment of East Elgin.

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Business in Malahide Industry plays an important role in Malahide. Broer Services, Wiltise Truck Bodies, Hoover Enterprises, Canada Trailers, Berkelmans Welding and many smaller businesses which all provide support to our trades-people, farmers, industries, residents and many outside the area. Various unique businesses in the Township offer a variety of items including Pinecroft Pottery and Tearoom, Woodpecker Furniture, Suppertime Stoves, and Clovermead Adventure Farm.

Recreation

The Catfish Creek Conservation Authority (CCCA) located on Springwater Road (County Road 35) is a beautiful and popular man-made facility which provides camping and recreation services.

The Springwater Forest has marked trails that are used year round by hikers, runners and nature enthusiasts. Each spring the CCCA provides educational workshops showing how maple syrup is made. In the north end of the Township the Lake Whitaker Conservation Area is very easily accessible and is a popular spot for camping, canoeing, and hiking, fishing and picnicking.

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At the south end of the Township, is the shoreline of Lake Erie. At the end of Highway 73 (Imperial Road) you will find the recreational hamlet of Port Bruce. A natural beach, camping sites, parks, restaurants and boating facilities are available. Recently perch fishing has been lucrative from the pier in Port Bruce. The thriving hamlet of Springfield can boast of its many small businesses, restaurants, and recently installed sewers. Malahide Community Place, being an 11,000 square foot community centre was officially opened in the spring of 2010.

Education

In the province of Ontario, there are two publicly funded education systems available to students in Kindergarten through grade twelve, the Public system and the Separate or Catholic system. Most children in Ontario receive their education through Public or Catholic school boards that are governed by some of the highest standards in the world. The Thames Valley District School Board and the London District Catholic School Board govern much of the education in the Township of Malahide.

The publicly funded school systems are financed entirely by provincial grant. The government funds are derived from the education portion of property taxes and from general income tax revenues collected by the province. By choice, some students receive an education through private schools or home schooling, but neither of these options is eligible for funding from the provincial government. School Boards are the oldest form of publicly elected government in Ontario. Elections are held every four years and successful candidates represent their region as a school board trustee. As elected members of the board, trustees represent the local community providing a link between electors and the education system. All publicly funded school systems must work within the framework of the Education Act and its regulations. School Board Trustees develop policy and planning based on local circumstances.

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In Malahide, and throughout Ontario, public education is available for all children beginning at the age of four with Junior Kindergarten. Elementary schools provide Junior Kindergarten and Kindergarten programs (for children aged 4 and 5) and programs for grades 1 through 8. Secondary schools currently offer programs from Grade 9 through to Grade 12.

Economic Development

Economic development can be defined as "the process used to stimulate or maintain business activity and employment, which will improve the economic and social well-being of the community and create, balanced growth.” The County of Elgin’s Economic Development Department is responsible for economic development initiatives and activities within the County of Elgin, including the Township of Malahide. The Department promotes business growth through the solicitation, retention, expansion and formation of industrial, commercial and service industries, resulting in a growing economy incorporating business diversification, an expanded tax assessment base and new job opportunities. Transportation Malahide is well connected to major markets through an established network of regional and provincial highways. The MacDonald Cartier Freeway (Highway 401) offers express, toll-free delivery of products throughout southern Ontario, with linkages into the Northeastern United States. Talbot Line (Hwy 3) links to the Windsor boarder crossing to the west and Niagara board crossing to the east. Malahide’s proximity to these major networks has allowed many local industries to implement a Just-in-Time delivery system. The Township of Malahide has close access to both international and regional airports providing a global transportation linkage.

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The St. Thomas Regional Airport is located on Talbot Line (Hwy 3) just 4.5 miles from Malahide’s westerly limits and is 3.75 miles west of the City of St. Thomas. The Airport’s 5,050 foot/1,540 metre runway is used by hundreds of international flights annually, saving local businesses countless hours of transportation time when it matters most. The St. Thomas Municipal Airport offers modern facilities and is capable of landing aircraft similar in size to a Gulfstream 3 or larger if not fully loaded. In addition to its 5,050 ft. x 100 ft asphalt runway, it has two 2,640 ft. runways. The airport offers lighted runways and a GPS (stand alone) approach. Services available include customs clearance, catering, aircraft refuelling and maintenance, and logistical support to out of town customers. The London International Airport is located 17 miles from Malahide’s northerly limits.

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Culture As one travels through Malahide’s prosperous countryside, the wide variety of Ontario’s agricultural bounty is obvious. The list is astounding: apples, peaches, pears, plums, grapes, strawberries, blueberries, raspberries, melons, potatoes, cucumbers, tomatoes, asparagus, squash, pumpkins, mushrooms, corn, beans, grains, herbs, wineries, apiaries, plant nurseries and tobacco, as well as dairy cattle, beef cattle, deer, hogs and poultry (including pheasants). A cucumber grading station is situated on Talbot Line.

A privately owned Dairy and Heritage Museum is a shrine to dairy memorabilia. It is located in the middle of a peaceful wooded scenic area in the south part of the Township of Malahide on Jamestown Line. A true Amish settlement provides farm produce and items such as furniture, woodstoves and backyard sheds from their various enterprises. The Township also features a rich history with the Mennonite Culture.

