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Home My WebLink AboutFCS-12-107 - Update to Council PoliciesREPORT TO:Finance & Corporate Services Committee DATE OF MEETING: June 18, 2012 SUBMITTED BY: Dan Chapman, DCAO, Finance and Corporate Services PREPARED BY: Roger LeBrun, Manager of Accounting WARD(S) INVOLVED: All DATE OF REPORT: May 25, 2012 REPORT NO.: FCS-12-107 SUBJECT: Update to Council Policies RECOMMENDATION: THAT the policies Technology and Home Office Expenses – Mayor and Council (I-47) and Council Expense Reimbursement and Reporting (I-25) as attached to Report FIN-12-107 be approved, as amended. BACKGROUND: Staff bring forward City policies for review on both a scheduled and an ad hoc basis to ensure that the policies remain up-to-date and relevant. While completing the 2011 Statement of Council Remuneration and Expenses, both staff and the Mayor observed that the two policies referenced above were in need of review as they have not kept pace with current practice and recent budget approvals. REPORT: I-47 - Technology and Home Office Expenses for Mayor and Council The proposed amendments to this policy will more accurately reflect the current practice such that: each member of Council has access to two separate funding allocations for the purchase of technology and home office expenses, namely an operating allotment and a capital allotment; and operating funds are not carried forward from year to year, unlike capital funds which are carried forward for duration of the four year term of Council. In addition, all references to any specific dollar values have been removed from the policy and it now states that the budget process will determine the respective amounts. Operating budget allocations shall be