HomeMy WebLinkAbout2024-09-27
Electronic Council Communications Information
Package
Date:September 27, 2024
Time:12:00 PM
Location:ECCIP is an information package and not a meeting.
Description: An ECCIP is an electronic package containing correspondence received by Staff for
Council's information. This is not a meeting of Council or Committee.
Alternate Format: If this information is required in an alternate format, please contact the
Accessibility Coordinator, at 905-623-3379 ext. 2131.
Members of Council: In accordance with the Procedural By-law, please advise the Municipal Clerk
at clerks@clarington.net, if you would like to include one of these items on the next regular agenda
of the appropriate Standing Committee, along with the proposed resolution for disposition of the
matter. Items will be added to the agenda if the Municipal Clerk is advised by Wednesday at noon
the week prior to the appropriate meeting, otherwise the item will be included on the agenda for the
next regularly scheduled meeting of the applicable Committee.
Members of the Public: can speak to an ECCIP item as a delegation. If you would like to be a
delegation at a meeting, please visit the Clarington website.
Pages
1.Region of Durham Correspondence
1.1 Request that the Province of Ontario to Recognize and Take Action on
the Physician Shortage in Ontario - September 25, 2024
3
1.2 Notice of Construction - Regional Highway 2 and Newtonville Road
Intersection Modifications Municipality of Clarington - September 23,
2024
5
1.3 Requesting An Expansion of Durham Regional Police Service Resources
for Anti-Hate Crime Unit - September 25, 2024
7
1.4 Regional Council Expense Policy Passed by Regional Council on
September 25, 2024 - September 25, 2024
8
2.Durham Municipalities Correspondence
3.Other Municipalities Correspondence
4.Provincial / Federal Government and their Agency Correspondence
5.Miscellaneous Correspondence
5.1 Minutes of the Ganaraska Region Conservation Authority meeting dated
September 19, 2024
23
September 27, 2024
Electronic Council Communications Information Package (ECCIP)
Page 2
If you require this information in an accessible format, please contact Eamonn.Rodgers@durham.ca or
call 1-800-372-1102 extension 3677.
The Regional Municipality of Durham
Corporate Services Department – Legislative Services
Division
605 Rossland Rd. E. Level 1
PO Box 623 Whitby, ON L1N 6A3 Canada
905-668-7711 1-800-372-1102
durham.ca
Alexander Harras M.P.A. Director of Legislative Services & Regional Clerk
September 25, 2024
Honourable Sylvia Jones
Ministry of Health 5th Floor 777 Bay Street Toronto, ON, M7A 2J3
Dear Minister Jones:
RE: Request that the Province of Ontario to Recognize and Take Action on the Physician Shortage in Ontario, Our File: C00
Council of the Region of Durham, at its meeting held on September 25, 2024, passed the following resolution:
“Whereas, according to the Association of Municipalities of Ontario and the Ontario Medical Association, the state of health care in
Ontario is in crisis, with 2.3 million Ontarians lacking access to a family
doctor, emergency room closures across the province, patients being de-rostered and 40 per cent of family doctors considering retirement over the next five years;
And whereas it is becoming increasingly challenging to attract and
retain an adequate healthcare workforce throughout the health sector
across Ontario;
And whereas the percentage of family physicians practicing comprehensive family medicine has declined from 77 in 2008 to 65 per cent in 2022;
And whereas per capita health-care spending in Ontario is the lowest
of all provinces in Canada; and Whereas Ontario municipal governments play an integral role in the health care system through responsibilities in public health, long-term care, paramedicine, and other investments;
And whereas the Region of Durham, in collaboration with the eight
Area Municipalities, are taking action to address the shortage of family physicians in the Region by launching a program to attract and retain family physicians, and support and welcome family medicine trainees enrolled in residency and in the Queen’s-Lakeridge Health MD Family
Medicine Program;
And whereas although the Region of Durham and Area Municipalities are jointly addressing the local shortage through this innovative
Page 3
program, the responsibility for ensuring an adequate provincial supply of Family Physicians lies with the Provincial Government;
And whereas a robust workforce developed through a provincial,
sector-wide health human resources strategy would significantly
improve access to health services across the province;
Now therefore be it resolved that the Council of the Regional Municipality of Durham urge the Province of Ontario to recognize the physician shortage in Durham and Ontario, to fund health care
appropriately, and ensure every Ontarian has access to physician
care; and
That a copy of this resolution be forwarded to the Minister of Health (Sylvia.Jones@pc.ola.org), all local Durham MPPs, local area municipalities and AMO (amo@amo.on.ca).”
