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HomeMy WebLinkAboutTR-65-93 CORPORATION OF THE MUNICIPALITY OF CLARINGTON REPORT GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Meeting: July 19, 1993 File# Date: Res. # TR-65-93 By-Law# Report#: File#: Expense Reports - Mayor and Members Subject: - Details of Eligible Expenses Recommendations: It is respectfully recommended to Council the following: 1. That report TR-65-93 be received; 2 . That the guidelines in report TR-65-93 be endorsed as the general guidelines to set out the details required in completion of expense forms for kilometre reimbursement for the Mayor and Members of Council. BACKGROUND & COMMENTS In approving the monthly reports for Council expense reimbursement, Committee requested at the General Purpose and Administration Committee meeting of May 10, 1993 that the details of eligible expenses claimed for kilometre reimbursement in accordance with by- law #92-151 be detailed for clarification purposes . It is respectfully suggested that the following list be endorsed as a general guideline to identify those expenses and details which will be considered for completion of expense reports for kilometre reimbursement: Eligible Expenses: a) Flag raisings or other similar ceremonies at the Municipal Administrative Centre, when attendance at the Municipal Administrative Centre would not otherwise be required. b) Attendance at any Municipal facility for functions where the Mayor or Council members are requested or invited providing that the function is related to Municipal business, and attendance at the facility would not otherwise be required. c) Distances must be claimed from the shorter distance of residence to the appropriate destination or the Municipal Administrative Centre and the destination. TR-65-93 Page 2 . d) Meetings at the Municipal Administrative Centre where the ratepayer has requested the meeting to be held there, provided that attendance at the Municipal Administration Centre would not otherwise be required. The name of the ratepayer need not be identified on the expense report; however, Council members should keep a personal log, of attendees to such meetings. Respectfully submitted, Recommended for presentation to the Committee--, Marie . Marano, H.BSc. ,A.M.C.T. Lawrence E. Rot.��seff Treasurer Chief Administrative Officer MAM/tm THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW NUMBER'-z"o* �I - 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 Clarington 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, "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 Council or 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.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 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 attached Schedule A 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 N6veir6er 1, 19!„3"' By-Law read a first time this day of 199 . By-Law read a second time this day of 199 By-Law read a third time and finally passed this day of 199 . Mayor Clerk Schedule "A" to By-law 93-184 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 b mot—be r the following: 1) Travel to and from any meetings of Boards, Commissions or Authorities or other groups to which Council members are appointed or delegated provided i not paid by the aforementioned agencies.<y , U dui 2) Travel to and from any event sponsored by the Corpo ation towards the promotion of the Municipality where Council attendance is required or requested outside the Municipality 3) Accommodation, meals, kilometer reimbursement arking, 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 Council or as provided for through the current budget allocation. '4) Travelling-to and from %he Municipal Adminis ative Centre will NOT be considered � be Municipal bus i ess in the following instances: 1 a) Attendance at all Gene, al Purpose and Administration Committee meetings and Counoil \meetings . by Meetings with, Town Staff. `• C) Picking up of agendas. 5) ravel to an from home e to the Municipal Administrative Cene examples f which are identified below, will b'e considered to be\\municipa business but will also be interpreted as personal inco e by the Municipality. Any personal income in this respet shall be 'reported by each member through their an ual T-1 r�\Income Tax Return. Two thirds \of this value will be s 'ect to axation, or any other value otherwise etermined by R venue C ada to be txable. a,) Flag ai_sing, photo ssions, meeting wi �consti uents, etc. b) Any other event at the Municipal Administra 've Centre th�?t requires or requests ouncil Me ers to``�be present.. \ k C) Mee ti gs at he Municipal Admistrative Centre with other han S ff. \ Schedule "A" to By-law 93-184 B) REIMBURSEMENT RATE 6) Reimbursement for travel shall be on a flat rate basis as -7C '1. The rate shall be paid monthly on an utomatic basis unless any Member of Council elects not be reimbursed. ,,, F _ 1 Q--C c( c;,.nc. QCC C) rEXPENSE CLAIMS AND APPROVALS 8) All claims for payment shall be documented and where possible supported with receipts. 9) All expense claims for reimbursement of expenses for other than kilometer reimbursement, 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. 10) 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 r _ will be be made on a monthly basis with no report to the General Purpose and Administration Committee meeting. 12) o „'A11 expense claims shall be categorized on a monthly basis and presented to Council in the form of a report to the Council at 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 government 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. THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW NUMBER 93-184 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 Clarington 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, "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 Council or 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.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 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 attached Schedule A 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 November 1, 1993. By-Law read a first time this 22nd day of November, 1993. By-Law read a second time this 22nd day of November, 1993 . By-Law read a third time and finally passed this 22nd day of November, 1993. Mayor Clerk o- � Schedule "A" to By-law 93-184 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 and include but not be limited to the following: A) MUNICIPAL BUSINESS Municipal business will be considered to include but not be restricted to the following: 1) Travel to and from any meetings of Boards, Commissions or Authorities or other groups to which Council members are appointed or delegated provided it is not paid by the aforementioned agencies. 2) 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 or within the municipal boundaries. 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 Council or as provided for through the current budget allocation. 4) 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. 5) Travel to and from home to the Municipal Administrative Centre examples of which are identified below, will be considered to be municipal business but will also be interpreted as personal income by the Municipality. Any personal income in this respect shall be reported by each member through their annual T-1 Income Tax Return. Two thirds of this value will be subject to taxation, or any other value otherwise determined by Revenue Canada to be taxable. a) Flag raising, photo sessions, meeting with constituents, etc. b) Any other event at the Municipal Administrative Centre that requires or requests Council Members to be present. c) Meetings at the Municipal Administrative Centre with other than Staff. Schedule "A" to By-law 93-184 B) REIMBURSEMENT RATE 6) Reimbursement for travel shall be on a flat rate basis as approved by Council. The rate shall be paid monthly on an automatic basis unless any Member of Council elects not be reimbursed. C) EXPENSE CLAIMS AND APPROVALS 8) All claims for payment shall be documented and where possible supported with receipts. 9) All expense claims for reimbursement of expenses for other than kilometer reimbursement, 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. 10) 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 11) So long as remuneration for kilometers travelled for all members is on a flat rate basis, payment will be made on a monthly basis with no report to the General Purpose and Administration Committee meeting. 12) Should remuneration for kilometers travelled be amended to be paid on a reimbursement basis, all expense claims shall be categorized on a monthly basis and presented to Council in the form of a report to the Council at 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 government 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.