determined annually, and capital budget allocations shall be determined every four years, in conjunction with the term of Council. This change reflects City Council’s current practice. ì ó ï The policy also has added wording that clarifies that operating and capital funding cannot be combined. The policy provides examples of the various types of eligible operating and capital expenditures, however the list is not intended to be comprehensive. This allows for any new or emerging technologies to be permitted, as long as the purchase is directly related to exercising the responsibilities of an elected municipal official. I-25 – Council Expense Reimbursement and Reporting The proposed amendments to this policy will revise the timeline for submission of Council expense reimbursement from “within thirty (30) working days” to be more generally “in a timely fashion”. In order to provide accurate and timely financial reporting, as required under the Municipal Act annually on the “Statement of Remuneration and Expenses”, the policy now st states that all requests for reimbursements must be submitted by January 31 of the following year in order to be eligible for reimbursement, otherwise the expense will not be eligible for reimbursement. This will ensure that there is full public disclosure of expenses incurred by Council members in the correct fiscal period. The policy has also been amended to includecomplimentary tickets or golf passes and all home office and technology expenses as reportable items in the annual “Statement of Remuneration and Expenses”. This change brings the policy in line with current reporting practice. ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: The recommendations of this report support the Efficient and Effective Government foundation area of the Strategic Plan as it demonstrates a commitment to the financial goal of ensuring the openness and transparency of City finances. FINANCIAL IMPLICATIONS: N/A ACKNOWLEDGED BY: Dan Chapman, DCAO, Finance and Corporate Services ì ó î ùíçîùóðìíðóùãê÷éíðçèóíî ì íðóùãîçïú÷êó øûè÷íùèíú÷ê ûï÷îø÷øòçî÷ ìíðóùãèãì÷ùíçîùóð éçúò÷ùèùíçîùóð÷äì÷îé÷ê÷óïúçêé÷ï÷îèûîøê÷ìíêèóîõ ìíðóùãùíîè÷îè ùÍÇÎÙÓÐê×ÓÏÚÇÊÉ×Ï×ÎÈ óÖÛÏ×ÏÚ×ÊÍÖùÍÇÎÙÓÐÓÉ×ÎÈÓÈÐ×ØÈÍÚ×Ê×ÓÏÚÇÊÉ×ØÖÍÊÛÙÈÇÛÐÚÇÉÓÎ×ÉÉ Ê×ÐÛÈ×Ø×ÄÌ×ÎØÓÈÇÊ×ÉÈÔ×Ê×ËÇ×ÉÈÖÍÊÊ×ÓÏÚÇÊÉ×Ï×ÎÈÓÎÙÐÇØÓÎÕÊ×Ù×ÓÌÈÉ ÏÇÉÈÚ×ÉÇÚÏÓÈÈ×ØÈÍÈÔ×ïÛÃÍÊÖÍÊÛÌÌÊÍÆÛÐÓÎÛÈÓÏ×ÐÃÖÛÉÔÓÍÎ ÉÈ ûÎÃ×ÄÌ×ÎØÓÈÇÊ×ÎÍÈÉÇÚÏÓÈÈ×ØÚÃòÛÎÇÛÊÃ ÍÖÈÔ×ÖÍÐÐÍÅÓÎÕÃ×ÛÊÅÓÐÐ ÖÍÊÖ×ÓÈÊ×ÓÏÚÇÊÉ×Ï×ÎÈ×ÐÓÕÓÚÓÐÓÈÃóÈÓÉÓÏÌ×ÊÛÈÓÆ×ÈÔÛÈ×ÄÌ×ÎØÓÈÇÊ×ÉÛÊ× Ê×ÙÍÊØ×ØÓÎÈÔ×ÛÌÌÊÍÌÊÓÛÈ×ÖÓÉÙÛÐÃ×ÛÊÓÎÍÊØ×ÊÈÍÌÊÍÆÓØ×ÛÙÙÇÊÛÈ× Ó ÎÖÍÊÏÛÈÓÍÎÍÎÈÔ×ÛÎÎÇÛÐéÈÛÈ×Ï×ÎÈÍÖê×ÏÇÎ×ÊÛÈÓÍÎÛÎØ÷ÄÌ×ÎÉ×É èÔ×ïÛÃÍÊÓÉÊ×ËÇÓÊ×ØÈÍÔÛÆ×ÔÓÉ Ô×ÊÉÇÏÏÛÊÃÍÖÚÇÉÓÎ×ÉÉÊ×ÐÛÈ×Ø ×ÄÌ×ÎØÓÈÇÊ×ÉÛÌÌÊÍÆ×ØÚÃÈÔ×ùÔÓ×ÖûØÏÓÎÓÉÈÊÛÈÓÆ×íÖÖÓÙ×Ê ùÍÇÎÙÓÐê×ÌÍÊÈÓÎÕ ÛûÎÓÈ×ÏÓÂ×ØÛÎÎÇÛÐéÈÛÈ×Ï×ÎÈÍÖê×ÏÇÎ×ÊÛÈÓÍÎÛÎØ÷ÄÌ×ÎÉ×ÉÌÛÓØ ÈÍ×ÛÙÔÏ×ÏÚ×ÊÍÖùÍÇÎÙÓÐÓÎÊ×ÉÌ×ÙÈÍÖÔÓÉÍÊÔ×ÊÉ×ÊÆÓÙ×ÉÛÉÛ Ï×ÏÚ×ÊÍÖùÍÇÎÙÓÐÉÔÛÐÐÚ×ÌÊ×ÌÛÊ×ØÛÎØÉÇÚÏÓÈÈ×ØÈÍùÍÇÎÙÓÐÚÃ ÉÈ ïÛÊÙÔ ÍÖÈÔ×ÖÍÐÐÍÅÓÎÕÃ×ÛÊ Úê×ÏÇÎ×ÊÛÈÓÍÎÛÎØ×ÄÌ×ÎÉ×ÉÈÍÚ×Ê×ÌÍÊÈ×ØÓÎÈÔ×éÈÛÈ×Ï×ÎÈÍÖ ê×ÏÇÎ×ÊÛÈÓÍÎÛÎØ÷ÄÌ×ÎÉ×ÉÅÓÐÐÓÎÙÐÇØ× ÓûÎÃÉÛÐÛÊÃÛÎØÖÊÓÎÕ×Ú×Î×ÖÓÈÉÌÛÓØÈÍÈÔ×ïÛÃÍÊÛÎØùÍÇÎÙÓÐ Ï×ÏÚ×ÊÉ ÓÓûÎÃÙÍÎÖ×Ê×ÎÙ×ÉÛÈÈ×ÎØ×ØÚÃÈÔ×ïÛÃÍÊÛÎØùÍÇÎÙÓÐ Ï×ÏÚ×ÊÉ ÓÓÓûÎÃÏ××ÈÓÎÕÉÛÈÈ×ÎØ×ØÚÃÈÔ×ïÛÃÍÊÛÎØùÍÇÎÙÓÐÏ×ÏÚ×ÊÉ ÛÉéÌ×ÙÓÛÐùÍÇÎÙÓÐûÌÌÍÓÎÈ××É ÓÆïÛÃÍÊªÉÙÛÊÛÐÐÍÅÛÎÙ×ÛÎØ ñóèùô÷î÷êìÛÕ×ÍÖ òçî÷ ì ó í ùíçîùóðìíðóùãê÷éíðçèóíî ÆûÎÃÚÇÉÓÎ×ÉÉÊ×ÐÛÈ×ØÏÓÐ×ÛÕ×ÙÍÉÈÉÓÎÙÇÊÊ×ØÚÃùÍÇÎÙÓÐ Ï×ÏÚ×ÊÉ ÆÓûÎÃÙÍÏÌÐÓÏ×ÎÈÛÊÃÈÓÙÑ×ÈÉÍÊÕÍÐÖÌÛÉÉ×É ÆÓÓûÐÐÔÍÏ×ÍÖÖÓÙ×ÛÎØÈ×ÙÔÎÍÐÍÕÃ×ÄÌ×ÎÉ×É ñóèùô÷î÷êìÛÕ× ÍÖ òçî÷ ì ó ì ùíçîùóðìíðóùãê÷éíðçèóíî ì íðóùãîçïú÷êóøûè÷é÷ìè÷ïú÷ê ûï÷îø÷øîíæ÷ïú÷ê û