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2023-057 By-law to Provide Remuneration and Expenses for Members of Council and Council's Appointees to Local Boards and Committees/Technical Support Groups Expenses for Employees and Repeal By-law 2022-015The Corporation of the Township of Oro-Medonte By-law No. 2023-057 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 No. 2022-015 (Remuneration and Expenses By-law) Whereas subsection 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 subsection 283(2) of the Municipal Act, 2001 provides that, despite any statute, 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 subsection 283(7) of the Municipal Act, 2001 provides that, on or after December 1, 2003, a council shall review a by-law under subsection 238(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: 1. That Schedules "A", "B" "C" and "D" attached hereto form part of this By-law. 2. That By -Law No. 2022-015 is hereby repealed. 3. This by-law shall take effect on January 1, 2023. By-law read a First, Second and Third time, and Passed this 16th day of August, 2023. The Corporation of the Township of Oro-Medonte OVIayor, R. Greenlaw • CI4jk, Yvonne Aubichon Schedule "A" to By-law No. 2023-057 Remuneration of Members of Council 1. The annual remuneration for Members of Council for 2023, 2024 and 2025 shall be as follows: 2023 Mayor $ 51,138 Deputy/Ward Councillor $ 38,354 Councillors $ 27,560 2024 Mayor $ 52,545 Deputy/Ward Councillor $ 39,409 Councillors $ 28,318 2025 Mayor $ 53,858 Deputy/Ward Councillor $ 40,394 Councillors $ 29,026 2. The annual remuneration for Members of Council reflects the annual cost of living adjustment provided to bargaining unit excluded staff for each of the years 2023, 2024 and 2025 (reflected in the chart). 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 set out in Section 3 shall not apply to attendance at the following: 4.1 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 Functions for the purpose of presenting Congratulatory Certificates on behalf of the Township. 4.3 Functions/events where the Township has purchased a ticket for the Member, such as Awards Dinners, etc. 5. The per diem set out in Section 3 shall apply to attendance at the following: 5.1 Special meetings of Council, as defined in the Procedural By-law. 5.2 Orientation Sessions as defined as education and training as organized by the Township for the purpose of on -boarding new Members of Council subsequent to swearing of oaths or by resolution of Council. 5.3 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. 5.4 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 Member of Council appointed receives any compensation from the external body to which they are appointed. 5.4.1 Committees and local boards include: i. Joint 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. Nottawasaga Valley Conservation Authority viii. Orillia & Area Physician Recruitment ix. Orillia Chamber of Commerce x. Oro-Medonte Chamber of Commerce xi. Severn Sound Environmental Association xii. Top Aggregate Producing Municipalities of Ontario xiii. Orillia Public Library Board xiv. Orillia & Lake Country Tourism 5.5 Conferences, conventions and seminars as authorized by resolution of Council. 5.6 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 Township, that are authorized by resolution of Council. Schedule "B" to By-law No. 2023-057 Remuneration of Appointed Members of Local Boards & Committees 1. Members of the: • Heritage Committee • Property Standards 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. Persons appointed as Fence -Viewers shall receive per diem payments of $80.00. 3. The per diem set out in Sections 1 and 2 of this Schedule shall apply to the following attendances: 3.1. At meetings of the local board or committee; 3.2. At conferences, conventions and seminars as authorized by resolution of Council; 3.3. At meetings required for a specific purpose relative to municipal business and authorized by resolution of Council; 3.4. In the case of Fence -Viewers, at locations for fence -viewing purposes. 4. The above per diems, including per -kilometer payments, shall be paid on a semi- annual basis, upon submission of a Expense Statement approved by the respective Senior Manager. Schedule "C" to By-law No. 2023-057 Expenses for Members of Council, Council's Appointees to Local Boards and Committees/Technical Support Groups and Employees 1. Per Kilometer Payments 1.1 Effective January 1, 2020, Members of Council, Council's Appointees to Local Boards & Committees/Technical Support Groups and Employees shall be entitled to receive payment at the Township -approved per kilometer rate for the use of non -township owned vehicles while on Township business. 1.1.1 The per kilometer rate will be adjusted on January 1st each year to the Canada Revenue Agency (CRA) rate for Ontario. 1.2 Members of Council shall receive a per -kilometer payment as follows: 1.2.1 For travel from their residence and back to attend: i. meetings at the Township Administration Centre and as outlined in Section 4.1.1 and Section 5 of Schedule "A", and ii. 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 Section 1 will be charged against the individual Members of Council annual Constituent Support and Professional Development (CSPD) allocation as outlined in Section 4 of Schedule "C". 1.4 Members of local boards and committees shall receive a per -kilometer payment for travel from their residence and back to attend meetings of the local board or committee and to attend conferences, conventions and seminars as set out 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 Township shall be responsible for the cost of Council or Committee luncheon/dinner meetings when such meetings are called by Council or the applicable local board or committee. 