HomeMy WebLinkAboutADM-02-07
Cl~n
REPORT
. A~:RA:rION
Meeting:
GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
March 5, 2007 Resolution #: 6 P Ii - d. t.f() ~ 0,/ .
Date:
Report #: ADM-002-Q7
File #:
By-law #:
Subject:
MAYOR'S COMPENSATION REVIEW - 2007
Recommendations:
It is respectfully recommended that the General Purpose and Administrati!e,"Comrnittee
recommend to Council the following:
1. THAT Report ADMIN-002-07 be received for information;
2. THAT Staff bring forward a comprehensive by-law to consolidate the current
compensation applicable for the prevailing term of Council inclusive of the 1/3 tax
free allo~ance c;:ommitment as required under the Municipal Act, section 283 (7).
\.
Submitted by: ( ) /~( (J. ..~ G._.~
Franklin Wu
Chief Administrative Officer
Attachments:
Attachment # 1: Summary of Area Mayor's Compensation 2007
Attachment # 2: Oshawa Compensation By-law # 39-2005
Attachment # 3: Pickering Compensation Report; Res # 73/05
Attachment # 4: Ajax Compensation By-law # 136-2004
MM/gj
REPORT NO.: ADMIN-002-07
PAGE 2
BACKGROUND AND COMMENT
1.0 Direction to Review
At the Council meeting of January 29,2007, a Notice of Motion was passed
directing staff to review the Mayor's annual remuneration, with a view to not
altering the compensation for Councillors.
The Mayor's compensation is reviewed in two formats as summarized on
attachment #1. The Clarington related compensation paid in 2006 (salary is
adjusted to 12 month rates) has been compared to the proposed 2007
compensation. In addition, the compensation paid by area municipalities is
provided as a reference to the market comparability of compensation. The
comparison is presented for information only.
2.0Compensation Inclusions
The total annual compensation is inclusive of a number of elements which are
identified on the attached summary for Council consideration. Not included in the
analysis are budget allocations for communication items such as cell phones,
laptops, etc, which are provided in different formats in each Municipality.
The Clarington by-laws governing the elements of compensation are covered by
a number of separate by-laws. The annual salary for the years 2005, 2006 and
2007 is set out in by-law # 2004-263, which is an amending by-law to #2003-179
setting the future adjustments to remuneration and travel allowances in
accordance with settlements approved for CUPE employees. By-law # 2004-
033 amends by-law #2003-179 and provides for Councillor's salary to be 40% of
the prevailing salary for the Mayor. Travel allowance flat rates are provided for
under by-law #2005-155. The guideline for the application of travel
reimbursement is set out in by-law #94-54. This by-law is essentially the policy
outlining when and where mileage is applied, and the essential elements of the
by-law are still in force. It also puts in place monthly flat travel allowance, ($200
for the Mayor) which was subsequently amended by resolution in November
1998 to $ 400 for the Mayor, and then subsequently amending by-laws brought
the allowance to the current rate of $1 ,293/month for the Mayor.
The Municipal Act Section 283 (5) permits 1/3 of the remuneration paid to the
elected members of a council to be deemed tax fee for expenses incident to the
discharge of their duties. Section (7) requires that council shall review a by-law
under the sub-section (5) dealing with the 1/3 tax free allowance, at a public
meeting at least once during the four year term after a regular election. By-law
#2003-179 references commitment to the 1/3 tax free such that if the opportunity
is eliminated by any level of government, the prevailing salary is to be adjusted to
compensate for the loss of the tax free portion. While this clause speaks to the
intent to continue with the tax free portion of salary, the Municipal Act requires
REPORT NO.: ADMIN-002-07
PAGE 3
express commitment for the current term of Council. This could be
accomplished in an updated by-law.
There are additional compensation elements such as the OMERS equivalent
pension contribution which is set out in by-law 2002-17, and report ADM-03-02
as well as the decision not to provide for any tuition assistance or association
memberships for Council as outlined in report ADM 16-2000. These items could
also be consolidated in a comprehensive by-law.
3.0Area Municipal Comparison
The Area Municipality salary comparison and analysis in this report does not
include reference to the 2006 conferences and other expenses for each
municipality as the numbers have not been finalized, however they will be
included in the Director of Finance's annual reports in the near future. Some
elements of the compensation are not directly comparable, for example in
Oshawa the provision of a car and the taxable allowance identified does not
translate to a comparable value in terms of total identified. The comparable 2007
conference and/or mileage expenses for the present Mayor will of course not be
finalized until the end of 2007.
A copy of Oshawa, Pickering, and Ajax, bylaws are attached to the report for
information and reference as the language is comprehensive and they may be of
assistance in further explaining some information referenced on the summary
attachment. Whitby is in the process of updating their 1988 by-law.
4.0Annual Report on Remuneration/Expenses of Council
The Director of FinancelTreasurer is required under the Municipal Act, to prepare
a public report on the remuneration and expenses paid to Council Members for
the prior year period. The annual report is normally prepared and reported
sometime in March of each year and it will confirm the local remuneration and
expenses for Mayor and Council.
5.0 Conclusion
The information contained herein is for information purposes, however it is
recommended that a comprehensive by-law be brought forward to bring all the
existing elements of compensation under one all encompassing by-law.
