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02-008_Council Expense Policy_20232-008 Page 1 of 7 COUNCIL AND BY-LAW Policy 2-008: Council & Local Board Expense Policy Approval Date: September 25, 2023 Approval Authority: Council, By-Law 4206 Effective Date: September 15, 2023 Next Scheduled Review Year: 2027 Department: Finance Last reviewed: 2022 Revision Date/s: June 25, 2018; July 11, 2022 Schedules: 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 of the 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:  Property Standards Appeal Committee  Police Services Board Page 2 of 7 "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. 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 the 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. Page 3 of 7 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 incurred while undertaking activities related to Town Business while acting in their role as a member. 5. Budget Determination An allocation of 20% for the Mayor and Deputy Mayor, respectively, and 12% for each of the five Councillors of the total discretionary expenditures (supplies, training & workshops) be incorporated annually commencing with the 2024 Operating Budget. Council Member Allocation Mayor 20% Deputy Mayor 20% Councillor (x5) 12% / each 6. Roles and Responsibilities 6.1 All expenses submitted for reimbursement must be accompanied by supporting documentation and itemized receipts, except for mileage. A purchase card (P- Card) should be used whenever possible for eligible expenses. 6.2. Members may attend conferences, conventions, meetings and other events using individually allocated funds in the current budget for registration fees and eligible expenses. 6.3 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. 6.4. Transportation a) Members shall make every attempt to use the most economical and efficient mode of transportation including: Page 4 of 7 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 reimbursed at the Canada Revenue Agency’s automobile per-kilometre allowance rate posted for the year. 6.5. Accommodation a) Where overnight accommodation is required, the single room rate will be paid and must be accompanied by appropriate receipts. 6.6. Meals Allowance a) Members may claim up to the daily maximum meal reimbursement amount when attending a conference, convention, or other event when an overnight stay is required and receipts are provided. Daily Maximum Reimbursement Rate: Up to $100.00/day b) Where meals are included in registration fees, the reimbursement amount 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. Page 5 of 7 6.7. 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. Members are strongly urged to utilize their P-cards for such expenses, which provide automatic electronic currency conversions. 6.8. 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 in a Council Member capacity 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. e) Internet service for one designated home location for Council duties. f) Home office expenses, such as pens, paper, toner, etc. for Council duties g) One Town of Tillsonburg branded clothing purchase once per Council Member per Council term, as ordered through the Town’s Communications team, using the individually allocated funds in the current budget. h) Cell phone data for Council Members for one cellular device using the individually allocated funds in the current budget. 6.9 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 Deputy Mayor. d) Land Lines/fixed phone line 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 6.10 Legal Expenses Page 6 of 7 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. 6.11 Transfer to Reserve Cumulative unused Council Member supplies, training & workshops expenses at December 31 annually will be transferred to the Council Reserve to be used in a future period in accordance with the Town’s Reserve Policy. 6.12 Members of Council Shall a) Adhere to this policy; b) Submit expenses on a regular monthly timeline, with itemized receipts attached; 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. 6.13 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 Page 7 of 7 g) Complete the yearly Councillor Remuneration Report as required by the Municipal Act. 7. 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/Federal legislation.