Alexander Harras
Alexander Harras,
Director of Legislative Services & Regional Clerk
AH/sd
c: P. Barnes, MPP, Ajax Hon. T. McCarthy, Minister of Public and Business Service Delivery, MPP, Durham L. Scott, MPP, Haliburton/Kawartha Lakes/Brock
D. Piccini, MPP, Northumberland/Peterborough South J. French, MPP, Oshawa P. Bethlenfalvy, MPP, Pickering/Uxbridge L. Coe, MPP, Whitby
J. Grossi, Clerk, Town of Ajax
F. Lamanna, Clerk, Township of Brock J. Gallagher, Clerk, Municipality of Clarington M. Medeiros, Clerk, City of Oshawa S. Cassel, Clerk, City of Pickering
R. Walton, Clerk, Township of Scugog
D. Leroux, Clerk, Township of Uxbridge C. Harris, Clerk, Town of Whitby B. Rosborough, Executive Director, Association of Municipalities of Ontario
Page 4
Regional Highway 2 and Newtonville Road
Intersection Modifications
Municipality of Clarington
Notice of Construction
Works Department September 23, 2024 Public Notice 1
The Regional Municipality of Durham will begin intersection modifications of Regional Highway 2
and Newtonville Road. Work includes grading, curb and gutter replacement, curb ramps with
tactile strips, and new traffic signal beacon.
Construction schedule
The Region’s contractor, GIP Paving Inc., will begin mobilizing the week of October 1, 2024,
and work is anticipated to be completed by November 30, 2024.
Municipal construction projects include the use of equipment which may cause noticeable noise
and vibration for nearby residents and businesses. The Region realizes that the construction
work will be disruptive and will make every effort to complete the work as quickly and efficiently
as possible.
Businesses
Businesses will remain open for the duration of construction. The Region recognizes there
may be potential impacts during the work. Durham Region offers an overview of what
businesses can expect during construction, and some tips on how to minimize inconvenience
on your business, at durham.ca/OpenForBusiness.
Further information and future updates will be posted on durham.ca/RegionalHwy2. Should
you have any questions or concerns, please contact one of the following staff members from
The Regional Municipality of Durham.
Ron Morissette
Project Supervisor
905-431-5938
Ron.Morissette@durham.ca
Dan Gillespie
Project Inspector
289-928-2135
Dan.Gillespie@durham.ca
Follow us on social media @RegionOfDurham
If you require this information in accessible format, please dial 311 ext. 2211
Page 5
Works Department D2024-40 Public Notice
The Regional Municipality of Durham Works Department
605 Rossland Road E., Whitby Ontario L1N 6A3
Telephone: 311 (within Regional limits) or 1-800-372-1102 durham.ca/RegionalHwy2
Page 6
THIS LETTER HAS BEEN FORWARDED TO THE EIGHT AREA CLERKS
If you require this information in an accessible format, please contact Eamonn.Rodgers@durham.ca or
call 1-800-372-1102 extension 3677.
The Regional Municipality of Durham
Corporate Services Department – Legislative Services Division
605 Rossland Rd. E.
Level 1 PO Box 623 Whitby, ON L1N 6A3
Canada
905-668-7711 1-800-372-1102
durham.ca
Alexander Harras M.P.A. Director of Legislative Services & Regional Clerk
Sent Via Email
September 25, 2024
June Gallagher
Clerk
Municipality of Clarington 40 Temperance Street Bowmanville, ON, L1C 3A6
Dear June Gallagher:
RE: Requesting An Expansion of Durham Regional Police Service Resources for Anti-Hate Crime Unit, Our File: C00
Council of the Region of Durham, at its meeting held on September 25, 2024, passed the following resolution:
“Whereas hate crimes are on the rise in the Greater Toronto Area (GTA);
And whereas a significant proportion of hate crimes are targeting Jewish people through the GTA;
And whereas we have seen targeted Anti-Semitic hate in Whitby;
Now therefore be it resolved that Durham Regional Council urges the Durham Regional Police Service to expand resources for the Anti-
Hate Crimes unit;
That the Police Services Board consider an additional resource request for the 2025 budget; and
That a copy of this resolution be forwarded to the local area municipalities.”
Alexander Harras
Alexander Harras, Director of Legislative Services & Regional Clerk
AH/sd
Page 7
If you require this information in an accessible format, please contact Eamonn.Rodgers@durham.ca or
call 1-800-372-1102 extension 3677.
