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2019-005 Bylaw to Provide for Remuneration and Expenses for Members of Council and Council's Appointees to Local Boards and Committees/Technical Support Groups and Expenses for EmployeesThe Corporation of the Township of Oro-Medonte By-law No. 2019-005 A By-law to Provide for Remuneration and Expenses for Members of Council and Council's Appointees to Local Boards and Committees/Technical Support Groups, and Expenses for Employees, and to Repeal By-law Nos. 2015-092, 2015-124, 2016-101, 2016-173, 2017-085 and 2018-060 (Remuneration and Expenses By-law) Whereas Section 283(1) of the Municipal Act, 2001, S.O. 2001, c. 25, as amended, provides that a municipality may pay any part of the remuneration and expenses of the members of any local board of the municipality and of the officers and employees of the local board. And Whereas Section 283(2) of the Municipal Act, 2001, S.O. 2001, c. 25, as amended, provides that, despite any Act, a municipality may only pay the expenses of the members of its council or of a local board of the municipality and of the officers and employees of the municipality or local board if the expenses are of those persons in their capacity as members, officers or employees and if, (a) the expenses are actually incurred; or (b) the expenses are, in lieu of the expenses actually incurred, a reasonable estimate, in the opinion of the council or local board, of the actual expenses that would be incurred. And Whereas Section 283(7) of the Municipal Act, 2001, S.O. 2001, c. 25, as amended, provides that, on or after December 1, 2003, a council shall review a by-law under subsection (5) at a public meeting at least once during the four-year period corresponding to the term of office of its members after a regular election. And Whereas Council deems it expedient to pass a By-law to provide for the remuneration and expenses of Members of Council and Council's Appointees to Local Boards and Committees/Technical Support Groups and for expenses for employees; Now Therefore the Council of the Township of Oro-Medonte hereby enacts as follows: That Schedules "A", "B" and "C" attached hereto form part of this By-law. 2. That By -Law Nos. 2015-092, 2015-124, 2016-101, 2016-173, 2017-085 and 2018-060 are hereby repealed. 3. This by-law shall take effect on January 1, 2019. By -Law Read a First, Second and Third time, and Passed this 13th day of February, 2019. The Corporation of the Township of Oro-Medonte , H.S. Schedule "A" to By-law No. 2019-005 Remuneration of Council Members 1. The annual remuneration for Members of Council for 2019 shall be: Mayor $ 44,945 Deputy Mayor $ 31,790 Councillors $ 25,822 2. That the annual remuneration for Members of Council shall be the cost of living adjustment provided to bargaining unit excluded staff for the current year. 3. Members of Council shall receive, in addition to their annual remuneration, per diem payments as follows: • $ 80.00 for each half day or evening meeting • $ 160.00 for each full day meeting Where a Member of Council attends multiple meetings on the same day, which are eligible for per diem payments, the Member of Council shall be entitled to a single per diem not to exceed the full day meeting per diem identified above. 4. The per diem stipulated in Section 3 shall exclude the following: 4.1 Attendance at regularly scheduled Council/Council Committee Meetings, as defined in Regular Meeting Schedule of the Procedural By-law 4.1.1 Regularly scheduled Council/Council Committee Meetings include: i) Council Meetings ii) Development Services 4.2 Attendance at a function for the purpose of presenting Congratulatory Certificates on behalf of the Township; and 4.3 Attendance at special functions/events where the Township has purchased a ticket for the Member, such as Awards Dinners, etc. 5. The per diem stipulated in Section 3 shall apply to the following: 5.1 Attendance at Special meetings of Council, as defined in the Procedural By-law; 5.2 Attendance at Public Meetings/Public Information Sessions, as defined in the Procedural By-law, when such meetings are conducted as a separate meeting on a designated day; 5.3 Attendance at meetings of Committees, local boards, or special Ad -Hoc committees to which the Member of Council has been appointed by resolution of Council, unless specified otherwise in a resolution of Council. No per diem or mileage shall be provided where the appointed member receives compensation from the external body. 5.3.1 Committees and local boards include: i) Accessibility Advisory Committee ii) Heritage Committee iii) Human Resources Committee iv) Barrie Area Physician Recruitment v) County Council Alternate vi) Lake Simcoe Region Conservation Authority vii) Lake Simcoe Regional Airport viii) Nottawasaga Valley Conservation Authority A) Orillia & Area Physician Recruitment x) Orillia Chamber of Commerce A) Oro-Medonte Chamber of Commerce xii) Severn Sound Environmental Association xiii) Sustainable Severn Sound xiv) Top Aggregate Producing Municipalities of Ontario xv) Orillia Public Library Board 5.4 Attendance at conferences, conventions and seminars as authorized by resolution of Council; 5.5 Attendance by the Mayor, and/or his/her designate(s) including the Mayor in his/her capacity as ex-officio, and/or his/her designate(s), in an ex-officio capacity and Members of Council, at meetings required for a specific purpose relative to municipal business and at business functions as representatives of the Municipality, as authorized by resolution of Council. Schedule "B" to By-law No. 2019-005 Remuneration of Public Members of Local Boards & Committees 1. The Public Members of the: • Accessibility Advisory Committee • Heritage Committee shall receive per diem payments as follows: • $ 80.00 for each half day or evening meeting • $ 160.00 for each full day meeting 2. The Public Members of the: • Compliance Audit Committee shall receive per diem payments as follows: • $ 80.00 for each half day or evening meeting • $ 160.00 for each full day meeting 3. The per diem stipulated in Sections 1 and 2 of this Schedule shall apply to the following: 3.1. Attendance at meetings of the local board or committee; 3.2. Attendance at conferences, conventions and seminars as authorized by resolution of Council; 3.3. Attendance at meetings required for a specific purpose relative to municipal business and authorized by resolution of Council. 