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Position Summary

The Township of Malahide is a progressive rural/urban municipality, located on the brow of Lake Erie, in the heart of Elgin County minutes away from the Cities of St. Thomas and London. From industry to recreation, farming to history, with a population of 9,300, you will be delighted with all that this growing agricultural community has to offer.

The Township of Malahide is currently seeking an experienced and highly motivated individual capable of managing the Municipality’s operational and capital budget of $14.5 million. The successful candidate will be a member of the Senior Leadership Team and manage the Finance Department providing financial leadership and direction and will assist in developing and implementing policies and procedures to ensure ongoing efficiencies throughout the department. As an experienced manager, the successful candidate will oversee the entire financial management of the Township including budgets, financial reporting, financial planning and forecasting, asset management, property taxes, and revenues, all while fostering an environment of service excellence and continuous improvement.

The preferred candidate will have:

• A University degree in Accounting or Business Administration, coupled with a professional accounting designation (CA, CGA, CMA).

• Significant and demonstrated experience in a senior municipal officer capacity with five (5) years of senior management experience involved with overseeing the administration of municipal finances, fiscal planning, department management, and staff supervision.

• Thorough working knowledge of the Municipal Act, Public Sector Accounting Board standards, investment and debt management, provincial/federal funding programs, asset management, property taxation, auditing standards and practices, and other related legislation or regulations.

• Excellent interpersonal, financial, managerial, project/time management, organizational, analytical, research, communication, presentation, problem-solving, report-writing and supervisory skills.

• Strong leadership and human relations skills in order to direct, develop, motivate, and support Staff in developing and achieving goals and objectives and able to participate as an effective team member within the Finance Department and the organization as a whole.

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The Ideal Candidate:

Overview

The Director of Finance/Treasurer performs the statutory duties of the Municipal Treasurer under the Municipal Act and other Acts of Legislature as required. The Director of Finance/Treasurer leads on all financial matters, developing, recommending, implementing and continuously monitoring the Township’s short and long term financial plans. The Director administers and monitors the financial accounting and reporting including budget, payroll, accounts payable, general accounting, revenue (taxation), municipal drainage, local improvements and associated by-laws. The individual manages and monitors reserve funds, debenture debt, interest accounts, and associated by-laws. The Director is responsible for the Township’s financing and banking functions. The Director represents the Township on finance-related matters and ensures compliance with Provincial reporting requirements and programs, oversees the year-end audit and special program audits. The Director develops the budgeting system, co-ordinates the budget process, and undertakes special projects of a financial nature.

Qualifications and Experience:

The ideal candidate will possess: • University graduate• Recognized professional accounting designation• CMO or AMCTO designation• Successful completion of the Municipal Accounting Program, Municipal Tax

Administration Program as sponsored by the Association of Municipal Clerks andTreasurers of Ontario

• Knowledge of CICA Standards, including PSAB, and various municipal related Acts.• Minimum of 5 years municipal accounting experience at a management level, including

direct involvement in a Union environment• Personal computer experience in a Windows environment.

Complexity/Problem Solving • Work is performed under the direction of the Council and the CAO• Decisions are required on office systems and procedures including accounting and

administrative matters• Considerable judgement is required when dealing with inquiries

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Township of Malahide Organizational Structure

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Key Competencies EFFORT:

Mental • The Director of Finance/Treasurer experiences mental and visual demands associated

with office work, including stress from multiple demands, multiple roles, new and unexpected problems and critical time deadlines for work performance.

• Ability to think and act strategically and effectively in a political and community service environment, to build strong and enthusiastic staff teams and external alliances/partnerships.

• Carries out tasks required significant concentration on a variety of activities, some of which involve the assessment of a considerable number of options and occasionally require the use of complicated analytical methods.

Physical Effort • Sitting, driving or walking for periods of up to one hour.

Dexterity • Ability to perform tasks that require accurate co-ordination of fine movements, where

speed is a secondary consideration. RESPONSIBILITY:

Accountability (risk) • Adheres to Municipal Act and other legislation, CICA standards by-laws, Council

Resolutions, and direction of Council and CAO. • In addition to being the Treasurer for the Township of Malahide, acts as the Treasurer

for the two Secondary Water System Boards, responsible for financial transactions. • Participates on senior management and project teams as financial resource in a

leadership or membership capacity.

Financial • Prepares all year-end procedures. • Approves the General Ledger posting for all invoices, provides approval for invoices not

approved by other Directors • Signs all cheques and approves all cash disbursement journals prior to posting. • Creation and maintenance of General Ledger required for the Township and two Water

Boards. • Ensures the balancing of various sub-ledgers to the General Ledger.