The Regional Municipality of Durham
Corporate Services Department – Legislative Services
Division
605 Rossland Rd. E. Level 1
PO Box 623 Whitby, ON L1N 6A3 Canada
905-668-7711 1-800-372-1102
durham.ca
Alexander Harras M.P.A. Director of Legislative Services & Regional Clerk
THIS LETTER HAS BEEN FORWARDED TO THE EIGHT AREA CLERKS
September 25, 2024
June Gallagher Clerk
Municipality of Clarington
40 Temperance Street Bowmanville, ON L1C 3A6
Dear June:
RE: Regional Council Expense Policy Passed by Regional Council on September 25, 2024 Our File: F12
Council of the Region of Durham, at its meeting held on September 25,
2024, adopted the following recommendations of the Finance and Administration Committee:
A) That the Regional Council Expense Policy generally in the format included as Attachment #1 to Report #2024-A-13 of the Commissioner of Corporate Services and Commissioner of
Finance be approved;
B) That the base per term Discretionary Allocation be adjusted and that the Regional Treasurer be granted the authority to update the per term Discretionary Allocation, in Schedule A of the Council Expense Policy, at the start of each new term of Regional Council
in accordance with Consumer Price Index (CPI) inflationary increases measured against the start of the previous term of office;
C) That the Regional Treasurer be granted the authority to update the Per Diem Reimbursement and Mileage rates, in Schedule A of
the Council Expense Policy, at any time in order to match changes to the rates for Regional employees; and
D) That a copy of the Council Expense Policy be sent to the local area municipalities following approval of the policy and at the beginning of each term of Council.
Page 8
Alexander Harras
Alexander Harras, Director of Legislative Services & Regional Clerk
AH/sr
Attachment
c: N. Taylor, Commissioner of Finance
N. Pincombe, Director, Business Planning & Budgets
Page 9
If this information is required in an accessible format, please contact 1-800-372-1102 ext. 2126
The Regional Municipality of Durham
Report
To: Finance and Administration Committee
From: Commissioners of Corporate Services and Finance
Report: #2024-A-13 Date: September 10, 2024
Subject:
Regional Council Expense Policy
Recommendation:
That the Finance and Administration Committee recommends to Regional Council:
A) That the Regional Council Expense Policy generally in the format included as Attachment #1 to Report #2024-A-13 be approved;
B) That the base per term Discretionary Allocation be adjusted and that the Regional Treasurer be granted the authority to update the per term Discretionary Allocation, in
Schedule A of the Council Expense Policy, at the start of each new term of Regional Council in accordance with Consumer Price Index (CPI) inflationary increases measured against the start of the previous term of office;
C) That the Regional Treasurer be granted the authority to update the Per Diem Reimbursement and Mileage rates, in Schedule A of the Council Expense Policy, at
any time in order to match changes to the rates for Regional employees; and
D) That a copy of the Council Expense Policy be sent to the local area municipalities following approval of the policy and at the beginning of each term of Council.
Page 10
Report #2024-A-13 Page 2 of 7
Report:
1. Purpose
1.1 The purpose of this report is to introduce a formal standalone policy with respect to Regional Councillor expenses for conferences, conventions and external offsite meetings related to Regional business, and mileage expenses for Regional
meetings. The broad goals of this policy are to clarify administrative processes and increase transparency for members regarding eligible expenses.
2. Background
2.1 The Region currently has a policy for “Expenses – Conferences, Conventions and Meetings” which applies to both employees and members of Regional Council.
The existing policy does not detail the procedures for Council members to submit expense claims and does not clearly define administrative roles and responsibilities for handling Councillor expenses. To reduce ambiguity, a separate policy for Council members is proposed.
2.2 In accordance with the existing Policy, each member of Regional Council is
allocated $10,000 for the four-year term of council for attendance at conferences, conventions and external offsite meetings. This amount may be used in any year at the discretion of each member. The current discretionary expense allocation of $10,000 per term was approved by Council on March 28, 2007. Due to increased costs driven by inflation, $10,000 for a four-year term is no longer sufficient to
meet the needs of all members.
2.3 Staff have conducted an environmental scan of policies from other regional municipalities. The regional municipalities of York, Niagara, and Peel have council expense policies. Each Region’s policy is quite different with no standard reporting model or term limit. The current term limit for Peel is $24,723 and
fluctuates annually based on the previous year’s Consumer Price Index. York and Niagara Regions do not have term limits. The per diem rates range between $75.00 (Durham/Peel) and $84.00 (Niagara).
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Report #2024-A-13 Page 3 of 7
3. Policy Details
General Principles
3.1 General principles have been included in the policy as follows:
a. Members of Council are accountable to the public and are responsible for
ensuring that their expenses clearly and directly relate to the business of the Region of Durham. Only expenses incurred by a member in relation to Regional business shall be compensated by the Region.
b. Members of Council may attend conferences, conventions and offsite
meetings related to Regional business at the Region’s expense. The Region of Durham provides a discretionary allocation to reimburse Members of Council for reasonable expenses incurred while traveling on Regional business.
c. The Region shall reimburse Councillors for the actual cost of attending a
conference or convention as supported by receipts for registration, including event registration, accommodations, meals, and transportation.
d. Only expenses incurred by individual Members of Regional Council shall be paid. Expense claims shall not be permitted for spouses, partners, family
members, or other individuals who are not the Member.