If there are no changes to the prevailing by-laws identified above, the
remuneration and travel allowance for the Mayor will continue to be adjusted by
the CUPE settlement percent applied to staff wages. Council will only be
required to confirm the commitment to the 1/3 tax free allowance at some time
during the current four year term, as required under the Municipal Act.
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1C 3A6 T (905)623-3379 F (905)623-6506
February 26,2007 SUMMARY OF AREA MAYOR'S COMPENSATION -2007 Report ADM IN-002-07 Attachment#1
�- LARINGTON Bylaw#2004-23'' ,_ f; OSHAWA PICKERINC� WHITBY AJAX Average
COMPENSATION CATEGORY 2007 By-law#39-2005 Res#73105 Under Review By-lawn 136-2004 Area
2005 2006 COMPENSATION Note 1&5 Note 2 Note 3 Note Municipal
COMPENSATION N 4
COMPENSATION [Based on 12 Months]
Effective Date of Salary PROPOSED Dec 1106 Jan 1/07 Jan 1106 Jan 1/07 Salary
SALARY-MAYOR{2006 11 mo$63 466 }
-law amo.
paid Travel [Estimated E uivale full Year for 200-1 -
007 o] $,>. 16,668 $ 15,536[ $ 4 15,516 S ,C w± 508 $ Km Estimated Full Year f 200 ..... 6,888
OMERS Equivalent 2006 ad to 12 mo $ 1,668 $ 1,726 $ 1,787 for 2007
Delegation to China in 2005 6,573 I[$1.293/month] Taxable Allowance [$605/month] [$574/month]
Tou 1 t dealt 1"ahfwrsltt =$ X1,849 ti'# „,. 86,305, 7 ,543 781418 . , r 62 5544 $ 76,181
Other Agency:Region 2006 all mo $ 46,705 $ 48,421 I $ 43,202 $ 49,181 $ 49,181 $ 43,202 $ 43,202
$44,534 incl Finance Chair.Adj to 12 mos _ [
Region-In lieu of Pension-2005 only $ 2,731 Note 6
Region-Mileage/Expenses $ 635 Note 6 r Note 7 Committee Chair Committee Chair
-Veridian $ 11,920 $ 12,000 $ 10,000 Not On Hydro Bd. $ 10,000 $ 10,000 $ 10,000
Ganaraska Conservation Authority $ 2,945 $ 3,0551 n/a Mhaby Hydro)
OTAI dI14ECTREMt71iERATfON ;, 156,?88 3 149;794. $ t41,9!ii5 $ 125,724 -$ 134,629 Is 130;$02 $. 115,753
OTHER COMPENSATON IMPACTS:
Conferences S 4,439 $ 3,206 Note 7 Information to be included in annual report of Treasurer]
Other reimbursemenUex enses $ 2,810 $ 2,560 Note 7 [Information to be included in annual report of Treasurer]
TQTAL. ,2A1k7MSA'MN d EXPENSES $ 164.035 3 155-5;7 S 141965 "
Severance -Municipal $ 51,782 I t Mo/Yr Max 18 1 Mo/Yr Max 18 Max 24 Mo after 3 1 Mo/Yr Max Avg
Yrs Service of Municipalities 1 Mo/Yr Max 12
Severance -Regional $ 36,316 1
Total Severance $ 88,0981
!/3 Tax Free es es es es es es
BENEFITS f per Aiax Survey completed December 20061 - - - - - - - - - ---------------------------
Retiree Benefits None After 15 Yrs-to age After 15 Yrs-to . None None
65&5%Dental age 70
Long Term Disability None 60%of Salary None None Can buy 66.6%'
Health&Dental Employer 100% Paid Premium Employer 100% Employer 100% 100%-Cash for 12.5%Salary
Paid Premium Paid Premium Health/Dental
Life Insurance, &ADD-Accidental 3.5 X Salary(50%reduced at age 65/$25k @ 70- Accident Ins.Policy $200,000 3.5 X Salary Purchasable 25
Death/Dismemberment _ 75) Max$60,000 to 100,000
Dependent Life(Spouse/Child) $25,000 S./$8,000 Child No Info I No Info No Purchasable$5,
to$15,000
Survivor Benefit 10 Yrs After Death,or Spouse reaches 65 None 12 Months after 12 Months after None
Death Death
OMERS or Pension OMERS is OMERS Equivalent RRSP 11% OMERS RRSP 5%
Pension match 1 Mo/Yr
Note 1 -Oshawa-By-law provides salaries will be maintained at least at the 50th percentile of comparator municipalities Meeting per diem available to Council only
Note 2 -Pickering- annual salary to be increased at same rate/percentage provided to CUPE epmployees.
Note 3 -Whitby-In process of developing new by-law to state compensation practices. Current practice to pay average salary of the Southern Durham Municipalities
Note 4 -Ajax- Increase of 3%applied Jan.1/07.. Committee of Ratepayers to be established to recommend compensation in September 2007 with view to maintain at the average of the south Durham
Municipal rates. Survivor Benefits will be included in the recommended adjustments in Sept/07
Note 5-Committee Chair Stipend-$3,482 available for Chair of each Standing Committee and Special Committee of Council/$1,625 to the Vice-Chair of each Standing Committee and Special Committee.
Current Mayor of Oshawa is not receiving Chair Stipend.
