City of Camrose Council Policy Council Support and Remuneration Approval: Motion 412/18 Policy# COU 8.1.1 Approval Date: Effective Date: 1. Council Policy This policy establishes Council remuneration, the process for expense claims, benefits and the process for the review of these expenses and remunerations. The City encourages Council Members development through attendance at appropriate workshops, conferences and seminars. 2. Definitions 2.1 Conferences, conventions, seminars, workshops include: (a) Alberta Urban Municipalities Association (AUMA) (b) Federation of Canadian Municipalities (FCM) (c) Mid-sized Mayor s Caucus (d) Northern Alberta Municipalities Caucus (e) Elected Officials Symposium (f) Other conferences, workshops or seminars that are related to Councillor duties 3. Articles 3.1 Remuneration Remuneration for Regular and Special Council Meetings, Committee of the Whole Meetings, and meetings of Commissions, Committees, Boards and Authorities established by Council shall be part of the base remuneration as set out in Schedule A of this policy. 3.2 Elected Officials Training and Conferences The budget for attendance at conferences, conventions, seminars and meetings related to duties as Mayor and Council shall be established at the amounts outlined in Schedule A. COU 8.1.1 Council Support and Remuneration Page 1 of 5
City of Camrose - Council Policy Page 2 3.3 Per Diem Payments for Conferences, Conventions, Seminars and Workshops In recognition of the time spent by Council Members attending conferences, conventions, seminars or workshops on behalf of the City, per diems will be paid to Council Members as set out in Schedule A. Council members attending conferences outside of the Province are required to submit a report to Council upon return from the conference. 3.4 Out-of-Country Travel Travel outside of the Country requires prior approval of Council. 3.5 Approval of Expense Claim Forms (a) (b) (c) (d) Claims shall be submitted by the Mayor for approval by the Deputy Mayor. Claims shall be submitted by the Councillors for approval by the Mayor. All Council expenditures approved under this Policy will be allocated to the approved Council budget. In the event of a dispute over approval of conference attendance or expense claims, an appeal may be made to Council, whose decision shall be final. 3.6 Councillor Benefits Benefits for the Mayor and Councillor shall be established as set out in Schedule A. 3.7 Remuneration Review 3.7.1 A Citizens Committee shall be formed to review, report and make recommendations on salary, benefits, expense remuneration and related policies for Elected Members of the City of Camrose. This committee shall be established in a timely manner in order to complete its work before May 31 st of each general municipal election year. 3.7.2 The Citizens Committee positions will be advertised using local media and subsequent applications will be accepted for review and selection by the City Manager and approval by the City Council. COU 8.1.1 Council Support and Remuneration Page 2 of 5
City of Camrose - Council Policy Page 3 3.7.3 The Citizens Committee shall consist of the following members, all of whom must be residents of the City of Camrose: 2 members appointed from the community, 1 member appointed from an outgoing or past member of Council. 3.7.4 The Citizens Committee shall consist of 3 members, 2 of whom will constitute a quorum. 3.7.5 The City Manager or his/her appointee shall assist the Committee. COU 8.1.1 Council Support and Remuneration Page 3 of 5
City of Camrose - Council Policy Page 4 Schedule A CITY OF CAMROSE COUNCIL SUPPORT AND REMUNERATION REVIEW POLICY Effective January 1, 2018, the following rates will apply for Councillor Remuneration: Base Pay The following process will be used to determine Mayor and Councillor base pay for the period from January 2018 to December 2021. The 2017 base pay amounts for Mayor and Council are $61,866 and $19,441 respectively. The Mayor will receive an annual increment equal to the Alberta All Items CPI. In order to align the City of Camrose Councillor salaries with that of comparator municipalities, Councillor base pay amounts will be adjusted by 5% each year (2018, 2019, 2020 and 2021). In addition to this adjustment, an annual increment equal to the Alberta All Items CPI will also be applied. Conference/Convention/Seminar/Workshop Participation Budget - A total amount of $35,000 shall be provided annually within the City Operating Budget. Any unused amount will be allocated to the General Operating Reserve. Allocations - Individual annual allocations are capped at $3,500 per Councillor and capped at $7,000 for the Mayor. These individual annual capped amounts include all costs (e.g., registration, accommodation, travel, mileage, and per diems) associated with conferences, conventions, seminars, workshop attendance and other discretionary training. Requests to exceed these individual annual amounts can be brought to Council for consideration. Per Diem Payments $100 per half day (up to 4 hours) and $200 per full day. Expenses for Spouses of Council Members Will be only reimbursed related to hotel accommodation (double occupancy rate) and registration fees (for Spouse s Program) to a maximum of 1 conference per year. Out of City Mileage Mileage rate as set by the Canada Revenue Agency and will form part of the individual annual allocations capped for Mayor and per Councillor. Meal Reimbursement Meal expenses will be reimbursed at rates equivalent to those published in the current Employee Expense Policy. COU 8.1.1 Council Support and Remuneration Page 4 of 5
City of Camrose - Council Policy Page 5 Other City-Business-Related Expenses Budget - A total amount of $5,000 shall be provided annually within the City Operating Budget for the purposes of other City-business-related travel/expense by Council. This account will also be used to cover for any mandatory training requirements as a result of participation on specific boards or committees (e.g. Sub Division Appeal Board). Any unused amount will be allocated to the General Operating Reserve. Per Diem Payments No per diem payments are provided for City Business Related Travel. Out-of-City Mileage Mileage rate as set by the Canada Revenue Agency. Attendance at Local Functions - Council members who have been requested by Council to attend a local function in their official capacity on behalf of the City will have their ticket costs borne by the City. Extended Health and Dental Optional coverage for Council Members at 25% participant and 75% paid by the City. Life Insurance Coverage is provided at City cost. Workers Compensation Board Coverage is provided at City cost. Employee and Family Assistance Program Coverage is provided at City cost. COU 8.1.1 Council Support and Remuneration Page 5 of 5