3.2 In addition, it has been clarified that the following expenses will not be incurred against a member’s discretionary allocation but still eligible for reimbursement, and funding for these expenses will be identified at the discretion of the Commissioner of Finance, generally through existing budget processes:
a. Where a member of Council is required to attend a conference or event by
virtue of a directive of Regional Council or their role on a committee (e.g. as a Committee Chair) as authorized by the CAO and/or the Regional Chair);
b. Mileage for attendance at Regional Council, Committee meetings, and offsite meetings; and
c. If a member is required to campaign for election to a board (e.g. FCM or
AMO).
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Report #2024-A-13 Page 4 of 7
Responsibilities
3.3 Responsibilities for members of Council and Regional employees have been clearly defined in the proposed policy as follows:
a. Members of Regional Council are responsible for keeping detailed records of expenses and providing receipts when submitting claims for expense reimbursement. Members shall ensure expenses are only submitted to the Region for matters of Regional business and that expenses are submitted to either the local municipality or the Region and not to both.
b. The Regional Clerk or their designate is responsible for reviewing and approving expense claims to determine if they are eligible for reimbursement under this policy and identifying the appropriate expense account.
c. Expenditure Management is responsible for verifying that funds are available in the identified expense account, and ultimately approving processing the
expense claim and issuing reimbursement.
d. Financial Services is responsible for preparing the annual report on Councillor expenses and remuneration as required by the Municipal Act.
Discretionary Allocation
3.4 Data from the past two terms of Council, and the current term to-date, indicate
that while some members do not use their full discretionary allocation per-term, others exceed the allocation which then limits their ability to attend conferences and off-site meetings that may benefit their constituents. There are numerous members of Council who currently have less than $5,000 remaining in their
discretionary allocation at the mid-term mark.
3.5 Given that the Region wishes for Council to be engaged and to support advocacy efforts by Members of Council, it is being proposed that the discretionary per term expense limit be increased from $10,000 to $16,000 with an automatic per term increase in line with the Consumer Price Index (CPI) to ensure the limit remains
contemporary going forward.
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Report #2024-A-13 Page 5 of 7
Accommodations
3.6 Councillors will be reimbursed for overnight accommodation under the following circumstances:
a. The meeting takes place at a location which is in excess of a reasonable location from Durham Region Headquarters;
b. The meeting concludes at a late hour which will not permit the Councillor to arrive home at a safe hour of travel; or
c. Other extraordinary circumstances that would prevent further travel such as
extreme weather conditions.
Mileage, Transportation & Per Diems
3.7 Members are currently reimbursed for mileage when using a personal vehicle for attendance at Regional Council, Committee meetings, and offsite meetings. For
Regional Committee and Council meetings, the Clerk’s office uses member’s
attendance records to calculate the mileage from their area municipal office to Regional Headquarters at the same rate that is paid to Regional Employees through the Vehicle Advance and Casual Travel Reimbursement Policy, which is currently set at $0.70 per kilometre for the first 5,000 kilometres travelled in a
calendar year and $0.64 per kilometre after the first 5,000. There are no
significant changes being recommended to this procedure. Mileage claims for Council, Committee and offsite meetings will continue to be separate from the per term discretionary expense allocation.
3.8 Other forms of transportation will be reimbursed, and Councillors are expected to
use the most economical form of transportation in the circumstances, taking into
consideration travel time, convenience, and means of travel.
3.9 The per diem rate for Regional Councillors will match the rate paid to Regional employees. The rate will be paid for all daily expenses (including meals, gratuities, etc.). Meals may only be claimed if the meal is not already provided at the
conference, convention, or external offsite meeting.
Expenses Not Covered by the Region
3.10 Where a Member is appointed to another body by virtue of their position on Regional Council and such body provides the Member with reimbursement for expenses related to its activities, expenses incurred by the Member for participation on that body (in full or in part) shall not be paid by the Region.
Expenses shall be submitted to that body for reimbursement. This includes but is not limited to Members appointed to the Durham Regional Police Services Board or any Conservation Authorities. This is consistent with current practices and there are no significant changes being recommended to this procedure.
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Report #2024-A-13 Page 6 of 7
Expense Claim Submission Process
3.11 Members currently submit claims for expenses to the Regional Clerk’s office either through area municipal staff or directly via email. All claims must be
itemized and submitted with receipts. The Clerk’s office reviews the expenses and submits the claims to the Region’s Finance Department for processing and reimbursement. There are no significant changes being recommended to this procedure. The policy will codify the procedure that is already in place.