Note 6-Region expenses for travel not available until annual report is released at end of March 2007. Region advised there were no conferences,only mileage.2007 Not Complete Until Year End. In 2005
Pension Lieu payment,not in 2006 as included in OMERS under Single Stream Local Pay.
Note 7- 2007 Amounts will not be known,or complete until Year End 2007.
ATTACHMENT #2
OSbc9wa
By-Law 39-2005
of The Corporation of the City of Oshawa
being a by-law for the determining, fixing and paying remuneration, salary, allowances, and a
retirement allowance package to the Mayor and members of Council and to repeal By-law 55-
99 of The Corporation of the City of Oshawa.
IT IS ENACTED as a by-law of The Corporation of the City of Oshawa, by its Council, as
follows:
1.00 Remuneration of the Mayor
1.01 Subject to Sections 1.02 and 3.03 there shall be paid to the Mayor of The Corporation
of the City of Oshawa, as Head of Council, the maximum sum of $70,980 per annum,
effective from December 1 , 2004.
1.02 The Mayor incumbent at the time of passage of this By-law shall continue to receive
remuneration at the level provided for in By-law No. 55-99, as amended, unless and
until the incumbent exercises the option to receive a greater amount, up to the
maximum established by Section 1.01. The option must be exercised within thirty (30)
days of the date of passage of this By-law, by written notice to the City Clerk, stipulating
the new remuneration rate and the date of its effect, which date shall not be earlier than
December 1, 2004.
1.03 The option addressed in Section 1.02 may be exercised outside of the thirty (30) day
time period referenced with the approval of City Council.
1.04 All future Mayors shall have the right to designate their remuneration levels by written
notice to the City Clerk, within thirty (30) days of taking office, subject to the maximum
prescribed by Section 1.01. For clarification, the incumbent Mayor is considered a
"future Mayor" for purposes of this Section, upon success in the following municipal
election.
2.00 Remuneration of City Councillors, Excepting the Mayor
2.01 Subject to Sections 2.02, 2.03, 2.04, 2.06 and 3.03, there may be paid to each member
of Council of The Corporation of the City of Oshawa, except the Mayor, the maximum
sum of $29,225 per annum, effective from December 1, 2004.
2.02 Subject to Sections 2.03, 2.04, 2.06 and 3.03, and in addition to the remuneration
provided in Section 2.01, each member of the Council of The Corporation of the City of
Oshawa who is elected by two wards as a Local Councillor shall be entitled to be paid
an additional amount of up to fifty per cent (50%) of the sum provided in Section 2.01,
per annum, effective from December 1, 2004.
2.03 Subject to Section 3.03, in addition to any remuneration otherwise payable under this
By-law, the maximum sum of $3,250 per annum may be paid to the Deputy Mayor and
to the Chair of each Standing Committee and Special Committee of Council, effective
from their date of appointment.
2.04 Subject to section 3.03, in addition to any remuneration otherwise payable under this
By-law, the maximum sum of $1,625 per annum may be paid to the Vice-Chair of each
Standing Committee and Special Committee of Council, effective from their date of
appointment.
2.05 For the purposes of this By-law only, the Oshawa Transit Commission is considered to
be a Special Committee of Council.
2.06 The Councillors incumbent at the time of passage of this By-law shall each continue to
receive remuneration at the level provided for in By-law No. 55-99, as amended, unless
and until the incumbent exercises the option to receive a greater amount, up to the
maximum established by Section 2.01 and, where applicable, Section 2.02. The option
must be exercised within thirty (30) days of the date of passage of this By-law, by
written notice to the City Clerk, stipulating the new remuneration rate and the date of its
effect, which date shall not be earlier than December 1, 2004.
2.07 Subject to Section 3.03, the Deputy Mayor, Chairs and Vice-Chairs of Standing and
Special Committees of Council incumbent at the time of passage of this By-law shall
continue to receive remuneration at the levels previously elected by them under By-law
No. 55-99, as amended.
2.08 All future Councillors shall have the right to designate their remuneration levels by
written notice to the City Clerk, within thirty (30) days of taking office, subject to the
maximum prescribed by Section 2.01 and, where applicable, Section 2.02. For
clarification, each incumbent Councillor is considered a ''future Councillor" for purposes
of this Section, if he or she is successful in the following municipal election.
2.09 All future Deputy Mayors, Chairs and Vice-Chairs of Standing and Special Committees
of Council shall have the right to designate their remuneration levels associated with
such appointments by written notice to the City Clerk, within thirty (30) days of their
appointment as such, up to the amounts prescribed by Sections 2.03 and 2.04, as
applicable.
2.10 The options addressed in Sections 2.06, 2.08 and 2.09 may be exercised outside of the
thirty (30) day time period referenced with the approval of City Council.
3.00 General Payment Provisions for Remuneration Set out In Articles 1.00 and 2.00
3.01 Councillors and the Mayor hold office for a term of three (3) years, from December 1st in
the year of election to November 30th three years later. Remuneration to Councillors,
Committee Chairs, Vice-Chairs, the Deputy Mayor and the Mayor pursuant to this By-
law shall be paid bi-weekly during this term. In the event that a Councillor, Committee
Chair, Vice-Chair, the Deputy Mayor or the Mayor ceases to hold elected office or
ceases to be appointed as Chair or Vice-Chair of a Committee of Council, or as the
Deputy Mayor, as the case may be, at some point during the term, his or her
remuneration shall be reduced by an amount proportionate to the period in the year
during which the member did not hold office and the said amount shall be deducted
from the salary payable to such member.
