Board Policies & Procedures Section: Board Remuneration Number: Sub-Section: Per Diem Policy Approved:
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- Allyson Williamson
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1 1.0 PURPOSE: To provide criteria for the equitable and consistent treatment and remuneration of all Board of Directors of the Central East LHIN and whose appointments have been processed through the Public Appointments Secretariat. 2.0 POLICY: Per diem rates as described by the Management Board of Cabinet will be consistently applied according to the Procedures described in Section 3 of this policy statement and will be subject to audit by the Audit Committee of the Central East Local Health Integration Network. 3.0 PROCEDURE: 1.1 Preparation Time Board members shall be paid one full-day per diems per month as remuneration for preparation days in each month for Board meetings and related business. The purpose of this per diem payment is to cover preparation time for meetings, individual telephone calls between Board members and staff, and secondary and informal contacts between individual Board members and staff The Chair of the Board and the Chairs of each Committee shall be paid one extra half-day per diem per month for preparation time to cover their additional responsibilities related to review and approval of Board agenda packages and related participation in Community Engagement activities Any additional preparation day payment is to be determined by the Chair of the Board on a case-by-case basis and in conjunction with the Chair of the Finance Committee of the Central East LHIN. 1.2 Meeting Time One-half of the per diem rate is to be paid if the meeting time is three hours or less. For meetings in excess of three hours, the full per diem is to be paid. This includes conference call meetings of the Board or a Committee. 1.3 Maximum Number of Meetings A maximum of one meeting per diem is to be paid for any calendar day, regardless of the number of Board, Committee or other meetings or travel time in which a member may be involved on that particular day. 1.4 Travel Time Subject to the per diem limit in Section 1.3, one per diem will be paid for travel time for each round trip for eligible meetings to members whose place of employment is more than 150 km from the Central East LHIN meeting site. Travel time is not otherwise to be included in calculating the time for any meeting. 1.5 Mileage
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3 2.3 Discretionary In all instances where there is any uncertainty and the Board member wishes to seek payment under this Policy, the Board member, where possible, shall seek prior approval or clarification from the Board Chair prior to committing to attendance or attending an event. In the event the Manager, Board Secretariat believes there is uncertainty as to application as set out by these Guidelines, or the Guidelines are not being applied consistently with the Policy, s/he will bring the particular circumstances to the attention of the Board Chair who will make the decision. The Board Chair shall determine payment of preparation time for all special events not otherwise addressed by the Policy or the Guidelines. Where a Board member disagrees with the decision of the Board Chair regarding the payment of a per diem, s/he shall have the right to appeal the decision of the Board Chair to the Governance Committee, with the decision of the majority of the Governance Committee to be final. If the matter at issue involves a member of the Governance Committee, that Board member may make representations but shall not otherwise participate in the discussion or the vote. 2.4 Process The Business Support Manager Central East LHIN and Corporate Coordinator shall have primary responsibility to process payments as set out by the Policy and these Guidelines. Individual Board members have primary responsibility for submitting expense reports at each Board meeting using the LHIN expense report templates provided. 4.0 DEFINITIONS: Remuneration An element of public service is implied in any appointment by the Government of Ontario and, therefore, any remuneration that may be paid is not expected to be competitive with the marketplace.
4 Conflicts of Interest A government appointee shall not use information obtained as a result of his or her appointment for personal benefit. Conditions of Appointment The term of appointment must not exceed three years, with a reappointment allowable up to a further three years, unless the enabling legislation for an agency dictates otherwise. Government appointees must not be appointed under the Public Service Act unless this is a statutory requirement for a full-time appointee. If there is such a requirement, the appointee must be accorded the status of a Crown employee. Remuneration Any remuneration of an appointee must be specifically authorized in an order-in-council. Remuneration of appointees must be commensurate with the nature of the service, the complexity of the tasks to be performed and the amount of time to be spent. Payments must only be made for formal business such as meetings, hearings, preparation time and the writing of decisions. For government agencies, the chairperson is responsible for determining, on a case by case basis, an appropriate amount of preparation time that will be compensated. Travel time beyond that undertaken as part of the normal day's work may be remunerated on an hourly basis, at a rate not to exceed 60 percent of the approved per diem rate. Payments for part-time appointees must be on a per diem basis. Per diem is to be interpreted as the amount payable for work periods in excess of three hours; when less than three hours of work is involved, one-half of the established per diem rate must be paid. Only one per diem payment can be paid to an individual for each calendar day. The per diem base is deemed to be seven and a half hours. Remuneration arrangements for any part-time appointees who will not be paid on a per diem basis must be approved by the Management Board. Appointees can be reimbursed for travel, meals, accommodation and other out of pocket expenses in accordance with ministry guidelines. Rates of remuneration for medical and legal personnel to be used in their professional capacity must be determined in consultation with the ministries of Health and the Attorney General. Rates of remuneration for any other professional personnel to be used in their professional capacity must be approved by the Management Board. Rates of remuneration must also be approved by the Management Board when there is a plan to appoint professionals even though such personnel are not required in their professional capacity according to the enabling legislation for an agency.
5 Ranges of remuneration rates: per diem Remuneration for all part-time appointees must be within the following ranges: Director - up to $200 per day Vice - up to $250 per day Chair - up to $350 per day Management Board approval Prior Management Board and Cabinet approval is required for: all per diem rates of remuneration in excess of those prescribed by this directive; the remuneration of all appointees undertaking a short term assignment; the remuneration of all full-time appointees; the allocation of newly created agencies to a per diem category for remuneration purposes; the rates of remuneration of professionals, except for medical and legal personnel; the rates of remuneration of appointed professionals who are not required by the agency's enabling legislation to be used in their professional capacity; the reappointment of an individual in excess of two three year terms. Disclosure The rates of remuneration of appointees must be a matter of public record. In the case of Corwn Corporations that prepare annual reports for tabling in the Legislature, the total annual remuneration of the members of the agency's managing board must be included in the annual report. Conflict of Interest A government appointee must declare a conflict of interest situation at the earliest opportunity to the chairperson in the case of a government agency, or to the responsible minister in the case of an individual appointment. The chairperson must record any declared conflict of interest in the minutes of the agency and must notify the responsible minister of the nature of the conflict.
6 Management Board The Management Board is responsible for: establishing the ranges for rates of remuneration for government appointees; approving any exceptions to the rates established in this policy directive. Management Board Secretariat The Management Board Secretariat is responsible for: providing advice and assistance to ministers and deputy ministers on the process of appointing and remunerating individuals to perform a specific function, particularly with respect to any submissions to the Management Board that may be required; maintaining, with regard to government agencies, a record of the rates paid to government appointee. providing advice and assistance to ministers and deputy ministers with respect to the appropriate remuneration for full-time appointees to agencies, particularly when the position is considered to be equivalent to an Executive Compensation Plan position in the Ontario Public Service. Public Appointments Secretariat The Public Appointments Secretariat is responsible for: providing advice to ministers and deputy ministers; maintaining a current inventory of all government appointees. Chairpersons of government agencies Chairpersons of the boards of government agencies are responsible for informing all members of the requirements of this directive with respect to conflict of interest situations. 5.0 RESPONSIBILITY: Sr. Director Performance Contracts and Allocations. Accountability for compliance is the responsibility of the Business Support Manager 6.0 EVALUATION: This policy is subject to audit by the Audit Committee of the Board. 7.0 REFERENCES: Ontario Municipal Employees Retirement System (OMERS) Board of Directors per diem policy and guidelines.
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