SPECIAL GENERAL COMMITTEE
April 3, 2013
Meeting No. 8
Finance & Administrative Issues Community Services Issues
Chair: Mayor
Frank Scarpitti Chair: Councillor Alex Chiu
Vice Chair: Councillor Carolina Moretti Vice
Chair: Councillor Howard Shore
Environment
& Sustainability Issues Building,
Parks, & Construction Issues
Chair: Councillor
Valerie Burke Chair: Councillor Logan Kanapathi
Vice Chair: Regional Councillor Joe Li Vice
Chair: Councillor Colin Campbell
Alternate formats are available
upon request.
Attendance
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Andy
Taylor, Chief Administrative Officer
Trinela
Cane, Commissioner of Corporate Services
Joel Lustig,
Treasurer
Nasir
Kenea, Chief Information Office
Fred Rich, Senior
Business & Risk Analyst
Alida
Tari, Council/Committee Coordinator
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The General Committee convened at the hour of 9:08 a.m. with Councillor
Carolina Moretti in the Chair. Mayor Frank Scarpitti assumed the Chair at 10:05
a.m.
DISCLOSURE OF
INTEREST
None disclosed.
1. COUNCILLOR EXPENSES (7.0)
Presentation
Fred Rich, Senior Business & Risk Analyst
delivered a PowerPoint presentation regarding Councillor Expenses. The
presentation included a detailed municipal comparison for reported expenses
between the City of Markham to the Town of Richmond Hill and the City of Vaughan.
The Committee discussed and suggested the
following relative to Councillor Expenses:
· Charitable
and non-charitable donations
· Any
expenses paid by the Corporation must be business related expenses
· Not
permitting reimbursement for donations to religious or political organizations
· Opportunity
for Councillors to use City booths at events not within their Ward
· Car
allowance versus mileage reimbursement
· Discretionary
budget has not changed in over 10 years
· Increasing
the discretionary amount by $1,500 specifically for mileage
· Transit
reimbursement should be included
· Councillors
should use the corporate cellular phone plan
· Whether
Regional Councillors should be provided a corporate expense reimbursement for their
website, distribution of a print newsletter or provided space in the Markham
Life magazine
· Explore
other communication vehicles for Regional Councillors
· Whether all
copies of receipts submitted for Councillor expenses should be made available
on-line
· Circumstances
when reimbursement of expenses for alcoholic beverages should be permitted by Members
of Councillor
Moved by Councillor Don Hamilton
Seconded by Councillor Howard Shore
1) That the presentation by Mr. Fred Rich,
Senior Business & Risk Analyst entitled “Councillor Expenses,” be received;
and,
2) That an additional $1,500.00 discretionary expense be approved for mileage
only and be paid as incurred, with the option of any additional mileage
expenses above this allotment to be paid out of the Councillor's discretionary
account, and,
3) That smart phone costs (voice and data)
remain a corporate expense; and,
4) That Councillors with personal smart
phone account/plans will be reimbursed in an amount equivalent to the corporate
plan & additional costs will become a discretionary expense; and,
5) That two newsletters per year per Ward
Councillor remain as a corporate expense and all other newsletters be
considered as a discretionary expense; and,
6) That the expenses related to Members of
Council attending Association of Municipalities Ontario (AMO) and/or Federation
of Canadian Municipalities (FCM) Conference(s) be considered as a
non-discretionary expense. All other conferences will be considered as a
discretionary expense unless otherwise pre-approved by Council; and,
7) That business travel expenses for
Members of Council align with the policy requirements for Staff; and,
8) That the current per diem practice be
replaced with an expenditure reimbursement; and,
9) That the reimbursement of alcohol
expenses for conventional business lunches,
dinners, etc be considered as an ineligible expense. Expenses
for alcoholic beverages will be reimbursed at certain Corporate hospitality,
business and trade mission events when authorized by the Mayor or his designate;
and,
10) That Members of Council not be reimbursed
for donations to individuals, political,
charitable and community organizations; and further;
11) That Staff be authorized and directed to
do all things necessary to give effect to this resolution.
**NOTE - The above recommendation was
amended as follows at the April 16, 2013 Council meeting:
1) That the
presentation by Mr. Fred Rich, Senior Business & Risk Analyst entitled
“Councillor Expenses,” be received; and,
2) That an additional
$1,500.00 discretionary expense be approved; and,
3) That smart phone
costs (voice and data) remain a corporate expense; and,
4) That Councillors
with personal smart phone account/plans will be reimbursed in an amount
equivalent to the corporate plan & additional costs will become a discretionary
expense; and,
5) That two newsletters
per year per Ward Councillor remain as a corporate expense and all other
newsletters be considered as a discretionary expense; and,
6) That the expenses
related to Members of Council attending Association of Municipalities Ontario
(AMO) and/or Federation of Canadian Municipalities (FCM) Conference(s) be
considered as a non-discretionary expense. All other conferences will be
considered as a discretionary expense unless otherwise pre-approved by Council;
and,
7) That business travel
expenses for Members of Council align with the policy requirements for Staff;
and,
8) That the current per
diem practice for overnight stays be replaced with an expenditure
reimbursement; and,
9) That the
reimbursement of alcohol expenses be considered as an ineligible expense; and,
10) That Members of
Council not be reimbursed for direct donations to individuals, political,
charitable, religious and community organizations; and further;
11) That Staff be
authorized and directed to do all things necessary to give effect to this
resolution.
ADJOURNMENT
Moved by Councillor Don Hamilton
Seconded by Councillor Alex Chiu
That the Special General Committee meeting adjourn at 12:58 p.m.
CARRIED