2.2 Members of Council and Senior Staff shall have the discretion to invite guests for lunch or dinner in connection with Township business and such expense shall be paid 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 resolution of Council 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 Members of Council 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 $6,600 for the Mayor and $5,600 for each Member of Council to cover the cost of Constituent Support and Professional Development (CSPD) expenses. 4.1 Eligible expenses include: i) Conferences and seminars as defined in Section 3 of Schedule "C" ii) Promotional material related to Township Business iii) Constituent Newsletters & associated postage costs iv) Monthly Internet plan (to a maximum of $75 per month) v) Subscriptions related to Township Business or municipalities in general vi) Parking related expenses save and except parking fines. vii) Expenses related to Constituent & ward meetings viii)Social Events and Banquets ix) Mileage Reimbursement as defined in Section 1 of Schedule "C". x) An expense authorized by resolution of Council within the CSPD Allocations. 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) Donations vi) Costs associated with materials or supplies for a display, float or parade etc unless authorized by resolution of Council vii) Personal services (e.g. shoe shine, valet service, spa treatments, etc.) viii)Personal vehicle costs beyond mileage (e.g. maintenance, repair, etc.) ix) 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 Members of Council, for distribution to the public and service clubs. The associated costs will be charged against the individual Members of Council 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 Member of Council except where authorized by resolution of Council. 5. Expense Statements 5.1 Expense Statements shall be submitted in a form determined by the Township. 6. Mobile Devices 6.1 The Township shall be responsible for the issuance of mobile devices and related monthly plan costs in accordance with the current information technology mobile device policy. While engaged in Township business, Members of Council shall arrange an appropriate out of country mobile device plan in order to avoid excessive roaming charges. Schedule "D" to By-law No. 2023-057 Pension and Benefits for Members of Council 1. Pension (a) Members of Council are enrolled in the Ontario Municipal Employees' Retirement System ("OMERS") from the date they take office, subject to the terms and conditions as established by OMERS, the terms of the pension plan and the Income Tax Act, R.S.C. 1985, c. 1, in accordance with the By -Law No. 2017-160 "A By-law to authorize participation in the OMERS primary pension plan ("Primary Plan"), and the retirement compensation arrangement that provides benefits for members and former members of the Primary Plan ("RCA"), in respect of the Head of Council, Councillors and Employees of the Corporation of the Township of Oro-Medonte identified herein". The Township's contributions to, and obligations and liability under the pension plan is limited to the terms and conditions of the Primary Plan as established and managed by OMERS, and as regulated by law. (b) A Member of Council subject to By -Law No. 2017-160, who becomes a participant in the Primary Plan pursuant to By -Law No. 2017-160 and who thereafter attains the age that requires such participant to begin collecting pension payments pursuant to the terms of the Primary Plan (currently age 71), shall be provided with payment, currently first eligible on and after December 1st of the year in which the participant attains age 71, of a biweekly income payment equal to the Township's portion of its pension contribution calculated on the Member of Council's base salary (made to OMERS on behalf of such participant Member of Council) in lieu of such pension contribution. This additional biweekly remuneration will be terminated on the last date of the month an eligible Member of Council leaves office. (c) A Member of Council who is deemed ineligible to participate in OMERS due to the terms and conditions as established by OMERS, shall be provided a biweekly income payment equal to the Township's portion of the biweekly pension contribution calculated on the Member of Council's base salary (made to OMERS on behalf of a participant Member of Council) in lieu of such pension contribution. This additional biweekly remuneration will be terminated on the last date of the month an eligible Member of Council leaves office. 2. Health, Dental & Out of Country Benefits Members of Council are enrolled in the Council Health, Dental & Out of Country Benefits, effective the day they take office. These benefits will be terminated on the last date of the month a Member of Council reaches the age of 80 or upon termination of office whichever is earlier. Members of Council are required to complete all eligibility requirements of the Benefits Plan Provider; the Township's obligation and liability is limited to paying the associated premiums for said benefits. 3. Life Insurance Members of Council are provided Life Insurance Benefit coverage, effective the day they take office. These benefits will be terminated on the last date of the month a Member of Council reaches the age of 80 or upon termination of office whichever is earlier. Members of Council are required to complete all eligibility requirements of the Life Insurance Benefit Provider; the Township's obligation and liability is limited to paying the associated premiums for said benefits. 3.1 Life Insurance Benefit $15,000 Life Insurance Benefit at age 65 $ 7,500 Life Insurance Benefit at age 70 $ 5,000