3.02 No remuneration shall be paid to Councillors or to the Mayor for participation on outside
agencies on behalf of City Council.
3.03 The maximum remuneration rates specified in Sections 1.01, 2.01, 2.02, 2.03 and 2.04
of this By-law shall be adjusted annually to reflect an increase which is identical to any
increase provided to City staff through the City's collective agreements with Canadian
Union of Public Employees Locals 250 and 251 and, where the two increases differ, the
adjustment for the purposes of this By-law shall be an average of the two increases.
Notwithstanding the foregoing, where such adjustment is insufficient to maintain
salaries for the Mayor or Councillors at least at the 50th percentile of compensation
provided for the mayors and members of council of the comparator municipalities, as
established in the Oshawa City Council - 2005 Compensation Review dated March,
2005, an additional upward adjustment shall be applied to maintain the Mayor and/or
Councillors, as the case may be, at the 50th percentile.
3.04 For purposes of calculation of increases pursuant to Section 3.03, the period from the
date of passage of this By-law to November 30, 2005, shall be excluded from the
annual adjustment provided for in Section 3.03. Subsequent adjustments shall reflect
an actual term running from December 1s1 to November 30th. Each December 1SI, the
increase shall be calculated as the increase rate applicable pursuant to Section 3.03,
which was provided within the collective agreement for that same calendar year, and
applied to the twelve month period commencing that December 18t, and ending
November 30th in the following year.
4.00 Mileage Expenses for Councillors, Excluding the Mayor
4.01 Each Councillor, except the Mayor, shall have the option of designating whether he or
she will receive reimbursement for car mileage expenses at the rate and in the manner
designated by City Council for staff, or whether he or she will receive a flat rate car
allowance to a maximum amount of one hundred ($100.00) dollars per week.
4.02 Designations pursuant to Section 4.01 for incumbent Councillors must be made in
writing to the City Clerk within thirty (30) days of the date of passage of this By-law.
Designations pursuant to Section 4.01 for future Councillors must be made in writing to
the City Clerk within thirty (30) days of taking office.
4.03 Where a Councillor has elected pursuant to Section 4.01 to receive a car allowance
rather than reimbursement for car mileage, that sum shall be added to the remuneration
payable pursuant to Section 2.01, and paid in accordance with Section 3.01.
4.04 Where a Councillor has elected pursuant to Section 4.01 to receive a car allowance
rather than reimbursement for car mileage, the annual adjustment set out in Section
3.03 of this By-law does not apply to that payment. Increases in the amount of that
payment, if any, are subject to City Council approval.
5.00 Retirement Allowance Package
5.01 Each Mayor and Councillor incumbent at the time of passage of this By-law must elect
whether or not he or she wishes to be eligible for the retirement allowance package in
accordance with this Article within thirty (30) days after the date of the passage of this
By-Jaw, by written notice to the City Clerk. That election shall stand for that member of
Council for this term and all future terms that he or she is elected to.
5.02 Each future Mayor and Councillor who was not incumbent at the time of passage of this
By-law must elect whether or not he or she wishes to be eligible for the retirement
allowance package in accordance with this Article within thirty (30) days after the date
of his or her taking office, by written notice to the City Clerk. That election shall stand
for that member of Council for the term of the election and all future terms that he or
she is elected to.
5.03 Where a Mayor or Councillor has elected under Section 5.01 or 5.02 to be eligible for
the retirement allowance package, and that person leaves office for any reason set out
in Section 5.04, after having served as a Mayor or Councillor for more than the
immediately preceding three years, he or she shall receive a payment calculated in
accordance with Section 5.05.
5.04 Payments pursuant to Section 5.03 may be made to any Mayor or Councillor leaving
office due to:
(a) Death;
(b) Permanent disability;
(c) VoluntarY cessation of office;
(d) Non-success in a municipal election; or
(e) Discontinuance or elimination of the position by Provincial action.
5.05 The payment pursuant to Section 5.03 shall be based on the remuneration Jevel that
the Mayor or Councillor in question is receiving at the time of his or her leaving office,
including remuneration in respect of an appointment as Chair and/or Vice-Chair of a
Standing or Special Committee of Council and/or as Deputy Mayor. The payment shall
be calculated as one month's salary per year of continuous service on Council to a
maximum of eighteen (18) months' salary.
5.06 The election pursuant to Sections 5.01 and 5.02 may be made outside the prescribed
time periods with the approval of City Council.
5.07 Where a Mayor or Councillor leaves office for any reason set out in Section 5.04 on or
after March 30, 2005, after having served as a Mayor or Councillor for not less than
fifteen (15) years, consecutively or cumulatively, the City of Oshawa shall provide
Extended Health (drugs, vision-care and semi-private hospital) and Dental Coverage,
subject to payment by the Mayor or Councillor, as the case may be, of five per cent
(5%) of the dental premium, provided that such coverage shall cease on the last day of
the month in which the Councillor turns sixty-five (65) years of age.
