When Volunteering Hurts Your Heart

Can we talk about the hard things?  

Our work takes us to many communities, and we engage with many volunteer groups both formally and informally.  Specifically, we work with communities who want to clarify the roles and responsibilities between themselves and the volunteer groups that raise money for the municipal owned facilities, like rinks, pools, and halls. We also have occasion to hear from those volunteer groups who run minor ball, hockey, soccer, dance and so many others. Over the years, that is lot of volunteers.  

I see a trend emerging though, and it is not pretty. Some volunteer boards are forming a hierarchy with a lead core group and several minions, who they treat like they are there to just serve the mission laid out by the core. The core is obnoxious, rude and insistent. They attack municipal staff, they attack volunteers, and they are mean to anyone who doesn’t agree with them. They are entitled. Demanding. They think they speak for everyone. They are vindictive, isolating and use social media to control the rest.  

What they don’t seem to realize is this: things get done to spite them, not because of them. Their fellow volunteers apologize for them, are embarrassed by them, and eventually quit because of them. They do more damage than they are worth to the project in which they involve themselves. And they are tolerated.   

When did we become so afraid to stand up to the bullies? When did we become okay with taking lip off an angry person under the guise of passionate volunteer? That kind of abuse does not fly, cannot fly in a small population community. Here, you cannot just take your son or daughter and stomp off to the next team. Here, allowing bullies to run the show causes real harm to that son or daughter.  

Most volunteer groups are not like that. Most volunteers within a group are not like that.  To those of you who have donated time and money and patience to our beautiful communities, THANK YOU. We would not, could not, have the kinds of communities we do, with the tax bases we have, without you. You are the reason pools get built, rinks get maintained, and our quality of life is superior to anywhere. The volunteers who give their time and money are the bomb!  

But you who use your position to abuse others? Find another hobby.  Those of you whose children benefit from those tireless volunteers, show a little respect. You do not have to be mean to be heard. You can be polite and still make a point.  

The Power of AI

We've all heard about artificial intelligence (AI)—its pros, cons, and everything in between. But what does it mean for you? As a rural community's Chief Administrative Officer (CAO), how can AI make a difference in your work?

AI refers to the theory and development of computer systems that can perform tasks traditionally requiring human intelligence, such as speech recognition, decision-making, and pattern identification. It's not here to replace your knowledge or expertise but to enhance them. In fact, AI can make it easier to manage your own time and your employees' time more effectively.

Many of us already use AI daily without even realizing it. Payroll systems, accounting software, point-of-sale (POS) systems, supply chain tools, inventory tracking, asset management platforms, and customer relationship management (CRM) tools all incorporate AI to some extent. These systems are designed to take input data, identify patterns, and produce meaningful outputs.

For example:

• Accounting software can generate monthly, quarterly, or annual reports with just a few clicks.

• Asset management tools monitor the use and condition of your community's assets, helping to prioritize repairs and avoid costly emergencies.

AI analytics allow data-driven decision-making, ensuring your budget stretches for infrastructure, public services, and community programs as far as possible.

AI is also a powerful tool for economic growth. Analyzing local economic data can help identify development opportunities, attract investment, and support small businesses, strengthening your community's economic future.

In public works, AI can optimize building energy usage, ensure efficient environmental initiatives, and improve waste management systems. It's a partner in creating smarter, greener communities.

Improving Accessibility and Engagement

AI can also make municipal services more accessible. For example, AI tools provide text-to-speech services for residents with disabilities. Language translation tools can convert documents into different languages quickly and accurately, ensuring better communication with all residents.

Chatbots and AI virtual assistants are great ways to improve citizen engagement. Chatbots can handle specific, task-oriented queries, like providing information on permit applications or by-laws. Virtual assistants, on the other hand, offer more complex and personalized support. While costs for these tools vary, their benefits can far outweigh the investment.

Targeted Marketing and Communication

Marketing budgets are often tight, but AI can help you allocate funds effectively by analyzing location data and other variables to develop targeted strategies. Even better, it can track the success of your campaigns, ensuring every dollar counts.

Writing and Editing Support

Need to draft a grant, report, article, plan, or letter? AI tools like Microsoft Copilot can turn your input into polished, professional documents tailored to your needs. They can even cite sources for you! Paired with programs like Grammarly, you can ensure your documents are error-free and plagiarism-free. It's like having an editorial team at your fingertips.

The Future of AI in Rural Communities

AI is already becoming a part of our everyday lives, personally and professionally. For Administrators, the wide variety of available tools ensures an option to fit any community's needs and budget. Implementation is often straightforward, and outcomes can be achieved quickly.

Change isn't always easy, but sometimes, it's precisely what we need. AI is evolving rapidly, and its ability to assist and empower communities is only improving.

When members of Council are on Committees...

Many Councils make it a practice to have Councillors sit on committees that are run by volunteers. That way, Council knows what is happening with the committee, and the committee knows it has a voice when it comes to Council.  That is the usual logic. However, it has a flaw. 

Sitting on a committee does not exempt the Councillor from their duties to the municipality. Where it crosses the line is when the Councillor takes an active part in the decision making for the committee and then represents that committee to the Council for funding, land, or any other advantage.  

It is important that Councillors understand that when you step into a committee role, you do not shed your Council skin. According to Manitoba’s Municipal Act, subsection 83(1) your general duties as Councillor do not change when you sit on the [rink] board. You do not get to wear two hats. When you take the oath of office, you get one, which is always the Council one.  

When you step into a committee role, you are not shedding your Council skin. According to Manitoba's Municipal Act, specifically subsection 83(1), your general duties as a council member remain firmly attached. This means that even in committee settings, you are expected to: 

• Consider the well-being and interests of the municipality, over that of any one committee. 

• Participate in developing and evaluating municipal policies, services, and programs for all the facilities and services the municipality provides, not just the one where you have an interest.  

• Maintain the financial integrity of the municipality ahead of the wish list of the committee.  

  
  

Similarly, in Saskatchewan, the Municipalities Act does not provide a way to drop your role as Councillor to favor your pet project. Your obligations as a Councillor take precedence, and it is up to the Councillor to take on the committee role with the broader goals and responsibilities of the Council and the municipality. 

While Councils can delegate certain powers to committees, and Councillors can sit on a committee, becoming a director of the committee or taking part in decision making for the committee moves the role from delegate, and for some people this is confusing. The Municipal Act allows for delegation but emphasizes that ultimate responsibility for that person still rests with the Council. The Councillor, as a delegate, would attend the meetings, report back to the Council, but not take part in the committee's decision-making process. He or she would not make decisions or vote while on the committee, they would not be a director, and they would not receive an honorarium. The code of conduct and the code of ethics still applies.  

They certainly would not make a motion that favours the committee or vote on such a motion at Council.  To do so would be a blatant code of ethics violation because they demonstrated favoritism to their cause. That would be better left to someone on the committee without the dual role.  To make it clear, no Councillor should sit on a committee without a clear term of reference, and a policy that demonstrates how all facilities are funded within the municipality.  

The public has a right to know about the decisions that get made on their behalf. The Municipal Act, and the Municipalities Act require that Council meetings be held in public, with a few exceptions. A Councillor taking an active role in a committee meeting provides an opportunity for decisions to be made that affect the rest of the population, in private. Committees do not have the same obligation to make their information public as Councils. Many expensive decisions made at the committee level fly under the radar of the citizens expected to pay for them, while other facilities were not even considered. Councillors have obligations under asset management legislation, which are typically ignored at the committee level.  

 Serving on a committee is not a separate show. You are a Councillor first, with all the duties and responsibilities that come with it.