4206 Schedule A - Policy 2-008 Council Expense PolicyTHE CORPORATION OF THE TOWN OF TILLSONBURG
COUNCIL POLICY
2-008 COUNCIL/LOCAL BOARD EXPENSE POLICY
APPROVAL DATE: June 29, 2018
REVISION DATE: Page 1 of 6
By-Law 3206 Schedule A
1. Policy Statement
The Council/Local Board Expense Policy governs the reimbursement of expenses
incurred by Members of Council and Members of Local Boards during activities
related to the Business of the Town of Tillsonburg.
Members Tillsonburg Town Council and Members of Local Boards will be provided
with fair and reasonable expense reimbursement for performing the responsibilities
and duties of their office.
2. Definitions
“Council” means the council of the Town of Tillsonburg.
"Local Board" shall mean one of the following boards and committees established
by the Council:
Tillsonburg Police Services Board
Property Standards Appeal Committee
"Member of Council" or "Member" means any person duly elected or appointed to
serve on the Council of the Town of Tillsonburg or Local Board.
“Town” means The Corporation of the Town of Tillsonburg.
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2-008 COUNCIL/LOCAL BOARD EXPENSE POLICY
3. Purpose
3.1. The objective of this policy is to provide consistent rules and guidelines to
Members with respect to Eligible Expenses incurred in performing their duties.
3.2. The policy provides specific and clear direction regarding diverse expenses, and
clarifies what are Eligible Expenses and Ineligible Expenses.
3.3. The policy establishes the provision of public access to expense information of
Members.
3.4. The policy captures the following principles:
a) Maintain Integrity of Member
i. The integrity of a Member as a whole and the offices of the Members
must be protected; and
ii. The interest of a Member as a whole takes precedence over the
personal interest of individual Members.
b) Maintain Accountability
i. Members are the stewards of resources and are ultimately
accountable to the public for the type and level of expenses they
incur;
ii. Since members use public funds when they perform their duties, the
public expects public funds to be used solely for fulfillment of their
public duties;
iii. Members’ expenses should be reasonable and reflect what the public
expects of members; and
iv. Members’ personal expenses must be kept separate from expenses
related to Town Business.
c) Maintain Transparency
i. The public has a right to know how public funds allocated to
Members are spent; and
ii. The public’s right to Members’ expense information must be
balanced against the need to protect personal information, and the
need to allow time for proper account and reconciliation of expenses.
4. Scope
This policy applies to all Members and establishes the basis upon which the
Members will be reimbursed or have payment coverage for Eligible Expenses
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2-008 COUNCIL/LOCAL BOARD EXPENSE POLICY
incurred while undertaking activities related to Town Business while acting in their
role as a member.
5. Roles and Responsibilities
5.1 All expenses submitted for reimbursement must be accompanied by supporting
documentation and itemized receipts, except for mileage. A purchase (P) card
should be used whenever possible for eligible expenses.
5.2. Members may attend conferences, conventions, meetings and other events
using allocated funds in the current budget for registration fees and Eligible
Expenses.
5.3 Members attending conferences, conventions, meetings and other events shall
be compensated a per diem allowance of $185.00/day and $90.00/1/2 day.
The daily per diem allowance is to be calculated on a 24-hour basis and not on
a working day basis. It shall be calculated from the time of leaving for the
function until the time of arrival home, to the nearest 1/2 day.
5.4. Transportation
a) Members shall make every attempt to use the most economical and efficient
mode of transportation including:
i. economy airfare, rail fare including taxi fares to and from terminals or
parking where required, or
ii. mileage rate for personal automobile usage and parking, or
iii. rented automobile and actual fuel cost.
b) Members shall make efforts to share travel costs when travelling to the same
destination.
c) If a more expensive means of transportation is chosen by a member, only the
most economical equivalent charges will be allowed. For example, if a
Member chooses to drive to a destination where it is more economical to use
air transportation, only the equivalent air transportation charge will be
permitted.
d) Calculation of Mileage will be for out of town destinations at the rate of $.52
per kilometer.