5.08 Where a Mayor or Councillor has elected under Section 5.01 or 5.02 to be eligible for
the retirement allowance package, the City will provide to each such member of
Council, including the Mayor, either of the following:
a) for any member who is enrolled in OMERS, the employer's
contributions shall be paid in respect of all compensation payable
under this By-law; or
b) for any member who is not enrolled in OMERS, in lieu of a pension
plan, an amount equal to 6% of all compensation paid to a
member, including the Mayor, under this By-law, or such higher
amount as is equal to the employer's contributions referred to in
sub-paragraph a).
5.09 Each Mayor and Councillor i{lcumbent at the time of passage of this By-law shall,
provided he or she has elected under Section 5.01 to be eligible for the retirement
allowance package, be entitled to the payment referred to in Section 5.08(b) for each
year of service on City Council occurring prior to 2005, calculated on the remuneration
actually paid in each year under this, or any predecessor by-law providing for
remuneration to the Mayor or Councillors.
6.00 Miscellaneous
6.01 This By-law shall take effect on the date of its passage.
6.02 By-law 55-99, as amended, is repealed.
By-law read a first, second and third time and finally passed this thirtieth day of March, 2005.
Mayor
City Clerk
Council Remuneration
,
"
City of Oshawa
From:
Sandra Kranc [SKranc@oshawa,ca]
Tuesday, January 30, 2007 1 :50 PM
Sent:
To:
Subject: Council Remuneration
I understand that Jeannie Wiltshire from this office has already sent you the by-law. The current salaries are as
follows:
Mayor - $76,035
Regional Councillor - $31,307
City Councillor - $46,960.50
Deputy Mayor - additional stipend of $3,482
Committee Chair - additional stipend of $3,482
Committee Vice-Chair - additional stipend of $1 ,741
Sandra Kranc
City Clerk
City of Oshawa
.
.
.~
~+lSO/2007
A TT ACHMENT #3
RES #73/05
May 2, 2005
[Report CS 30-05]
SALARY, EXPENSES AND COMMUNICATIONS
RESPECTING MEMBERS OF COUNCIL
SALARY:
1. The remuneration payable to the Mayor shall be:
a) $63,654 per annum effective January 1,2005
b) Commencing on January 1, 2006 and on every January 1 st
thereafter, the annual salary of tha Mayor shall be increased at the
same rate/percentage provided to those employees covered by the
Collective Agreement for CUPE Local 129 on April 1 st of the
immediate preceding year.
2. The remuneration payable to a Councillor shall be:
a) $26,523.00 per annum effective January 1, 2005
b) Commencing on January 1, 2006 and on every January 1 st
thereafter, the annual salary of a Councillor shall be increased at
the same rate/percentage provided to those employees covered by
the Collective Agreement for CUPE Local 129 on April 1 st of the
immediate preceding year.
c) A Councillor shall be paid a per diem rate of 1.0% of their annual
salary for a total of ten days for attending a full day meeting,
workshop, seminar or convention.
Per diem payments payable to Councillors shall be paid monthly.
Per diem payments shall cease on the last day that the Councillors
remains in office and shall be pro-rated accordingly.
3. Remuneration payable to Members of Council shall be based on an
annual rate and paid bi-weekly. Remuneration to Members of Council
shall cease on the last day that the Member remains on the Council of the
City of Pickering.
2
ALLOWANCES:
4. Reimbursement shall be provided to Members of Council for the cost of
meals to discuss matters of City business or attending functions that are
connected to the business of the City as may be provided in the annual
budget.
a) With respect to mealss reimbursement shall be provided only for
reasonable food and liquor expenses.
b) With respect to meals, no reimbursement shall be provided unless
the original restaurant bill or transaction slip is submitted, and the
number of persons attending the meal and the general purpose of
the meal is noted.
5. A travel allowance as determined in the annual Current Budget shall be
provided to each Councillor.
a) The travel allowance shall be paid on a monthly basis.
b) The travel aJlowance shall be deemed to provide for all travel and
travel-related expenses within the GT A and shall include but not be
limited to fuel, parking, highway tolls, taxi fares, public
transportation fares and valet services.
c) This travel allowance excludes travel expenses related to
conventions outside the GT A as set out in Section 6.
d) Travel outside the GTA shall be paid at the per kilometer rate of
reimbursement approved in the Current Budget or economy class
retum air fare between Toronto and the destination, whichever is
. the lesser.
6. An allocation of $3,000 per Councillor shall be provided in each annual
budget to provide for conventions.
a) For the purposes of Section 6, the word "convention" shall include
seminars and WOrkShops as provided in the annual budget and
excludes conventions paid by other City-related agencies such as
the Region, Veridian, etc.
b) Convention expenses shall include actual accommodation and
registration costs and, if applicable, travel and meals.
3
c) Travel necessary for conventions outside the GTA shall be paid at
the per kilometer rate of reimbursement approved in the Current
Budget or economy class return air fare between Toronto and the
destination, whichever is the lesser. Other travel related expenses
such as parking, vehicle rentals, taxi fares, public transportation
fares and highway tolls incurred for conventions outside the GT A
shall also be reimbursed upon presentation of receipts.
d) In lieu of receipts, an allowance of a maximum of $60.00 per day
may be paid for ancillary expenses such as meals, taxi fares,
parking and telephone charges where such expenses are not
otherwise claimed or paid. This allowance shall be prorated for
conventions that are less than one day. This per diem payment is
intended to cover out-of-pocket expenses for City business only.
e) No allowance shall be provided to a new Councillor in an election
year. WOrkShops or orientation seminars for new Councillors are
excepted.
