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HomeMy WebLinkAboutCL 17-02 02'6 - - - Cih¡ o~ REPORT TO COUNCIL FROM: Bruce Taylor, AMCT, CMM City Clerk DATE: June 3, 2002 REPORT NUMBER: CL 17-02 SUBJECT: Council Remuneration and Communications Policy RECOMMENDATION: 1. That Clerk's Report CL 17-02 regarding Council Remuneration and Communications Policy be received. 2. That the Communications Policy attached to Clerk's Report CL 17-02 be adopted. 3. That Resolution #225/97 respecting Council communications be rescinded. 4. That the by-law attached to Clerk's Report CL 17-02 to provide for remuneration and benefits to Members of Council be forwarded to the Council Meeting of June 24, 2002 for enactment. ORIGIN: Direction provided at Management Meeting of April 29, 2002 AUTHORITY: Sections 242 and 243 ofthe Municipal Act FINANCIAL IMPLICATIONS: See attached by-law EXECUTIVE SUMMARY: This Report provides for the new Communications Policy that was reviewed at the Management Meeting held on April 29, 2002 and a by-law to update the remuneration and benefits available to Members of Council. BACKGROUND: Please find attached to this Report a copy of the new Communications Policy for Members of Council that was reviewed at the Management Meeting of Monday, April 29, 2002. This Policy replaces policies on newsletters, the mailing of correspondence and the use of communications equipment that date back as far as 1982 or in some cases, where the policies are only implied but are not stated in writing. Report to Council CL 17-02 Date: June 3, 2002 O?7 Subject: Council Remuneration & Communications Policy Page 2 The new Policy provides greater flexibility for Members of Council by recognizing that the way in which Members of Council communicate with their constituents varies with each Member and with changing technology. Also, the new Policy provides greater clarity for staff in administering the Communications Policy. . - Also attached is a draft by-law to provide remuneration and expenses to Members of Council. The role of Council has increased dramatically over the years iÌ'om being that of caretakers of the municipal administration to that of a Board of Directors of a large corporation. Members of Council are expected to participate in the management of the municipality through their involvement on a large number of Standing and Ad Hoc Committees, represent the municipality at a wide range of social functions and boards and agencies and respond to their community and constituent responsibilities. Indeed, the new Municipal Act recognizes Council's increasing role in the operation of the municipality of not only by setting the political agenda for the municipality but also by being involved in the day-to-day management of the administration. Section 224 of the new Municipal Act sets out the role of Council as follows: - It is the role of council, . To represent the public and to consider the well-being and interests of the municipality; . To develop and evaluate the policies and programs of the municipality; . To determine which services the municipality provides; . To ensure that the administrative practices and procedures are in place to implement the decisions of council; . To maintain the financial integrity of the municipality; and . To carry out the duties of Council under this or any other Act. Section 225 of the new Municipal Act also provides that the Mayor shall carry out the following additional duties: It is the role of the head of council, . To act as chief executive office of the municipality; . To preside over council meetings; . To provide leadership to the council; . To represent the municipality at official functions; and . To carry out the duties of the head of council under this or any other Act. There is no question that the increasing role of Members of Council that is expected not only through the new Municipal Act but also by the residents and the administration has the effect of increasing the time commitment of Members of Council to their political role and their primary occupation is starting to take second place to that of their elected position or their elected position has become their primary responsibility. - Despite the huge commitment that Members of Council put into their job and despite the fact that they are the leaders of the municipality, it is ironic to note that based on the Mayor's current salary of $50,000 per annum, the Mayor's position is comparable to that of a Roads Maintenance Worker or a Construction Inspector. Based on a Councillor's current salary of $20,000 per annum, the Councillor's position is comparable to that of a part-time Parking Control Officer or PrintlMailroom Clerk. Council last received an increase in remuneration effective July 1, 2000 through the enactment of By-law Number 5434/99. 028 - - .