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2-008 COUNCIL/LOCAL BOARD EXPENSE POLICY
5.5. Accommodation
a) Where overnight accommodation is required, the single room rate will be paid
and must be accompanied by appropriate receipts.
5.6. Meals Allowance
a) Members may claim up to the daily maximum meal allowance when
attending a conference, convention, or other event when an overnight stay is
required and receipts are provided.
Daily Maximum Reimbursement Rate
Breakfast $20.00/day
Lunch $25.00/day
Dinner $50.00/day
b) Where meals are included in registration fees, the allowance is not
applicable.
c) All expenditures must be reasonable in the circumstances based on the
explanation provided by the Member which must accompany the receipt.
d) Members may be reimbursed for meal expenses incurred during the course
of Town Business and shall include the following:
i. Meals while travelling on behalf of the Town of Tillsonburg; or,
ii. Meals required where circumstances warrant.
5.7 Monetary exchange costs will be allowed at the prevailing rates in order to
convert Canadian dollars to other currencies (primarily to U.S. dollars). Payment
will be made to Members in Canadian dollars.
5.8. Eligible Expenses
The following is a list, though not exhaustive, of Eligible Expenses:
a) Promotional material related to Town Business
b) Subscriptions related to Town Business or the municipalities in general
c) A maximum of one ticket for a Member when representing the Town at an
event of a public nature (e.g. community dinners, events with proceeds
going to charity, etc.).
d) Parking related expenses save and except parking fines.
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2-008 COUNCIL/LOCAL BOARD EXPENSE POLICY
5.9 The following is a list, though not exhaustive, of Ineligible Expenses
a) Additional accommodation for days outside a formal Conference.
b) Alcohol and alcoholic beverages.
c) Mobile devices other than the Town provided device for Mayor and Acting
Deputy Mayor.
d) Land Lines for personal residence.
e) Companion registration fees and expenses at Conferences.
f) Personal entertainment (e.g. sight-seeing, concerts, sporting events, etc.)
g) Personal services (e.g. shoe shine, valet service, spa treatments, etc.)
h) Personal vehicle costs beyond mileage (e.g. maintenance, repair, etc.)
i) Traffic and parking fines
5.10 Legal Expenses
a) Legal costs arising from or in any way related to complaints under the Code
of Conduct are Eligible Expenses.
b) Legal costs related to personal conflict of interest opinions are Ineligible
Expenses.
c) Costs involving certain legal proceedings against Members shall be
reimbursed in accordance with the current indemnification policy and are
subject to review by the Chief Administrative Officer for recommendation to
Council.
d) Requests for reimbursement of legal costs outside this policy or the
indemnification policy shall be submitted to the Chief Administrative Officer
for recommendation to Council.
5.11 Timelines
a) Members shall submit expense reports with itemized receipts attached
within 30 days after the each event; and
b) Expense report information will be provided through a finance report each
year prior to March 1st.
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2-008 COUNCIL/LOCAL BOARD EXPENSE POLICY
5.12 Members of Council Shall
a) Adhere to this policy;
b) Submit expenses on a regular monthly timeline;
c) Sign-off on all expenses submitted to or paid by the Town;
d) Meet all financial, legal and tax obligations; and,
e) Consult with Town Administrative staff for guidance with respect to the
eligibility of an expense and/or any interpretation on the application of
this policy.
5.13 Town Administrative Staff Shall
a) Ensure consistent application of this policy;
b) Process expenses in accordance with this policy;
c) Ensure the supporting documentation is in place and that expenditures
conform to this policy;
d) Advise Members if any submitted or proposed expenditure is an Ineligible
Expense or a breach of this policy;
e) Track actual expenses against approved budget; and
f) Each year, incorporate budget dollars in the annual budget for Council to
consider for funding or reimbursing Members’ Eligible Expenses
g) Complete the yearly Councillor Remuneration Report as required by the
Municipal Act.
6. Policy Administration & Review
This policy shall be administered by the Director of Finance or his/her designate.
This policy shall be reviewed at least once during the four year term of Council to
coincide with the review of Council remuneration or as required based on revisions to
Corporate practices or Provincial legislation.
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