7.
a)
An allocation of $4,800 per annum is provided for each Councillor
to provide services beyond those services provided by the Council-
support staff at the Civic Complex.
b) The support staff assigned to the Councillor's Office are available to
assist a Member of Council with the preparation of their newsletter,
neighbourhood letter, cooperative letter, website or other form of
communication, however, no other City staff shall be involved in
such preparation and any specialty work that is required shall be
charged to the budget prescribed for communication media or the
Allowance for Outside Secretarial Services.
c) Payment shall be made directly by the City to the service provider
(individual or company) upon submission of an original invoice. An
invoice from individuals for external services would contain, in
addition to the name and address, additional details of services
provided such as itemizing hours by day and description of work
provided. All invoices would require sign off by the Councillor to
indicate the services were received prior to authorization and
before payment can be processed.
4
BENEFITS:
8.
a)
An Extended Health Plan as is provided to the non-union
employees shall be available to all Members of Council and their
families, which includes a prescription and dental plan, vision care
plan and semi-private hospital coverage.
b) For Members who have completed fifteen years of continuous
service and cease to be a Member for the reasons set out in
Section 13(a)(i to v), the Corporation shall pay 100% of the
premium cost of the Extended Health, Dental and Vision Care
Benefit Plans until the Member attains age 70.
c) The Corporation shall continue to pay 100% of the premium costs
of the Extended Health, Dental and Vision Care Benefit Plans in
respect of a Member's surviving spouse and dependents for up to
twelve (12) calendar months following a Members death while in
service.
9. A Term Life Insurance Policy shall be paid by the City on behalf of
Members of Council in the following amounts:
a)
b)
Mayor -
Councillor -
$200,000
$100,000
10. Accidental death and dismemberment insurance coverage shall be paid
by the City on behalf of Members of Council.
11. Subject to any existing insurance agreements or policies, the City shall
indemnify Members of Council in the course of their Council duties with
respect to liability arising out of acts or omissions done or made by them
as follows:
a) Pay to the parties entitled thereto, any damages and costs awarded
against any Member of Council.
b) Either pay directly or reimburse to the Member of Council any
reasonable expenses incurred by them.
c) Assume the cost of defending every Member of Council.
d) Pay any sum required in connection with a reasonable settlement.
5
e) Limited liability for claims such as malicious prosecution, conflict of
interest, slander, defamation of character, invasion of privacy,
errors and omissions and legal expenses for claims of breach of
Provincial statutes.
12. a)
A Member may contribute to a Registered Retirement Savings Plan
(RRSP), either own or spousal, under Federal legislation to which
the Corporation shall match to a maximum of 11 % of the Member's
earned salary.
b)
i)
Written evidence of a contribution by a Member towards an
RRSP as set out in Section 12(a) shall be made to the
Treasurer no later than December 31st in any given year and
the City's contribution shall be made no later than January
31st of the next calendar year.
ii) A Member of Council must give evidence to the Treasurer
that a contribution includes both the Member's portion of the
RRSP and the City's portion. The Member shall then be
reimbursed for the City's portion.
c) The word "salary" shall mean the annual base salary, prorated for a
Member not holding office for an entire calendar year, of the Mayor
and Councillors and it excludes all taxable benefits. The
contribution to an RRSP is a taxable benefit regardless of whether
it is paid to the Member of Council or the financial institution.
d) The City shall make its contribution only in the month of January of
the next calendar year regardless of when the Member of Council
made a contribution, except when a Member of Council ceases to
hold office during the year.
13. a)
A Member of Council, with service of more than three consecutive
years, may, upon written application to the Clerk by the Member, or
by a representative appointed in writing by the Member, receive
severance remuneration upon ceasing to be a Member by reason
of:
i) election defeat;
ii) resignation;
iii) leaving office;
6
iv) election to another government body; or
v) dying while in office if the Member is 65 years of age or over
and not eligible to receive benefits under the City's group life
insurance program;
b) No Member shall be entitled to receive severance remuneration
who ceases to be a Member by reason of, or by resignation which,
is a result of or given in anticipation of:
i) removal from office by judicial process; or
ii) notwithstanding Section 13(a)(iv) above, disqualification
under or operation of any Act of the Parliament of Canada or
the Legislature of the Province of Ontario.
c) Severance remuneration shall be equal to one month of salary for a
Member, times the number of years of consecutive, uninterrupted
full service of the Member, to a maximum amount payable of 24
months remuneration. Severance remuneration shall be calculated
from the day the Member took office to the last day that the
Member ceases to hold office.
d) A written application for severance remuneration must be received
by the Clerk within six calendar months of a Member ceasing to be
a Member, otherwise any entitlement to severance remuneration
shall be forfeited. Upon approval of the application, payment
arrangement shall be agreed to that does not extend beyond three
years.
7
COMMUNICA liONS:
ADDlicabilitv
14. Except where noted, Sections 15 to 20 do not apply to Mayor of the City of
Pickering. Sections that do directly apply to the Mayor are identified by
the notation *M&C.
Definitions
15. a.
