HomeMy WebLinkAboutTR-65-93 Addendum #2 UNFINISHED BUSINESS
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
REPORT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE File#
Date: November 15, 1993 Res. #('2LA VI ,
Report#: ADDENDUM IP&Tq REPORT TR-65-93 By-Law
Subject:
Expense Reports - Mayor & Members
Details of Eligible Expenses
Recommendations:
It is respectfully recommended that the General Purpose and
Administration Committee recommend to Council the following:
1. THAT report TR-65-93 be lifted from the table;
2 . THAT report Addendum(#1) to TR-65-93 be lifted from the Table;
3 . That Report Addendum #2 to TR-65-93 be received;
4 . That Report TR-65-93 be received;
5. That Report Addendum #1 to TR-65-93 be received;
6 . That By-law #92-151 be rescinded;
7 . That the attached by-law be recommended to Council for
enactment.
8 . That the flat rate method of payment for kilometers travelled be
offered to the Mayor and Members of Council at the following
rates: Members of Council $125 . 00
Mayor $200. 00
9 . That if the flat rate is chosen by the Mayor or any Member of
Council it is effective beginning November, 1993 until
reconsidered with the 1994 budget deliberations.
Background:
1 . 0 TR-65-93
1. 1 TR-65-93 was tabled at the General Purpose and Administration
Committee meeting of July 19, 1993 until September 20th. It
was further tabled at the Council meeting of September 27th by
Resolution #GPA-537-93 for a period. of one month.
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Addendum #2 to Report TR-65-93 Page 2
1.2 At the General Purpose and Administration Committee meeting of
October 25th, the Report Addendum to TR-65-93 was tabled by
Resolution #GPA-605-93 with a request for Staff to bring back
a by-law which would incorporate the changes contemplated
through both reports . As a result this report - Addendum # 2
to TR-65-93 is presented for the Committee's consideration.
2 . 0 Summary of Changes
2 . 1 Although the original intent of TR-65-93 was to provide
general guidelines that were not proposed to be incorporated
into the by-law, the inclusion of these changes would
alleviate much of the interpretive issues arising out of the
by-law.
The following is a list of the changes that were recommended
through TR-65-93 and the addendum report.
a. A flat rate may be offered to the Members of Council in
addition to the Mayor.
b. The Mayor and Members of Council may elect either type of
reimbursement, a flat rate or per kilometer basis .
c . If a flat rate is offered and accepted by all Members of
Council and the Mayor, the monthly report identifying the
expenses paid will not be required for submission to the
General Purpose and Administration Committee.
d. If the Mayor and Members of Council are reimbursed on a
kilometer basis, they will be required to report any
kilometers travelled that may be considered to be personal
travel by either of; 1) inclusion on their T-1 Annual Tax
Return, or 2) requesting the Municipality to report the
payment on the annual T-4 slip.
e. Any kilometer reimbursement charged by any Elected Official
relating to travel from home to the Municipal Administrative
Centre will be considered by the Municipality to be "personal"
travel.
f. Attendance at the Municipal Administrative Centre for
events such as Flag Raising, Meeting with constituents etc.
would be eligible for kilometer reimbursement, however as
identified in item d. above, if the events are held at the
Municipal Administrative Centre, the payment will be
considered to be personal and would be subject to inclusion in
the Mayor or Member's personal income.
g. If a flat rate method of payment is approved by Council,
the recording and reporting of personal travel for income tax
purposes would be the responsibility of the individual Mayor
or Member of Council.
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Addendum #2 to Report TR-65-93 Page 3
There are sufficient funds in the 1993 Budget to allow the flat
rate reimbursement if Council were to decide to make that option
available to the Mayor or Members of Council as an option.
The status of the travel accounts for the Mayor and Members of
Council as at November 5, 1993 is as follows:
Account # Balance at 1993 Total
Nov. 5/93 Budget Unexpended
7002-x-232 Mayor's Office $1,962 .52 $3,600 $1, 637 .48
7003-x-232 Council $1,412 .27 $3,000 $1,587 . 73
The above analysis assumes that all Members of Council have
submitted their expense claims to date and the unexpended portion
would therefore be available for disbursement to the end of the
year.
