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HomeMy WebLinkAbout94-54 .t. ~) ~ '. << .. THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW NUMBER 94-54 Being a by-law to set the guidelines for reimbursement of expenses to the Mayor and Members of Council and to repeal By-law 92-151 WHEREAS the Council of the Corporation of the Municipality of C1arington considers it desirable to establish guidelines for the purpose of reimbursement of expenses to the Mayor and Members of Council. AND WHEREAS Chapter M. 45, Section 243 (1) of the Municipal Act R.S.C. 1990, provides that, "Notwithstanding the provisions of any general or special Act, the Council of a municipality may provide by-law for paying in whole or in part such expenses of the Members of Council and of the officers and servants of the municipality as are actually incurred as a result of their acting either within or outside the municipality in their capacity as Members of Councilor officers of the municipal corporation or as officers or servants of the municipality and as are authorized by the by-law." AND WHEREAS Chapter M.45 Section 243(3) of the Municipal Act R.S.D. 1990, provides that, "A by-law passed under subsection (1) may provide for the payment of a specified amount or amounts calculated according to a specified rate in lieu of the amount of actual expenses incurred in respect of items of expenditure specified in the by-law where the specified amounts or rates, in the opinion of the council, reasonably reflect the actual expenses that would be incurred." NOW THEREFORE Be It Enacted by the Council of the Corporation of the Municipality of Clarington as follows: 1. THAT By-law 92-151 be repealed;. 2. THAT Schedule "A" attached to this by-law be approved as the guidelines for reimbursement of expenses to the Mayor and Members of Council; 3. THAT this by-law be effective January 1, 1994. By-Law read a first and second time this 28th day of March 1994. By-Law read a third time and finally passed this 28th day of March 1994. IbAl~/ MAYOR I ..~ . . , ' . # '.. .. ,,. Schedule "A" to By-law 94-54 GUIDELINES FOR COUNCIL EXPENSES 1. TRAVEL EXPENSES In accordance with Chapter M. 45, Section 243(1) and (3) of the Municipal Act, R.S.O. 1990, the Corporation of the Municipality of Clarington will pay reasonable expenses for the Mayor and Members of Council while travelling on municipal business. Reimbursement for expenses will be based on the following: A) MUNICIPAL BUSINESS Municipal business will be considered to include the following: i) Travel to and from any meetings of Boards, Commissions or Authorities or other groups to which Council members are appointed or delegated provided they are held outside the municipal boundaries and travel expenses are not paid by the aforementioned agencies. ii) Travel to and from any event sponsored by the Corporation towards the promotion of the Municipality where Council attendance is required or requested outside the Municipality. iii) Accommodation, meals, kilometer reimbursement, (for travel outside of municipal boundaries), parking, registration and other miscellaneous charges related to municipal business which may include among other things attendance at any seminar, conference or convention approved specifically by Councilor as provided for through the current budget allocation. iv) Travelling to and from the Municipal Administrative Centre will NOT be considered to be Municipal business in the following instances: a) Attendance at all General Purpose and Administration Committee meetings and Council meetings. b) Meetings with Town Staff. C) Picking up of agendas. B) REIMBURSEMENT RATE i) Reimbursement for travel shall be on a flat rate basis for 1994 as follows: Members of Council Mayor $100.00 per month $200.00 per month The rate shall be paid monthly on an automatic basis unless any Member of Council elects not be reimbursed. The rate may be adjusted as approved through the Annual Municipal Budget I. .. . <!',. ~ , Schedule "A" to By-law 94-54 GUIDELINES FOR COUNCIL EXPENSES C) EXPENSE CLAIMS AND APPROVALS i) All claims for payment shall be documented and where possible supported with receipts. ii) All expense claims for reimbursement of expenses for Members of Council shall be submitted as soon as possible after month end to the Mayor for approval. In the absence of the Mayor, the Chief Administrative Officer or in the alternative, the Treasurer shall approve the expense claims for payment. iii) Expense claims for reimbursement of expenses by the Mayor shall be submitted as soon as possible after the month end and approved for payment by the Chief Administrative Officer, or in the alternative, by the Treasurer. D) REPORTING REQUIREMENTS i) The flat rate mileage payment will be made on a monthly basis. ii) All expense claims shall be categorized and presented to Council semi-annually in the form of a report to the General Purpose and Administration Committee meeting. 2. SPECIAL EVENTS EXPENSES There are occasions throughout the year where the Corporation may host special events to promote the Municipality. The following guidelines apply to such events: 1) Payment of expenses as it relates to the hosting of govermnent officials, industrial prospects, or other groups visiting the Municipality of Clarington or the hosting of receptions for same within the Municipality will require the submission of an expense claim indicating the number of people hosted and the date as well as the specific amount of expenditure. Such claims must be supported by the applicable receipts or documentation. 2) All claims for payment or expenses related to special events shall be submitted as soon as possible after the month end to the Mayor for approval. In the absence of the Mayor, the Chief Administrative Officer, or in the alternative, the Treasurer shall approve the claims for payment.