Compensation Rate Schedule & Future Revisions
3.12 A schedule has been included with the policy containing the current rates of compensation for:
a. Discretionary Allocation ($16,000)
b. Per Diem Reimbursement (maximum $75 per day)
c. Mileage ($0.70 per kilometre)
3.13 It is recommended that the Regional Treasurer be granted the authority to revise the rates contained in the schedule as follows:
a. The Discretionary Allocation will be revised at the start of each term of Council based on Consumer Price Index (CPI) inflationary changes measured
against the start of the previous term of office; and
b. Per Diem and Mileage reimbursement rates may be revised at any time to match changes to those rates provided to Regional employees.
4. Previous Reports and Decisions
4.1 Report #2007-F-22 re: Amendment to the Budget Management Policy – Regional
Councillors Attendance at Conferences and Conventions
5. Relationship to Strategic Plan
5.1 This report aligns with/addresses the following strategic goals and priorities in the Durham Region Strategic Plan:
a. Goal 5: Service Excellence. Objective: To provide exceptional value to
Durham taxpayers through responsive, effective and fiscally sustainable
service delivery.
• 5.1 Optimize resources and partnerships to deliver exceptional quality services and value
• 5.4 Drive organizational success through innovation, a skilled workforce, and modernized services
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Report #2024-A-13 Page 7 of 7
6. Conclusion
6.1 It is being recommended that a formal standalone policy, generally in the format attached to this report, for Council Expenses including expenses for conferences,
conventions and external offsite meetings related to Regional business, and for mileage expenses for Regional meetings, be approved.
6.2 Adoption of the policy will increase transparency for Regional Councillor expenses, improve clarity for expense claim administration, and is a best practice for financial accountability. Staff have put forward this report in order to support
Council in their advocacy efforts on behalf of the Region and Durham residents.
6.3 For additional information, contact: Alexander Harras, Regional Clerk and Director of Legislative Services, at 905-668-7711, extension 2100.
7. Attachments
Attachment #1: Proposed Council Expense Policy
Prepared by: Leigh Fleury, Deputy Clerk, at 905-668-7711, extension 2020.
Respectfully submitted,
Original signed by
Barb Goodwin, MPA, CPA/CGA, B.Comm, CPM, CMMIII Commissioner of Corporate Services
Original Signed By
Nancy Taylor, BBA, CPA, CA Commissioner of Finance
Recommended for Presentation to Committee
Original signed by
Elaine C. Baxter-Trahair
Chief Administrative Officer
Page 16
Report #2024-A-13 - Attachment #1
Regional Municipality of Durham
Corporate Services
Regional Council Policy Manual
Title: Council Expense Policy
Policy #: CS-EXP-1 Issued: September 25, 2024 Page #: 1 of 3
Revised: N/A
Approved by: Regional Council
Responsibility: Legislative Services Section: Corporate Services
1. Purpose
This policy provides members of Council with guidelines for reimbursement of expenses for:
x conferences, conventions and external offsite meetings related to Regional business; and
x mileage expenses for Regional meetings.
2. General Principles
Members of Council are accountable to the public and are responsible for ensuring that their
expenses clearly and directly relate to the business of the Region of Durham. Only expenses
incurred by a member in relation to Regional business shall be compensated by the Region.
Members of Council may attend conferences, conventions and offsite meetings related to
Regional business at the Region’s expense. The Region of Durham provides a discretionary
allocation to reimburse Members of Council for reasonable expenses incurred while traveling
on Regional business.
The Region shall reimburse Councillors for the actual cost of attending a conference or
convention as supported by receipts for registration, including event registration,
accommodations, meals, and transportation.
Only expenses incurred by individual Members of Regional Council shall be paid. Expense
claims shall not be permitted for spouses, partners, family members, or other individuals who
are not the Member.
The following expenses shall be paid but shall not be incurred against a Member of Council’s
discretionary allocation for the term of office:
a)Where a member of Council is required to attend a conference or event by virtue of a
directive of Regional Council or their role on a committee (e.g. as a Committee Chair);
b)mileage for attendance at Regional Council, Committee meetings, and offsite meetings;
and
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Policy: CS-EXP-1 Page 2 of 6
c)If a member is required to campaign for election to a board (e.g. FCM or AMO).
In such cases, funding shall be identified at the discretion of the Commissioner of Finance or
their designate.
Regional Councillors’ expenses, regardless of funding source, shall be reported annually in
accordance with the reporting requirements in Section 284 of the Municipal Act.