Respectfully submitted and
Recommended for presentation to the Committee,
arse A. Marano, H.BSc. , A.M.C.T.
Treasurer/Acting Chief Administrative Officer
MAM/PP
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THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
BY-LAW NUMBER 93-
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 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. "
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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.
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Mayor
Clerk
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Schedule "A" to By-law 93-
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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
1) Kilometer reimbursement 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) Kilometer reimbursement 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 and eligible for
reimbursement but will also be interpreted as personal
income by the Municipality. Any personal income in this
respect should be reported either through the Municipality's
income tax records (at the direction of the Council Member)
or on each member's 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.
B) REIMBURSEMENT RATE
6) The rate to be paid for kilometer reimbursement shall be
either a flat rate or the prevailing rate as approved by
Council through budget deliberations.
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Schedule "A" to By-law 93-
7) The Mayor or any Member of Council may elect either
option for reimbursement.
C) 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
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 month end
and approved for payment by the Chief Administrative
Officer, or in the alternative, by the Treasurer.
D) REPORTING REQUIREMENTS
11) If remuneration for kilometers travelled is on a
reimbursement basis for all members or a combination of
kilometer reimbursement for some members and flat rate basis
for others, 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.
12) If 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.
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 thq 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 TOWN OF NEWCASTLE
BY-LAW NUMBER 92 - 151
Being a 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, "Notwithstanding the provisions of
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 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 and it is Enacted as a By-law of the
Corporation of the Town of Newcastle as follows:
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.
2. That this by-law applies effective March 10, 1992.
By-Law read a first time this 22nd day of June 1992.
By-Law read a second time this 22nd day of June 1992.
By-Law read a third time and finally passed this 22nd day of June
1992.
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DEPUTY Cle t
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Schedule "A" to By-Law 92 -151
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 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 provided it is not paid by the aforementioned
agencies .
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 outside the
Town.
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) The rate to be paid for kilometer reimbursement shall be
the prevailing rate approved by Council.
5) All claims for payment shall be documented and where
possible supported with receipts and reported to Council
monthly.
6) All expense claims for reimbursement of expenses for
Members of Council shall be submitted on a monthly 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.
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 to attend meetings with Town Staff.
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 must be supported by the applicable receipts or
documentation.
2) All claims for payment or expenses related to special
events shall be submitted on a montly 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.
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UNFINISHED BOSINESS
THE MUNICIPALITY OF CLARINGTON
Memorandum
To:
MARIE MARANO, TREASURER
From:
PATTI L. BARRIE, A.M.C.T. , CLERK
Date:
JANUARY 7, 1994
Subject:
EXPENSE REPORTS - MAYOR AND MEMBERS - DETAILS
OF ELIGIBLE EXPENSES (ADDENDUM #2 TO REPORT TR 65 931
At the meeting held on December 13, 1993, Council passed the
following resolution:
"THAT Report TR-65-93 and Addendum #2 and any amendments to
same, be tabled to budget discussions . "
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UNFINISHED BUSINESS
EXCERPT FROM G.P.A. MINUTES OF MEETING HELD ON NOVEMBER 15, 1993
Resolution#GPA-651-93
Moved by Councillor Dreslinski,seconded by Councillor Novak
THAT Report TR-65.93 be lilted from the table;
THAT Report Addendum#1 to Report TR-65-93 be lifted from the table;
THAT Report Addendum#2 to Report TR-65-93 be received;
THAT Report TR-65-93 be received;
THAT Report Addendum#1 to Report TR-65-93 be received;
THAT By-law 92-151 be rescinded;
THAT the by-law attached to Report TR-65-93 be recommended to Council for
enactment;
THAT the flat rate method of payment for kilometres travelled be offered to the
Mayor and Members of Council at the following rates:
Members of Council$125.00
Mayor$200.00;and
THAT if the flat rate is chosen by the Mayor or any Member of Council it is
effective beginning November, 1993 until reconsidered with the 1994 budget
deliberations.