"Cooperative Letter" shall mean a letter or other printed document
that contains information of interest to residents in more than one
ward and which shall be mailed or distributed beyond a ward
boundary and may involve the participation of a community group.
b. "Newsletter" shall mean a document that is not greater in size than
tabloid sized paper (11 "x17") and printed on both sides and shall
contain information of interest to the constituents of a Member of
Council. A newsletter shall not be mailed or otherwise distributed
beyond the boundaries of the constituency of a Member of Council
except where postal walks cross beyond the boundaries of their
ward. In instances where Member's of Council are assigned or
appointed to additional duties which may require some cross-ward
boundary communication, exceptions may apply as determined by
the City Clerk. These cross-ward mailings to fulfill additional duties
shall not exceed 500 homes into a ward not represented by a
Member of Council and shall not occur after January 1 st in the year
of a general municipal election.
c. "Neighbourhood Letter" shall mean a document that is prepared on
letterhead and/or signed by a Member of Council and sent to a
defined neighbourhood or community of interest within the
constituency of a Member of Council.
d. "Website" shall mean a site on the World Wide Web that shall
contain information of interest to the constituents of a Member of
Council. The website may be hosted on any server external to the
City. *M&C
e. "Telecommunications Equipment" shall include all equipment
capable of transmitting over land lines and/or wireless modes such
as landline telephones, cell phones, POA's (Personal Digital
Assistant), pagers, facsimile equipment or any hybrid of these
items.
8
ComDuter Hardware/Software and Telecommunications EauiDment
16. a)
A capital budget of $10,000 per term, per Member of Council, shall
be in effect for the acquisition of computer hardware/software and
telecommunications equipment. Expenditures of this allocation
shall only be made in the first two years of office following a general
election. Any acquisitions made following an election or
appointment and prior to the approval of the following year's
budget, shall be charged to this allocation.
b) No computer hardware/software or telecommunications equipment
shall be purchased or leased for Members of Council after January
1 st in the year of a general municipal election unless it is lost or
stolen, or no longer operates and cannot be repaired to its initial
operating specifications.. *M&C
c) Following a general municipal election, by-election or appointment,
the new Member( s) of Council shall be contacted by staff to
determine their needs. Members of Council may choose to be
supplied with equipment recommended by City staff or they may
choose to be supplied with equipment of their choice. IT staff must
be consulted to verify compatibility and to clarify IT support
opportunities before purchase. At the point of delivery of the
equipment, Members of Council shall be required to sign the Home
Equipment Agreement which shall set out the equipment that has
been supplied to the Member and the conditions under which it has
been supplied. *M&C
d) Equipment that is lost, stolen or no longer operates and cannot be
repaired to its initial operating specifications shall be replaced by
the City and shall not be charged to the $10,000 allocation set out
in Paragraph (a) above. *M&C
e) Every Member of Council who does not continue to hold municipal
office shall ensure that all computer hardware/software,
telecommunications equipment and any other equipment
purchased or leased on their behalf by the City is returned to the
City by November 30th following a general municipal election or
within 21 days of ceasing to hold office. In the event the above
noted items are not returned by the said date, the matter shall be
referred to the Chief Administrative Officer (CAO) to pursue
recovery. *M&C
9
Telecommunication Charaes
17. a)
Long distance, airtime and other charges that are incurred for City
purposes by Members of Council in the use of their
telecommunications equipment shall be reimbursed. Charges for
the use of an I nternet Service Provider by a Member of Council
shall also be reimbursed.
b) In order to recognize the large rural area in Pickering that is outside
the area served by high speed Internet access, individual requests
for the additional reasonable cost of Internet access exceeding
standard urban connection costs shall be provided. *M&C
Communications Media
18. a)
It is recognized that there are many various methods for Members
of Council to communicate with their constituents, including
newsletters, neighbourhood letters, cooperative letters and
websites. *M&C
b) The City shall cover the cost of preparing, printing and mailing
newsletters, neighbourhood letters and cooperative letters as well
as the cost of creating and maintaining a website. A budget per
Councillor of $7,500 for the first calendar year, $?,500 for the
second calendar year and $6,000 for the final calendar year of a
term will be provided for these items. If the bUdget is under spent
in any given year, there shall be no carry-forward of dollars to
subsequent budgets.
c) A link to the Member of Council's City-funded website may only be
provided from the City of Pickering website under the Member of
Council's profile link. *M&C
d) Subject to Section 7, Councillors may hire external services as
needed over and above what is currently provided in accordance
with the City's policies and practices.
e) The following conditions shall apply to the preparation of
newsletters, neighbourhood letters, cooperative letters, websites
and other forms of communication:
i) On or after September 1 in the year of a general municipal
election, no mailing or distribution of a newsletter,
neighbourhood letter or cooperative letter shall occur where
the costs shall be borne by the City. *M&C
10
ii) On September 1 in the year of a general municipal election,
the link from the City's website to any Councillor's City-
funded or personal website shall be severed until after the
election.