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• Administers Tax Sales under the Municipal Act. • Directs the purchasing function ensuring compliance with procurement policies and

tender procedures. • Manages & oversees the Township’s accounts receivable function including water,

sewage, drainage and other accounts receivable. • Calculates and provides recommendations on user fees, including water rates, sewage

rates, and permit fees. • Presentation and distribution of annual operating and capital budgets. • Preparation of F.I.R. and Performance Measures, and Annual Business Plan. • Preparation of annual public notice of financial statements. • Determination of all charges under the Municipal Drainage Act, Tile Drainage Act, and

Local Improvement act, and preparation of associated collection by-laws. • Determination of grant submission and compilation of related documentation. • Issuance of debentures, including establishing the interest rate, determination of

purchasers, preparation of amortization schedules and subsequent collection.

Supervision • Directs and leads Department Staff involved in taxation, cash and accounting processes

in office. • Direct supervision of Deputy Treasurer/Tax Collector, Payroll/Finance Clerk, and

Receptionist, and, on occasion to a lesser degree, Physical Services Clerk and Community Services Clerk

• Provides financial leadership to balance of Staff.

Policies & Procedures • Creation of procedures to ensure accuracy of water and sewage billings. • Creation of procedures to generate monthly Financial Statements and oversee the

preparation thereof. • Monitors and improves efficiency and effectiveness of accounting and office systems

and procedures.

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Contacts – Internal/External • With Council: to carry out the wishes of the Council with tact and diplomacy. • With the Public: to meet and deal with the general public. • With Provincial officials and solicitors: to act as liaison. • With Director of Physical Services, Director of Fire and Emergency Services and

Director of Corporate and Community Services for assistance with the preparation of their annual Operating and Capital Budget

• With Ministry: to respond to inquiries. • With Municipal Staff: to maintain effective working relationships for the sake of

effective program administration. • With external Auditors

WORKING CONDITIONS:

Physical/Stressful • Works in a clean office environment. • Two (2) regular night meetings each month. Also needs to be available for additional

meetings as required by Council. • Considerable time spent working with personal computer and/or laptop. • Most of the work consists of activities creating moderate degrees of stress such as

dealing with unpleasant circumstances, meeting adjustable deadlines, regular but not constant interruptions and situations affecting health and safety.

LIST OF DUTIES

• Budget o Preparation o Maintenance o Reporting to staff and council o Presentation to council and the public o Monitor actual to budget variances o Calculate tax rates and special area rates o Enter tax rates into accounting software as well as OPTA for capping program

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• Asset Management o Update for disposals and acquisitions o Update for condition ratings – obtain from staff or consultants, where required o Review and maintain risk profiles o Research and obtain on-going training for new requirements or gaps in

knowledge and skills o Integrate with strategic plans, goals and budgeting exercises o Establish and maintain long term financial plans

• General Ledger o Monitor accuracy of allocations o Make adjustments where required o Record fixed asset acquisitions and disposals

• Year End o Detailed review of general ledger – revenues and expenditures o Reconcile tax revenues, grant revenues and user fees where applicable o Preparation of year end working papers o Assist staff in preparing year end reconciliations and entries o Liaise with auditors o Review entries and recommendations made by auditors o Initial entry of information into FIR o Review all mandatory government year end reports o Prepare annual report for public reporting

• Accounts Payable o Review and approve invoices o Manage issues with a/p workflow (laserfiche) o Review and approve proposed payment lists before issuing cheques o Upload payment files to bank bi-weekly

• Payroll o Approve staff time sheets o Review bi-weekly payroll and approve o Assist payroll clerk in reconciliations, year end reports and/or review her work

prior to submission

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• Grants o Prepare grant applications o Monitor approvals as received o Prepare by-laws and reports for council approval as funding agreements are

received o Monitor project costs against budgets as provided in the application o Prepare and submit periodic reports as required under funding agreements o Prepare and submit final reports, grant costs and funding reconciliations

• Supervision o Supervise finance staff, indirect staff in other departments who complete finance

functions o Ensure staff have proper training, either internal or external o Ensure staff have appropriate policies and processes in place o Approve vacation requests

• Other o Prepare, review, edit and implement policies throughout the organization, as

directed by CAO o Prepare processes to support staff in their duties o Special projects as assigned by the CAO o Professional development (training) to maintain professional credentials and

ability to advise and lead municipal organization o Participate in working groups through MFOA, MMA, and MOF where beneficial

to the broader municipal sector o Participate in County Treasurers Working Group o Read, monitor and obtain training on new and amended legislation and

regulations pertaining to the municipal sector o Review tenders, RFPs and contracts both in advance if issuing as well as upon

receipt of submissions for all departments o Provide support and advice to other staff and directors on a variety of issues,

where requested

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The Timeline The position of Director of Finance is currently vacant, and the Township of Malahide is looking to make an appointment at the earliest opportunity. It is anticipated the shortlist of candidates for interviews will take place around the week of May 13, 2019 and the application deadline is May 10th, 2019. I trust this Position Profile and Candidate Brief has enabled you to decide whether the position of Director of Finance at the Township of Malahide is one that interests you. If you wish to be considered for the position, please forward a cover letter and your resume by email to Kartik Kumar at kartik.kumar@lesp.ca. Please be assured that any information shared with Legacy Partners will be treated with the strictest confidence and shared only with the client for the purposes of this search.

Thank you once again, for your interest.