"CARRIED AS AMENDED
LATER IN THE MEE'T'ING"
(SEE FOLLOWING AMENDING MOTION)
Resolution#GPA-652-93
Moved by Councillor Hannah,seconded by Councillor Novak
THAT the foregoing Resolution#GPA-651-93 be amended by deleting the number
$125.00' in the eighth paragraph and replacing it with 1100.00"and amending the
ninth paragraph by removing the words"Wand"is"and replacing the words"it is"
with"be".
"CARRIED"
The foregoing Resolution#GPA-651-93 was then put to a vote and CARRIED AS
AMENDED.
EXCERPT FROM REPORT #1 TO COUNCIL - NOVEMBER 22, 1993
13. EXPENSE REPORTS - MAYOR AND MEMBERS OF COUNCIL - DETAILS OF
ELIGIBLE EXPENSES
THAT Report TR-65-93 be lifted from the table;
THAT Report Addendum #1 to Report TR-65-93 be lifted from
the table;
THAT Report Addendum #2 to Report TR+-65-93 be received;
THAT Report TR-65-93 be received;
THAT Report Addendum #1 to Report TR-65-93 be received;
THAT By-law 92-151 be rescinded;
THAT the by-law attached to Report TR-65-93 be recommended
to Council for enactment;
THAT the flat rate method of payment for kilometres
travelled be offered to the Mayor and Members of Council at
the following rates:
Members of Council $100.00
Mayor $200.00; and
THAT the flat rate chosen by the Mayor or any Member of
Council be effective beginning November, 1993 until
reconsidered with the 1994 budget deliberations.
UNFINISHED BUSINESS
EXCERPT FROM MINUTES OF COUNCIL MEETING HELD
ON NOVEMBER 22, 1993
Item #13 Resolution #C-801-93
Moved by Councillor Dreslinski, seconded by Councillor Novak
THAT Addendum #2 to Report TR-65-93 be referred back to the General
Purpose and Administration Committee for consideration at the meeting
scheduled to be held on December 6, 1993.
"CARRIED"
UNFINISHED BUSINESS
THE CORPORATION OF THE TOWN OF NEWCASTLE
Memorandum
To:
MARIE MARANO, TREASURER
From:
MARIE P. KNIGHT, DEPUTY CLERK
Date:
OCTOBER 26, 1993
Subject:
EXPENSE REPORTS - MAYOR AND MEMBERS OF COUNCIL -
DETAILS OF ELIGIBLE EXPENSES - OUR FILE: F09.
At a meeting held on October 25, 1993, the Council of
the Municipality of Clarington approved Recommendation
#GPA-605-93:
"THAT Report TR-65-93 be lifted from the table;
and
THAT the Addendum to Report TR-65-93 be referred
back to staff for revision of By-law 92-151 as
recommended in the Addendum to Report
TR-65-93 and submission of same to Council. "
Mar a P.
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THE CORPORATION OF THE TOWN OF NEWCASTLE
Memorandum
To:
MARIE MARANO, TREASURER
From:
MARIE P. KNIGHT, DEPUTY CLERK
Date:
SEPTEMBER 28, 1993
Subject: EXPENSE REPORTS - MAYOR AND MEMBERS DETAILS OF ELIGIBLE
EXPENSES - OUR FILE: F09.
At a meeting held on September 27, 1993, the Council of
the Municipality of Clarington approved Recommendation
#GPA-537-93:
"THAT Report TR-65-93 be tabled for a period of
one month. "
Ma a ig t
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UNFINISHED BUSINESS
THE C0WUU I W;i i& X& &iilwi6ik&RINGTON
Memorandum
To: MARIE MARANO, TREASURER
From: MARIE P. KNIGHT, DEPUTY CLERK
Date: JULY 28, 19 9 3
Subject: EXPENSE REPORTS — MAYOR AND MEMBERS — DETAILS OF
ELIGIBLE EXPENSES
At a meeting held on July 19, 1993, the Council of the
Municipality of Clarington approved Recommendation
#GPA-461-93:
"THAT Report TR-65-93 be tabled to the General
Purpose and Administration Committee Meeting
scheduled for September 20, 1993. "
Mamie P. sigh ,
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