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Home My WebLink AboutADMIN-6-92 v/' ;. THE CORPORATION OF THE TOWN OF NEWCASTLE REPORT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: MAY 19 1992 Report #: ADMIN. 6-~'e #: r '-. {" ?.., .' / . F" # .. { "'1 .j.... ''',r',' I Ie ..... '--' ..... Res, # ?to $ -- ~;;:z; By-Law # Subject: REIMBURSEMENT FOR COUNCILLORS' EXPENSES Recommendations: It is respectfully that the General Purpose and Administration Committee recommended to Council the following: 1. That Report ADMIN. 6 - 92 be received; 2. That the attached Schedule "A" to Report ADMIN. 6 - 92 be approved for the purposes of setting the guidelines for reimbursement of the Members of Council for expenses, 3. That the Mayor and Clerk be authorized to execute the appropriate by-law incorporating Schedule "A" and that the by-law be effective retroactively to March 9 1992. BACKGROUND: 1. 0 HISTORY 1.1 At its meeting held on March 9, 1992, the Council rescinded resolution #GPA-800-85 which identified, through Report Admin. 74-85, the reimbursement guidelines applicable to Councillors' expenses. 1.2 Because Report Admin. 74-85 covered reimbursement on all expenses, including mileage, it is recommended by the Town's legal advisor, that the current by-law being recommended herein be approved retroactively to the date of rescinding the previous guidelines. 1 1 ;1 1 ' . I I V R~CYCLED 1-:%:\. . PAPIER PAPfR \tJ:1 RECYCLE THIS L<; PRINTED ON RECYCLED PAPER 2.0 AREA MUNICIPALITIES 2.1 The area municipalities within the Durham Region were surveyed to determine whether there has been consistency in the application of a mileage policy. The information indicates that each municipality has different rules and regulations with the exception that all reimburse mileage at the rate in effect for the employees of the Municipality concerned. As yet, the Region of Durham has not adjusted to the 1992 Staff rate. However, the Region of Durham policy dealing with mileage for Councillors established that the mileage rate conforms to the rate paid to Management Staff. 2.2 The policy in effect for the municipalities surveyed is summarized below: Rate/ Kilometer Committee and Council meetings Agenda Pick Up Reimbursement basis for Municipal Business -------------------------------------------------------------- Region .32 Yes delivered .as submitted ** Ajax .30 No No .shorter of residence or Muncipal Office Oshawa .289 No delivered .as submitted Pickering .29 No delivered .as submitted Whitby .297 No delivered .as submitted Scugog .35 No No .as submitted *Newcastle .34 Yes Yes .as submitted *As provided for in Administrator's Report ADMIN-74-85 rescinded March 9, 1992 ** As submitted irrespective of place of origin \.) L 3.0 RECOMMENDATION 3.1 Rate It is recommended that the Town of Newcastle reimburse the Members of Council for mileage to and from the Municipal Administrative Centre while on Town business, and not for attendance at Councilor Committee meetings or for agenda pick- up. This approach is in keeping with the principle that such calculations are made from the place of work for each Member of Council (namely the Municipal Administrative Centre). In addition, it is recommended that the shorter of the distance from the place of residence or the Municipal Administrative Centre to attend to municipal business be charged. Respectfully submitted, .~-_.-- ( // 1>1.f' (-'~o\-lllL(,t'-C \'L~/J Lawrence E. Kotsef~, / Chief Administratiie Officer. LEK/MAM/pp Attachment: Schedule "A" 1 -,;; i UJ THE CORPORATION OF THE TOWN OF NEWCASTLE BY-LAW NUHBER 92- Being ~ by-law to set the guidelines for reimbursement of expenses to the Mayor and Members of Council WHEREAS the Council of the Corporation of the Town of Newcastle 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.O. 1990, provides that, "Despite any general or special Act, the council of a municipality may provide by by-law for paying in whole or in part such expenses of the members of council and of the officers and employees 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 employees 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.O. 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 actu~l expenses incurred in respect of items of expenditure specified in the by-law w~ere 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 and It Is Enacted as a By-law of the Corporation of the Town of Newcastle as followsl 1. That attached Schedule A to this by-law be approved as the guidelines for reimbursement of expenses to the Mayor and members of Council for; i) travel expenses, ii) special events expenses. 2. That this by-law applies retroactively to March 9, 1992 to cover the payment of expenses for those expense claims submitted and approved for the payment during the period for which Administration Status Report 74- 85 was not in effect. By-Law read a first time this day of May 1992. By-Law read a second time this day of 1992. By-Law read a third time and finally passed this' 1992. day of Mayor Clerk 'I 1 I \ II ....1 - r Schedule "A" to Report ADMIN. 6 - 92 Schedule "A" to By-Law GUIDELINES FOR COUNCIL EXPENSES 1. TRAVEL EXPENSES In accordance with the Municipal Act, Section 239, (1) and (3), The Corporation of the Town of Newcastle will pay reasonable expenses for the Mayor and Members of Council while travelling on municipal business. Municipal business will be considered to include but not be limited to the following: 1) Kilometer reimbursement to and from any meetings of Boards, Commissions or Authorities to which Council members are appointed. 2) Kilometer reimbursement to and from any event sponsored by the Corporation towards the promotion of the Town where Council attendance is required or requested. 3) Accommodation, meals, kilometer reimbursement, 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. 4) The rate to be paid for kilometer reimbursement * shall be the prevailing rate approved for the non-affiliated staff. 5) All claims for payment shall be documented and where possible supported with receipts. 6) All expense claims for reimbursement of expenses for Members of Council shall be submitted on a regular basis 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. * Calculated on the basis of the shorter distance of the place of residence or the Municipal Administrative Centre. "';; ~ ; -~, /' i.; ) I I....,.,.'...... 7) Municipal business will be considered Not to include the following: a) Travel to and from all General Purpose and Administration Committee meetings and Council meetings. b) Travel to and from the Municipal Administrative Centre with other government officials, Town staff, ratepayers, etc. to attend meetings, special events, or the like. c) Travel to and from the Municipal Administrative Centre to pick up agendas. 8) The Mayor for the Corporation of the Town of Newcastle may be reimbursed for mileage on an annual flat rate basis payable monthly as determined by Council through the annual budget process or in accordance with the above. 9) Expense claims submitted by the Mayor shall be approved for payment by the Chief Administrative Officer, or in the alternative, by the Treasurer. 2. SPECIAL EVENTS EXPENSES There are occasions throughout the year where the Corporation may host special events to promote the Town. The following guidelines apply to such events: 1) Payment of expenses as it relates to the hosting of government officials, industrial prospects, or other groups visiting the Town of Newcastle or the hosting of receptions for same within the Town 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 should be supported by the applicable receipts or documentation. 2) All claims for payment or expenses related to special events shall be submitted on a regular basis 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. ~ 1 '1;- 00