3. Discretionary Allocation for Term of Office
The discretionary allocation per Regional Councillor shall be as described in Schedule ‘A’ to
this policy for the current term of office, which may be utilized by each Regional Councillor in
full or in part during any year of the term of office.
The Treasurer is delegated authority to adjust the maximum allocation described in Schedule
‘A’ at the start of each new term of Regional Council in accordance with Consumer Price
Index (CPI) inflationary increases measured against the start of the previous term of office.
If a member is elected or appointed after the term commences, the term allocation shall be
pro-rated to the year that they are elected.
4. Accommodation
Councillors shall be reimbursed for overnight accommodation under any of the following
circumstances:
a)The meeting takes place at a location which is in excess of a reasonable location from
Durham Region Headquarters;
b)The meeting concludes at a late hour which will not permit the Councillor to arrive home
at a safe hour of travel; or
c)Other extraordinary circumstances that would prevent further travel such as extreme
weather conditions.
Members shall utilize bulk booking rates where available.
Accommodation shall be reimbursed at the single room rate except where such
accommodation is not available.
5. Transportation
Councillors are expected to use the most economical form of transportation in the
circumstances, taking into consideration travel time, convenience, and means of travel.
a)Automobile: current rate per kilometre (plus parking fees).
b)Public Transit, Taxi, Rideshare: Actual expenses.
c)Rail: First class fare, lower berth and/or chair plus transportation to and from the station,
and parking fee, if any.
d)Air: Economy fare (if available) plus transportation to and from the airports and parking
fees or return of car to Durham Region Headquarters (reimbursement of parking fees and
return of car would also apply to flat rate drivers).
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Policy: CS-EXP-1 Page 3 of 6
A Councillor will be reimbursed for use of their personal automobile or motor vehicle for the
purposes in attending Regional Council and committee meetings or a conference,
convention or offsite meeting while on Regional Business.
Mileage reimbursement for conferences, conventions, or offsite meetings shall be calculated
between Regional Headquarters and the event location, or from the member’s primary
residence to the event, depending on which is the closest to the event location.
Mileage reimbursement for attendance at Regional Council and Committee meetings shall
be calculated between the local municipal headquarters and Regional Headquarters.
The rate for mileage shall match that provided to Regional staff and shall be described in
Schedule ‘A’.
The Regional Treasurer is delegated the authority to update the mileage rate described in
Schedule ‘A’ at any time in order to match changes to the mileage rate for Regional
employees.
Highway toll charges (e.g. 407 ETR) shall be reimbursed by the Region, excluding vehicle
transponder charges.
6. Meals
Meal expenses are to be reimbursed as incurred and supported by receipts, unless the per
diem rate is being utilized. Meal expenses are to be reimbursed for individual Councillors and
not submitted as a group.
The per diem rate for Regional Council members shall match the rate paid to Regional
employees as described in Schedule ‘A’ to this policy. The rate shall be paid for all daily
expenses (including meals, gratuities, etc.) without receipts. Meal rates include gratuities and
may only be claimed if the meal is not provided at the conference, convention, or external
offsite meeting.
The Treasurer is delegated authority to adjust the per diem rate described in Schedule ‘A’ to
match changes to the rate paid to Regional employees.
If circumstances are such that the daily maximum is clearly insufficient, reimbursement for
actual expenses with receipts covering total expenses may be submitted for actual costs
incurred, subject to funds being available and such costs being deemed reasonable in the
circumstances.
Reimbursement for alcohol shall not be permitted under any circumstance.
7. Expenses for other Agencies, Boards and/or Commissions
Where a Member is appointed to another body by virtue of their position on Regional Council
and such body provides the Member with reimbursement for expenses related to its
activities, expenses incurred by the Member for participation on that body (in full or in part)
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Policy: CS-EXP-1 Page 4 of 6
shall not be paid by the Region. This includes but is not limited to Members appointed to the
Durham Regional Police Services Board or any Conservation Authorities.
8. Reimbursement Procedures
Where a Regional Councillor personally incurs a cost for a matter of Regional business in
accordance with this policy, they shall submit their itemized expense claims to the Regional
Clerk’s Office, with accompanying receipts, by e-mail to Clerks@Durham.ca. Confirmation e-
mails shall not be accepted as a receipt. Expenses shall be paid back directly to the
Councillor.
Where a local municipality incurs a cost on behalf of a Regional Councillor for a matter of
Regional business, they shall invoice the Region for any related expenses they have
processed. All invoicing must be itemized and accompanied by fully paid receipts and
calculations. Each invoice must be clearly identifiable to one member of Regional Council.
Confirmation e-mails shall not be accepted as a receipt. Invoicing shall be sent by e-mail to
Clerks@Durham.ca. In such cases, expenses shall be paid back directly to the municipality.