4. The above per diems, including per -kilometer payments, shall be paid on a semi- annual basis, upon submission of a statement approved by the respective Senior Manager. Schedule "C" to By-law No. 2019-005 Expenses for Members of Council, Council's Appointees to Local Boards and Committees/Technical Support Groups and Employees Per Kilometer Payments 1.1 Effective July 1, 2018, the municipality shall compensate Members of Council, Council's Appointees to Local Boards & Committees/Technical Support Groups and Employees at the rate of $0.50 per kilometer for the use of non -township owned vehicles. 1.1.1 That the per kilometer rate will be adjusted on July 15t each year to the Canada Revenue Agency (CRA) rate for Ontario. 1.2 Members of Council shall receive a per -kilometer payment as outlined further in this section: 1.2.1 Members of Council shall receive a per -kilometer payment for travel from their residence and back to attend meetings, conferences, conventions and seminars stipulated in Section 3 of Schedule "C", upon submission of Meeting and Mileage Expense Statements. 1.3 Per kilometer payments as defined in this section will be charged against the individual Council Members' annual Constituent Support and Professional Development (CSPD) allocation as outlined in Section 4 of Schedule "C". 1.4 Members of local boards & committees shall receive a per -kilometer payment for travel from their residence and back to attend meetings, conferences, conventions and seminars stipulated in Section 3 of Schedule «B„ 1.5 Township employees shall receive a per -kilometer payment for each kilometer driven in a non -township owned vehicle while on Township business. 2. Luncheon & Dinner Meetings 2.1 The municipality shall be responsible for the cost of Council or Committee luncheon/dinner meetings when such meetings are called by Council or the Committee concerned. 2.2 Council members and Senior Staff shall have the discretion to invite visitors for lunch or dinner in connection with Township business and such expense shall be borne by the Township. 3. Conferences, Conventions, Seminars and Meetings Attendance at conferences, conventions, seminars and meetings for Members of Council shall be pre -authorized by Council resolution or in accordance with Township policy. 3.1 The following expenses shall be paid upon submission of receipts: i) Hotel/Motel accommodation - actual cost ii) Parking - actual cost iii) Registration - actual cost iv) Meals and incidental expenses - actual cost 3.2 Costs associated with conferences, conventions, seminars and meetings will be charged against the individual Council Members' annual Constituent Support and Professional Development (CSPD) allowance as outlined in Section 4 of Schedule C. 4. Council Expense Allocation: The approved annual budget will include an annual allowance of $4,500 for each Member of Council to cover the cost of Constituent Support and Professional Development (CSPD) expenses. 4.1 Eligible expenses include but are not limited to: i) Conferences and seminars as defined in Section 3 of Schedule "C" ii) Mobile devices in accordance with the current information technology mobile device policy. While engaged in Municipal business, Council Members shall arrange an appropriate out of country mobile device plan in order to avoid excessive roaming charges. iii) Promotional material related to Township Business iv) Subscriptions related to Township Business or municipalities in general v) Parking related expenses save and except parking fines. vi) Expenses related to Constituent & ward meetings vii) Social Events and Banquets viii) Mileage Reimbursement as defined in Section 1 of Schedule "C". 4.2 Ineligible expenses include but are not limited to: i) Additional accommodation for days outside of a formal Conference and/or seminar ii) Alcohol and alcoholic beverages iii) Companion registration fees and expenses at Conferences iv) Personal entertainment (e.g. sight-seeing, concerts, sporting events, etc.) v) Personal services (e.g. shoe shine, valet service, spa treatments, etc.) vi) Personal vehicle costs beyond mileage (e.g. maintenance, repair, etc.) vii) Traffic and parking fines 4.3 Corporate promotional items: Township pins, flags and other Township promotion items may be made available from time to time to Council Members, for distribution to the public and service clubs. The associated costs will be charged against the individual Council Members' annual CSPD allowance. 4.4 Expenses shall be paid upon submission of the Expense Statements with receipts on a monthly basis. 4.5 A recap of expenses relating to the annual allowance will be prepared quarterly, distributed to Members for information and posted on the Township website annually. 4.6 Costs exceeding the annual CSPD allowance shall be borne by the individual Council Member except where authorized by Council Resolution. 5. Expense Statements 5.1 Statements for expenses shall be submitted in a form determined by the Township.