Incoming councillors could have an updated expense policy when they start their new term.
Council will vote Monday on approving a new Council Expense Policy, as the current document has not been updated since July 2005.
In the motion, Council Coordinator Meredith Cadotte explains the updates “modernize the municipality’s framework for council expenses by introducing clearer rules on eligible and ineligible expenses, stronger financial controls, formal spending oversight, provisions for constituent communications and public engagement activities, and guidance for municipally issued technology.”
Items that were updated or added to the policy include a detailed allocation of funds, eligible and ineligible expenses, transportation, accommodations, IT equipment and services, town halls, the release of expense information and councillor meal allowances.
The policy sets meal allowances at $15 for breakfast, $25 for lunch and $40 for dinner. Meals provided as part of an event or registration would not be eligible for the per diem.
While the public will be able to request councillor expense information, the municipal treasurer will also be providing council with an itemized statement of remuneration and expenses paid to council members in the previous year by March 31.
The policy would also allow the municipal clerk to reallocate any unused funds that are equally distributed among council members to other councillors who may be able to use them for conferences, events and educational programs related to their role as council members. Any unused funds cannot be carried forward or used in future years.
The updated policy continues to have councillor budgets managed by the Municipal Governance Area, with the Mayor’s budget will continue to fall under the Mayor and CAO’s office.