The Regional Clerk or their designate shall review the expense claim to determine if the
expense is within Regional jurisdiction, and if so, the appropriate funding source. The Clerk’s
Office shall then approve and forward valid claims to Expenditure_Management@Durham.ca
and identify the funding account.
Expenditure Management shall review the expense and verify that the funds are available in
the identified account, and if applicable, confirm that the Regional Councillor has not
exceeded their discretionary allocation for the term of office. Expenditure Management shall
provide reimbursement directly to the Member, or the local municipality where applicable, for
expenses covered under the policy.
9. Responsibilities
Members of Regional Council are responsible for keeping detailed records of expenses and
providing receipts when submitting claims for expense reimbursement. Members shall
ensure expenses are only submitted to the Region for matters of Regional business and that
expenses are submitted to either the local municipality or the Region and not to both.
The Regional Clerk or their designate is responsible for reviewing expense claims to
determine if they are eligible for reimbursement under this policy, identifying the appropriate
expense account and forwarding the approved expense claim to Expenditure Management.
Expenditure Management is responsible for verifying that funds are available in the identified
expense account, processing the expense claim and issuing reimbursement.
Financial Services is responsible for preparing the annual report on Councillor expenses and
remuneration as required by the Municipal Act.
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Policy: CS-EXP-1 Page 5 of 6
10. References
Corporate Policy: Expenses – Conferences, Conventions and Meetings
Corporate Policy: Vehicle Advance and Casual Travel Reimbursement Policy
Schedule ‘A’: Current Reimbursement Rates
11. Inquiries
For additional information regarding this policy please contact Legislative Services at
Clerks@Durham.ca.
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Policy: CS-EXP-1 Page 6 of 6
SCHEDULE ‘A’
CURRENT COMPENSATION RATES
Compensation Item Rate
Discretionary Allocation $16,000 per term of office
Per Diem Reimbursement $75 per day
Allocated as follows for partial claims:
Breakfast $10
Lunch $18
Dinner $32
Incidentals $15
Mileage $0.70 per kilometre for the first 5,000
kilometres driven per year, and $0.64 for
each additional kilometre beyond 5,000 per
year
Page 22
GANARASKA REGION CONSERVATION AUTHORITY
MINUTES OF THE BOARD OF DIRECTORS
September 19, 2024 (Hybrid)
GRCA 05/24
1. Welcome, Land Acknowledgement and Call to Order
The Chair called the Ganaraska Region Conservation Authority (GRCA) Board of
Directors meeting to order at 4:00 p.m.
MEMBERS PRESENT: Vicki Mink, Chair - Municipality of Port Hope
Willie Woo, Vice-Chair - Municipality of Clarington
Randy Barber - Town of Cobourg
Mark Lovshin, Chair - Township of Hamilton
Miriam Mutton - Town of Cobourg
Lance Nachoff - Township of Cavan Monaghan
Adam Pearson - Municipality of Port Hope
Joan Stover - Township of Alnwick/Haldimand
Margaret Zwart - Municipality of Clarington
ALSO PRESENT: Linda Laliberte, CAO/Secretary-Treasurer
Cory Harris, Watershed Services Coordinator
Ken Thajer, Planning and Regulations Coordinator
Pam Lancaster, Conservation Lands Coordinator
Ed Van Osch, Forest Recreation Technician
ABSENT WITH
REGRETS: Tracy Richardson - City of Kawartha Lakes
ALSO ABSENT: Bruce Buttar - Agricultural Representative
Land Acknowledgement
The Ganaraska Region Conservation Authority respectfully acknowledges that the land
on which we gather is situated within the traditional and treaty territory of the
Mississauga’s and Chippewa’s of the Anishinabek, known today as the Williams
Treaties First Nations. Our work on these lands acknowledges their resilience and their
longstanding contribution to the area. We are thankful for the opportunity to live, learn
and share with mutual respect and appreciation.
2. Disclosure of Pecuniary Interest
None.
3. Minutes of Last Meeting
GRCA 37/24
MOVED BY: Randy Barber
SECONDED BY: Joan Stover
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Minutes GRCA Board of Directors 05/24 Page 2
THAT the Ganaraska Region Conservation Authority approve the minutes of the May 16,
2024 meeting.
CARRIED.
4. Adoption of the Agenda
GRCA 38/24
MOVED BY: Miriam Mutton
SECONDED BY: Mark Lovshin
THAT the Ganaraska Region Conservation Authority adopt the agenda.
CARRIED.
5. Business Arising from Minutes:
None.
6. Delegations
None.
7. Presentations
None.