-. Report to Council CL 17-02 Date: June 3, 2002 Subject: Council Remuneration & Communications Policy Page 3 The attached draft by-law provides the following features: . Salary for Members of Council, like that of staff, will be based on experience gained while on the job. There will be three salary steps that will recognize the learning curve of a new Member of Council while at the same time recognizing the experience of those Members that have been on Council for a number of years. . The per diem payments to Members of Council for attending all day meetings has been expanded to ten days iÌ'om the current five days and the conditions for receiving a per diem payment has been expanded. . Contributions to an RRSP have been changed to reflect changes to Federal legislation. . Severance remuneration will now be paid to Members of Council who are elected to another level of government. . Extended Health Dental and. Vision Care Benefit Plans will continue to Members of Council who have completed fifteen years of continuous service and cease to be a Member. . The City will continue to pay the premium costs of Extended Health, Dental and Vision Care Benefit Plans in respect of a Member's surviving spouse and dependents for up to 12 months following a Members death while in service. ATTACHMENTS: 1. 2. New Council Communications Policy Draft by-law prepared7/ y.~., #~ / /Å ~- /Bruce taylor, City Clerk Attachments Copy: Director, Corporate Services & Treasurer Division Head, Human Resources Recommended for the consideration of Pickering City Council t-\TT ACH M ENT # ~ TO REPORT #, C ¿ /7- Ô '-- 029 COUNCIL COMMUNICATIONS POLICY 1. Preamble - The goal of establishing a Communications Policy for Members of Council is to provide a flexible policy that will provide each Member of Council with the tools they feel they need to communicate with their constituents, other Members of Council, staff and outside agencies. 2. Aoolicahilitv Except where noted, this Policy does not apply tQ Mayor of the City of Pickering. Clauses that do directly apply to the Mayor are identified by the notation *M&C. 3. Defjnitions a. "Cooperative Letter" shall mean a letter or other printed document that contains infonpation of interest to residents in more than one ward and which will be mailed or distributed beyond a. ward boundary and may involve the participation of a community group. - b. "Newsletter" shall mean a document that is not greater in size than tabloid sized paper (11 "xI7") and printed on both sides and shall contain information of interest to the constituents of a Member of Council. A newsletter shall not be mailed or otherwise distributed beyond the boundaries of the constituency of a Member of Council except where postal waJks cross beyond the boundaries of their ward. In instances where Member's of Council are assigned or appointed to additional duties which may require some cross-ward boundary communication, exceptions may apply as determined by the City Clerk. These cross-ward mailings to fulfill additional duties shall not exceed 500 homes into a ward not represented. by a Member of Council and shall not occur after January 1 st ÙJ. the year of a general municipal election. c. "Neighbourhood Letter" shall mean a doclitnent that is prepared on letterhead and/or .signed by a Member of Council and sent to a defined neighbourhood or community of interest within the constituency of a Member of Council. .- 030 ATTACHMENT#..L TO REPORT # c: L /1- 07- _. 2 .-.. d. "Website" shallmean a site on the WorldWide Web that shall contain information of interest to the constituents of a Member of Council. The website may be hosted on any server so long as City IT staff are granted administrator level authorization to access the site. All relevant information, including passwords and contact information, shall be provided to IT and IT shall be immediately notified if there is any change in that information. This access shall only be used to shut the site down in the event that the site does not conform to the Communications Policy by authorization of the Clerk or CAO. *M&C e. "Telecommunications Equipment" shall include all equipment capable of transmitting over landlines or wireless modes such as landline telephones, cell phones, PDA's (Personal Digital Assistant), pagers, facsimile equipment or any hybrid of these items. 4. Scope This Communications Policy is intended to establish guidelines for the acquisition and use of computer hardware and software, Internet access, telecommunications equipment, telecommunications charges, ma1lings, websites, newsletters and other forms of communications media. 5. Communications Potier - Implementation and Review a. The Communications Policy is to be effective July 1, 2002. *M&C -. b. This Policy shall be reviewed every three years prior to the budget meetings that follow the general municipal election to review the appropriateness of the budgets and Policy in the context of current technology. *M&C 6. Computer Hardware/Software and..I£lecommuni~( uiDtment a. A budget of $10,000 per term, per Member of Council, will be in eflèct for the acquisition of computer hardware/software and telecommunications equipment. This amount shall be allocated in the IT budget and be in the amount of $20,000 annually. - ATTACHMENT#--L. TO REPORT#s..!:-/7- o?