If these conditions have not been met by September 2 of
that year, the City shall take steps under the authority of the
CAO to sever the Councillor's website. The link shall be
reactivated the day following the election and funding of the
Councillor's website shall commence on December 1
following the election. In the event that a Councillor is
acclaimed, the said website may be reactivated on the day
following the last day to withdraw a Nomination. *M&C
iii) A newsletter, neighbourhood letter, cooperative letter, City-
funded website or other communications media shall not
contain information that would promote any candidate in an
election. *M&C
iv) A newsletter, neighbourhood letter, cooperative letter, City
website or other communications media shall not contain
advertising that would promote a product or service of a
company, organization or individual. *M&C
v) A Member of Council shall not be reimbursed for
communications expenses incurred through a media that
has general circulation in the City of Pickering, such as a
newspaper, radio or television station.
19. Individual Members of Council shall not use City funds to make individual
grants or donations to organizations or persons. *M&C
General
20. a)
This Policy shall be reviewed every three years prior to the budget
meetings that follow the general municipal election to review the
appropriateness of the bUdgets and Policy in the context of current
technology. *M&C
b) When a vacancy occurs and is subsequently filled, compensation,
benefits and allowances shall be pro-rated to the term of office.
*M&C
- - - - - - - - - - - - - - - - - - -
This Schedule of Council's Salary, Benefits, Allowances and Communications
Policy was approved by Resolution #73/05 passed on May 2, 2005.
-----Original Message-----
from: Parent, Jennifer [mailto:jparent@~ity pic:kf'rinQ nn ri'l]
Sent: Wednesday, February 21, 2007 1:05 PM
To:
Subject: RE: Council Salary Benefits Allowances Communication Policy
Here are the salaries effective 2007 (received 3.5% increase)
Mayor - $68, 188 - ($22,729.34 is a non-taxable benefit)
Council- $28,412 - ($9470.68 is non taxable benefit)
(they also received a 3.5% increase Jan 1, 2006)
Jennifer Parent
Manager, Human Resources Services
Human Resources Division
City of Pickering
905.420.4660 ext. 2160
Toll Free 1.866.683.2760
Fax 905.420.4638
jparent@city.pickering.on.ca
cityofpickering .com
City of Pickering
~:2.0/200~_!:1~ FAX 905 686 8352
TOWN OF AJAX HR SERVICES
l4J 002
:IRE COEPOR.~ TION OF THE TOWN OF AJAX
A TT ACHMENT #4
,
,
BY-LA W NtJMBE:R 136 -2004
'-'"
A By-law to provide {or the 3Mual n:rnuneraticTl for the Mayor and
Members of Council ofLhl: Town of Ajax.
WHEREAS the Municipal Act, 2001, as amended, allows for the payment of rem un era lion and expenses to members
ofcounei I and local boards. including the option to provic!e that one~rhird oftl"\!: taxable remlJneration and expenses
be deemed AS cJtp~nses incident to lhl; discharge of their dl.ltie:s for iTlc:om~ tax purposes;
AND WHE.REAS Ajax Town Council approved a resolution at its meeting May 13, 2002, providing;
"That one-third of the rc:munerarion paid [0 elected members of the Town of Ajalt Coun~il and its
Local Boards shall continue as expenses incident to the dischargl:l of their duties as members of
Council or Local Boa.rd"
NOW THEREFORE the Council of the Corporation ofthe Town of Ajax enacrs as follows:
1. Art aMlJi!l1 allowancr: shall be paid to each member ofthe Council of the Town of AjillC. effective the d.t;
indicated, as [ollows:
Mayor
Regional Councillors
Wafd CounGillofS
Januarv 1. 200_~
$52.468 per annUm
$20,986 per annum
$20,986 per lIMUm
JaOUilr\l 1. '2006
S 54,042 per annum
$21.616 per aMl.lm
$21,1516 peraMum
Janl.lar'fl.2007
155,663 per annum
S22.264 per annum
$22,264 PC! al\num
2. I11 addition 10 the: sui-ns identHied in Section 1. e8.eh member of Council shall be: provided a travel 81lowance.
effective the date indicated. as follows:
Jacuary 1.2005,
Mayor $541.00 per monlh
Regional Councillors $216.00 per month
Ward COLlncillors $2 \ 6.00 per month
JUllarv ~
$557.00 per month
$222.00 pCf month
.$222.00 pel" month
JanuarvJ..2007
$$74.00 pr:r month
$229.00 per month
1229.00 per month
3. The Mayor and members 0 f Council shall bi;: paid from time to time for expenses incurred in the normal
perfonnance of their duties in accordance with Council approved policil;\.5.
4. One-third of the remuneration paid to members of the COUT\r.:(1 and ils Local Boards is deemed as expenses
inc.ident to the dischilrge of their.d\Jties as members of the CUUrLcil or Loeal Board.
5 The Mayor and members of Council shall be provided with an amount equal to 12.5% of the remuneration
provided abov~ Lo be spent on il Flexible BeoefLts Plan,
6. The Mayor and members of Council $hall be aJlowr:d the option of joining a voluntary. co-shared Rc.gisle:red
Retirement Savings Plan (RRSP).
7, The Mayor and members ofCol.lncil shall be allowed the option ofrr:c:eiviog a severance paymcnluP'on
leaving oftice of one month salary per year of conlinuous service to II. ma:rimum payment of 12 months.
8. By.law 115-2001 is l1ereby repealed.
I
9. This By-law shall cOrTIe into force and talce effect on January 1. 2005.
READ II. [Lrst and second time: this Eighth
day otNovember, 2004.
READ II third time and finally passed lhis
Eighth day of November, 2004.
-.
Mayor
69
Clerk