8. Correspondence
Miriam Mutton asked if bio-assets are to be included and how this might impact
conservation authority lands. Staff responded bio-assets are considered within asset
management planning rather than within the realm of land use planning. Joan Stover
asked about storm water management and green infrastructure. Staff stated green
infrastructure and low impact development (LID) best management practices are
effective tools in achieving stormwater management objectives in addition to the
traditional approach of using stormwater management ponds. Board members provided
examples of initiatives within their respective municipalities.
GRCA 39/24
MOVED BY: Adam Pearson
SECONDED BY: Lance Nachoff
THAT the Ganaraska Region Conservation Authority note and file correspondence item
07/24.
CARRIED.
9. Applications under Ontario Regulation 168/06 and Conservation Authorities Act:
Permits approved by Executive:
GRCA 40/24
MOVED BY: Randy Barber
SECONDED BY: Mark Lovshin
THAT the Ganaraska Region Conservation Authority receive the permits for information.
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Minutes GRCA Board of Directors 05/24 Page 3
CARRIED.
Permit Application requiring Ganaraska Region Conservation Authority Board of Directors
discussion:
None.
10. Committee Reports:
a) Ganaraska Forest Recreational Users Committee minutes – June 6, 2024
Lance Nachoff provided a brief update on the meeting and the new chair of the committee,
Bob Gallagher. Willie Woo informed the Board of Directors that the Municipality of
Clarington’s representative, Marven Whidden, had recently passed away. The GRCA will
sent a card of condolences to his family. Miriam Mutton asked about the different classes
of e-bikes and the speed limits and what trails they could access. Staff explained they are
defined as motorized and only allowed on motorized trails. There were furher questions
with regards to ear buds use by users to which staff responded there is no restriction.
GRCA 41/24
MOVED BY: Adam Pearson
SECONDED BY: Lance Nachoff
THAT the Ganaraska Region Conservation Authority receives the Ganaraska Forest
Recreational Users Committee minutes of September 5, 2024 for information.
CARRIED.
11. New Business:
a) Draft Watershed-Based Resource Management Strategy
GRCA 42/24
MOVED BY: Joan Stover
SECONDED BY: Lance Nachoff
THAT the Ganaraska Region Conservation Authority receives the Draft Watershed-
Based Resource Management Strategy staff report for information;
FURTHER THAT the Ganaraska Region Conservation Authority receives the Draft
Watershed-Based Resource Management Strategy document for information and
review; and
FURTHER THAT the Ganaraska Region Conservation Authority directs staff to
undertake public consultation.
CARRIED.
b) Draft Conservation Lands Strategy Public Consultation Report
Miriam Mutton asked if there has ever been a consideration to ban hunting in long term
planning if there was more growth. Staff responded hunting is restricted to specific areas in
the forest but there has not been consideration to ban hunting.
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Minutes GRCA Board of Directors 05/24 Page 4
GRCA 43/24
MOVED BY: Adam Pearson
SECONDED BY: Randy Barber
THAT the Ganaraska Region Conservation Authority receives the Draft Conservation
Lands Strategy Public Consultation Report, and staff report for information.
CARRIED.
c) Conservation Lands Strategy
GRCA 44/24
MOVED BY: Lance Nachoff
SECONDED BY: Adam Pearson
THAT the Ganaraska Region Conservation Authority receive the Conservation Lands
Strategy staff report for information; and,
FURTHER THAT the Ganaraska Region Conservation Authority approve the
Conservation Lands Strategy.
CARRIED.
d) Fees Policy and Schedules Update
Staff provided clarification as to what fees have been changed.
GRCA 45/24
MOVED BY: Mark Lovshin
SECONDED BY: Adam Pearson
THAT the Board of Directors approve the updated Fee Policy and Schedules effective
December 1, 2024.
CARRIED.
e) 2025 Preliminary Budget Criteria
GRCA 46/24
MOVED BY: Joan Stover
SECONDED BY: Mark Lovshin
THAT the Board of Directors direct staff to prepare the 2025 preliminary budget based
on the criteria contained in the staff report dated September 19, 2024, and the
preliminary budget be prepared for the October 17, 2024 meeting.
CARRIED.
12. Other Business
Staff requested that Board members provide a personal email address to pay per diems
by e-transfers or direct deposit can be arranged.
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Minutes GRCA Board of Directors 05/24 Page 5
Staff informed the members that the Flood Hazard Identification Mapping Program
(FHIMP) funding has been opened as of last week and staff are working with interested
municipalities to complete the applications for submission.
13. Public Question Period
None.
14. In Camera
None.
15. Adjourn
GRCA 47/24
MOVED BY: Adam Pearson
THAT the meeting adjourned at 4:37 p.m.
CARRIED.
__________________________ ____________________________
CHAIR CAO/SECRETARY-TREASURER
Page 27