Title
Council Expenses Policy C-AD24
Proposed Motion(s)
That Council approve revised Council Expenses Policy C-AD24, as presented.
Body
Administration Recommendation(s)
Administration supports the recommendation.
Purpose
Administration is bringing forward a revision to Council Expenses Policy C-AD24 (Section 1.g) which provides a timeline for the submission of council members' expense statements. Including a timeline for the submission of expense statements will assist with more timely posting of council members' expense claims and up-to-date monthly financial reporting, for public viewing.
Summary
Concern has been raised over the past year that all council members' expense statements and monthly financial reports are not up-to-date and posted (to our website) on a timely basis. Administration feels that a two-month timeline to submit expenses is reasonable, and will assist with timely processing and posting of expense claims and accurate monthly reports. If a council member does not submit his/her expenses within the required timeline, it shall be deemed that the council member does not wish to make a claim for the given month and has forfeited his/her entitlement to such expenses.
Section 1.h has been added to the policy to capture our current process of posting council members' expense claims and monthly statements to the County's website. The highlighted change to Section 4.b is repetition of what's presently included in Council Remuneration Policy C-AD22--a provision that is more appropriately included with the Expenses Policy as it pertains to expenses. The sentence regarding "mileage" is new, capturing our present process.
The Governance and Priorities Committee reviewed the policy at its December 11, 2012 meeting, suggesting a minor change in wording of Item 1.g to clarify that all expense claims must be submitted no later than December 15th annually.
Strategic Plan/Policy/Legal/Staff Implications
Strategic Plan: Governance Goal 1 (sound policies), Strategies 1 and 2 (to enhance communications with the public, and further our commitment to transparency).
Legal: Legal counsel has confirmed that forfeiture of eligible expenses is permissible if such condition is included in a Council-approved policy.
Financial Impact:
Cost: N/A
Source of Funding: N/A
Other