- 3 031 - b. Immediately following a general municipal election, the Members of the new Council will be contacted by staff to determine their communications needs. Members of Council may choose to be supplied with equipment recommended by City staff or they may choose to be supplied with equipment of t4eir choice. At the point of dèlivery of the equipment, Members of Council will be required to sign the Home Equipment Agreement which will set. out the equipment that has been supplied to the Member and the conditions under which it has been supplied. IT staff must be consulted to verifY compatibility and to clarifY IT support opportunities. *M&C c. Equipment that is lost or stolen shall be replaced by the City. *M&C d. Equipment requiring repair will be repaired by or through IT staff but will not be replaced until the beginning of a new Council term unless damaged beyond repair or in the event that the costs of repair exceed the costs of a new unit. In such cases, it is deemed to be a capital replacement and will not be charged to the allowance provided for under this Policy. *M&C e. In order to recognize the large rural area in Pickering that is outside the area served by high speed Internet access, individual requests for the additional reasonable cost of Internet access exceeding standard urban connection costs shall be provided. *M&C . f. Needs for volume or high speed printing shall be provided either within the existing City resources or through the budget identified for communications media within this policy. *M&C - g. No computer hardware/software or telecommunications equipment will be purchased for Members of Council after January 1st in the year of a general municipal election unless it is a repla~ement unit under the conditions previously stipulated. *M&C . h. Every Member of Council who does not continue to hold office after a general municipal election shall ensure that all computer hardware/software, telecommunications equipment and any other equipment purchased on their behalf by the City is returned to the City by November 30th following the municipal general election. In the event the above noted equipment is not returned by the said date, the matter shall be referred to the CAO to pursue recovery. *M&C -. b'T, ~í'i\(~H ' !V¡';~~,'r ",':.: ,\ 11"\ '"' . a.,1\;,11. " #~..~./ 7 ~ 0 '2- n '~I) - '.- t.. 4 7. Usalle Charlles Long distance, airtime and other charges that are incurred by Members of Council in the use of their telecommunications equipment for City purposes will be reimbursed. Charges for the use of an Internet Service Provider by a Member of Council shall also be reimbursed. - 8. Communications Media a. It is recognized that there are many various methods for Members of Council to communicate with their èonstituents, including newsletters, neighbourhood letters, cooperative letters and websites. *M&C . b. The City will cover the cost of preparing, printing and mailing newsletters, neighbourhood letters and cooperative letters as well as the cost of creating and maintaIDing a website. A budget per Councillor of $5,500 for the first year, $5,500 for the second year and $4,000 for the final year of a term will be provided for these items. If the budget is under spent in any given yeaÌ, there will be no carry-forward of dollars to subsequent budgets. c. A link to the Member of Council's City~funded .w~bsite may only be provided iÌ'om the City of Pickering website under the Member of Council's profile link. *M&C ~ d. The support staff assigned to the Councillor's Office are available to assist a Member of Council with the preparationoftheir newsletter, neighbourhood letter, cooperative letter, website or other form of communication, however, no other City staff will be involved in such preparation and any specialty work that is required will be charged to the budget prescribed for communication media or the Allowance for Outside Secretarial Services. e. The following. conditions shall apply to the preparation of newsletters, neighbourhood letters,. cooperative letters, web sites and other forms of communication: . On or after September 1 st, in the year of a general municipal election, no costs for a newsletter, neighbourhood letter or cooperative letter shall be borne by the City on behalf of a Member of Council and no mailing or distribution of any such material shall occur. *M&C - / 5 if ..._.,tÇ;.~ 17- 0 L- 03)3 . A Councillor's City-funded website shall be shut down on or before September 1st in the year of a general municipal election. If the site is not shut down by September 2nd of that year, City IT staff will use their administrator status to shut down the site 'under the authority of the CAO. *M&C - . A newsletter, neighbourhood letter, cooperative letter, City web page or other communications media shall not contain information that would promote the Member of Council as a candidate in a municipal election. *M&C . A newsletter, neighbourhood letter, cooperative letter, City web page or other communications media shall not contain advertising that would promote a product or service ora private company. *M&C . A Member of Council shall not be reimbursed for communications expenses incurred through a media that has general circulation in the City of Pickering, such as a newspaper, radio or television station. . Individual Members of Council shall not make individual grants or donations to organizations or persons. *M&C ------------------- ....... - /t 2- 034 THE CORPORATION OF THE CITY OF PICKERING BY-LAW NO. Being a by-law to provide remuneration and benefits for Members of Council. - WHEREAS pursuant to Section 242(1) of the Municipal Act, RS.O. 1990, c. MA5, as amended, the council of a municipality may pass by-laws for paying remuneration to the members of council, and such remuneration may be determined in any manner that council considers advisable; and WHEREAS pursuant to Section 242(2) of the said Act, the remuneration to be paid may be determined in different manners and be of different amounts for different members of council; and WHEREAS pursuant to Section 243(1) of the said Act, the council of a municipality may provide by by-law for paying in whole or in part such expenses ofthø members of council as are actually incurred as a result of their acting either within or outside the municipality in their capacity members of council and as are authorized by the by-law; and WHEREAS pursuant to Section 243(2) of the said Act, a by-lá.w passed under subsection 243(1) may set maximum amounts or rates that may be paid in respect of any expense for which payment is authorized by the by-law; and ' """" NOW THEREFORE THE COUNCIL OF THE CO~ORATION OF THE CITY OF PICKERING HEREBY ENACTS AS FOLLOWS: 1. In this by-law, a) "Corporation" means the Corporation of the City of Pickering. b) "Member" means any person who is a Member of the Council of the City of Pickering. c) "Service" means any period of service as a Member and shall include a Member's period of service occurring prior to December 1, 2000. d) "Severance Remuneration" means the amount of money calculated in accordance with Section 6(b) of this by-law. 2. a) The remuneration payable to the Mayor shall be as follows: First year in office Second consecutive year in office Third and subsequent consecutive years in office $54,000.00 $58,000.00 $60,000.00 - b) Section 2(a) is hereby retroactive to December 1,2001. 3. a) The remuneration payable to a Councillor shall be as follows: First year in office Second consecutive year in office Third and subsequent consecutive years .in office $22,000.00 $24,000.00 $25,000.00 b) Section 3(a) is hereby retroactive to December 1,2001. 4. - .- - a) 5. 6. ATTACHNEN' Cl.- 17~ óL 035; The Mayor shall be paid a per diem rate of 0.6% and a Councillor shall be paid a per diem rate of 1.0% of their annual salary for, i) attending a full day special meeting of Council or a committee called by the Mayor pursuant to By-law 3665/91. ü) attending a full day special meeting of Council or a committee called by a majority of Councillors pursuant to By-law 3665/91. ill) attending a meeting, workshop, seminar or convention authorized by the Mayor, by policy, such as: . attending a full day meeting of an ad hoc committee called by the Mayor or a majority of Councillors. attending a full day meeting as a representative of Council on an issue that is under consideration by Council. attending a. full day workshop, seminar or convention as a representative of Council. . . b) A Member shall be eligible for a maximum of ten per diem payments as noted in Section 4(a) above in any calendar year. a) A Member ¡pay contribute to a Registered Retirement Savings Plan (RRSP) under Federal legislation to which the Corporation will match to a maximum of 9% of the Member's salary. b) Evidence of a contribution by a Member towards an RRSP as set out in Section 5(a) shall be made to the Treasurer no later than December 31st in any given year and the City's contribution shall be made no later than January 31st of the next calendar year. c) Section Sea) is hereby retroactive to January 1, 2002. a) A Member, with service of more than three consecutive years, may, upon written application to the Clerk therefore by the Member, or by a representative appointed in writing by the Member, receive severance remuneration upon ceasing to be a Member by reason of: i) election defeat; ii) resignation; ill) leaving office; iv) election to another government body; or v) dying while in office if the Member is 65 years of age or over and not eligible to receive benefits under the City's group life insurance program; b) No Member shall be entitled to receive severance remuneration who ceases to be a Member by reason of, or by resignation which, is a result of or given in anticipation of: i) removal ftom office by judicial process; or ii) notwithstanding Section 6(a)(iv) above, disqualification under or operation of any Act of the Parliament of Canada or the Legislature of the Province of Ontario. n36 - - - 7. 2- REPORT # ..£~../ 7 - CJ '- c) Severance remuneration shall be equal to one month of salary for a Member, times the number of years of consecutive, uninterrupted full service of the Member, to a maximun'l ammmt payable of24 months remuneration. d) A written application for severance remuneration must be received by the Clerk within six calendar months of a Member ceasing to be a Member, otherwise any entitlement to severance remuneration shall be forfeited. a) For Members who have completed fifteen years of continuous service and cease to be a Member for the reasons set out in Section 6(a)(i to v), the Corporation shall pay 100% of the premium cost of the Extended Health, Dental and Vision Care Benefit Plans until the Member attains age 65. b) The Corporation will continue to pay 100% of the premium costs of the Extended Health, Dental and Vision Care Benefit Plans in respect. of a Member's surviving spouse and dependents for up to twelve (12) calendar months following a Members death while in service. BY -LAW read a first, second and third time and finally passed this 24th day of June, 2002. Wayne Arthurs, Mayor Bruce Taylor, Clerk II ().. ? 'Or' h.~ lal I I IT<I8I9J~ r :r - RECOMMENDATION OF THE COMMITTEE OF THE WHOLE DATE MOVED BY SECONDED BY 1. That Clerk's Report CL 17-02 regarding Council Remuneration and Communications Policy be received; and 2. That the Communications Policy attached to Clerk's Report CL 17-02 be adopted; and 3. That Resolution #225/97 respecting Council communications be rescinded; and - 4. That the by-law attached to Clerk's Report CL 17-02 to provide for remuneration and benefits to. Members of Council be forwarded to the Council Meeting of June 24, 2002 for enactment. -