ï÷îø÷øòçî÷ ìíðóùãèãì÷ùíçîùóð éçúò÷ùèè÷ùôîíðíõãûîøôíï÷íööóù÷÷äì÷îé÷é¦ïûãíê ûîøùíçîùóð ìíðóùãùíîè÷îè è Ô×ïÛÃÍÊÛÎØ×ÛÙÔÏ×ÏÚ×ÊÍÖùÍÇÎÙÓÐÅÓÐÐÚ×ÛÐÐÍÙÛÈ×ØÍÌ×ÊÛÈÓÎÕÛÎØÙÛÌÓÈÛÐ ÖÇÎØÓÎÕÈÍÚ×ÇÉ×ØÖÍÊÈ×ÙÔÎÍÐÍÕÃÛÎØÔÍÏ×ÍÖÖÓÙ××ÄÌ×ÎÉ×ÉØÇÊÓÎÕÈÔ×ÖÍÇÊÃ×ÛÊ È×ÊÏÍÎùÍÇÎÙÓÐèÔ×ÍÌ×ÊÛÈÓÎÕÛÎØÙÛÌÓÈÛÐÛÏÍÇÎÈÉÅÓÐÐÚ×Ø×È×ÊÏÓÎ×ØØÇÊÓÎÕ ÈÔ×ùÓÈÃªÉÚÇØÕ×ÈÛÌÌÊÍÆÛÐÌÊÍÙ×ÉÉ÷ÐÓÕÓÚÐ××ÄÌ×ÎØÓÈÇÊ×ÉÛÊ×ÐÓÏÓÈ×ØÈÍ È×ÙÔÎÍÐÍÕÃÛÎØÔÍÏ×ÍÖÖÓÙ×ÙÍÉÈÉØÓÊ×ÙÈÐÃÊ×ÐÛÈ×ØÈÍ×Ä×ÊÙÓÉÓÎÕÈÔ×Ê×ÉÌÍÎÉÓÚÓÐÓÈÓ×É ÍÖÛÎ×Ð×ÙÈ×ØÏÇÎÓÙÓÌÛÐÍÖÖÓÙÓÛÐ ÷ÄÛÏÌÐ×ÉÍÖÊ×Ð×ÆÛÎÈÍÌ×ÊÛÈÓÎÕ×ÄÌ×ÎÉ×ÉÓÎÙÐÇØ× ù×ÐÐÌÔÍÎ×ÇÉÛÕ×úÐÛÙÑÚ×ÊÊÃÇÉÛÕ× ? ø×ØÓÙÛÈ×ØÔÍÏ×ÍÖÖÓÙ×ÌÔÍÎ×ÐÓÎ× ? ø×ØÓÙÛÈ×ØÔÍÏ×ÍÖÖÓÙ×ÖÛÄÐÓÎ× ? ôÍÏ×ÓÎÈ×ÊÎ×ÈÛÙÙ×ÉÉ ? ìÛÌ×ÊÛÎØÍÖÖÓÙ×ÉÇÌÌÐÓ×É ? óÎÑùÛÊÈÊÓØÕ×É ? ÷ÄÛÏÌÐ×ÉÍÖÊ×Ð×ÆÛÎÈÙÛÌÓÈÛÐ×ÄÌ×ÎÉ×ÉÓÎÙÐÇØ× ù×ÐÐÌÔÍÎ×É×ÕúÐÛÙÑÚ×ÊÊÃ ? ðÛÌÈÍÌÉ îÍÈ×ÚÍÍÑÉ èÛÚÐ×ÈÉ ? ø×ÉÑÈÍÌÙÍÏÌÇÈ×ÊÉÛÎØÊ×ÐÛÈ×Ø×ËÇÓÌÏ×ÎÈ ? íÖÖÓÙ×ÖÇÊÎÓÈÇÊ×ÌÇÊÙÔÛÉ×ØÓÎÈÔ×ÖÓÊÉÈÃ×ÛÊÍÖÛÈ×ÊÏ ? íÌ×ÊÛÈÓÎÕÖÇÎØÉÛÎØÙÛÌÓÈÛÐÖÇÎØÉÅÓÐÐÚ×ÈÊÛÙÑ×ØÛÎØÊ×ÌÍÊÈ×ØÉ×ÌÛÊÛÈ×ÐÃ ùÛÌÓÈÛÐÌÇÊÙÔÛÉ×ÉÙÛÎÎÍÈÚ×ÖÇÎØ×ØÖÊÍÏÈÔ×ÍÌ×ÊÛÈÓÎÕÛÐÐÍÈÏ×ÎÈÛÎØÆÓÙ×Æ×ÊÉÛ íÌ×ÊÛÈÓÎÕÖÇÎØÉÅÓÐÐÎÍÈÚ×ÙÛÊÊÓ×ØÍÆ×ÊÈÍÈÔ×ÉÇÚÉ×ËÇ×ÎÈÃ×ÛÊóÎÈÔ××Æ×ÎÈÈÔÛÈ ÛÏ×ÏÚ×ÊÍÖùÍÇÎÙÓÐ×ÄÙ××ØÉÈÔ×ÓÊÍÌ×ÊÛÈÓÎÕÚÇØÕ×ÈÓÎÛÕÓÆ×ÎÃ×ÛÊÈÔ×ÚÛÐÛÎÙ× ÓÎ×ÄÙ×ÉÉÍÖÈÔ×ÛÚÍÆ×ÌÍÐÓÙÃÅÓÐÐÚ×ÙÔÛÊÕ×ØÛÕÛÓÎÉÈÈÔ×Î×ÄÈÛÆÛÓÐÛÚÐ×ÌÛÃ çÎÇÉ×ØÙÛÌÓÈÛÐÖÇÎØÉÅÓÐÐÚ×ÙÛÊÊÓ×ØÍÆ×ÊÈÍÉÇÚÉ×ËÇ×ÎÈÃ×ÛÊÉÅÓÈÔÓÎÈÔ×ÖÍÇÊÃ×ÛÊ È×ÊÏóÎÈÔ××Æ×ÎÈÈÔÛÈÛÏ×ÏÚ×ÊÍÖùÍÇÎÙÓÐ×ÄÙ××ØÉÈÔ×ÓÊÙÛÌÓÈÛÐÚÇØÕ×ÈÓÎÛ ñóèùô÷î÷êìÛÕ×ÍÖ òçî÷ ì ó ë ìíðóùãîçïú÷êó ìíðóùãèãì÷ùíçîùóð éçúò÷ùèè÷ùôîíðíõãûîøôíï÷íööóù÷÷äì÷îé÷é¦ïûãíêûîø ùíçîùóð ÕÓÆ×ÎÃ×ÛÊÈÔ×ÚÛÐÛÎÙ×ÓÎ×ÄÙ×ÉÉÍÖÈÔ×ÛÚÍÆ×ÌÍÐÓÙÃÅÓÐÐÚ×ÙÔÛÊÕ×ØÛÕÛÓÎÉÈÈÔ× Î×ÄÈÛÆÛÓÐÛÚÐ×ÌÛÃ è×ÙÔÎÍÐÍÕÃÌÇÊÙÔÛÉ×ÉÛÎØÙÍÎÈÊÛÙÈÉÛÊ××ÎÙÍÇÊÛÕ×ØÈÍÚ×ÛØÏÓÎÓÉÈ×Ê×ØÚÃÈÔ× ùÓÈÃÓÎÍÊØ×ÊÈÍ×ÎÉÇÊ×ÙÍÎÉÓÉÈ×ÎÙÃÍÖÈ×ÙÔÎÍÐÍÕÃÛÎØÈÍÏÛÄÓÏÓÂ×ÌÇÊÙÔÛÉÓÎÕ ÌÍÅ×ÊûÎÃÈ×ÙÔÎÍÐÍÕÓÙÛÐÌÇÊÙÔÛÉ×ÉÈÔÛÈÓÎÈ×ÕÊÛÈ×ÍÊÙÍÎÎ×ÙÈÈÍÈÔ×ùÓÈÃªÉØÛÈÛ ÍÊÈ×Ð×ÙÍÏÏÇÎÓÙÛÈÓÍÎÉÎ×ÈÅÍÊÑÓÎÛÎÃÅÛÃÏÇÉÈÚ×Æ×ÊÓÖÓ×ØÈÍÏ××ÈÛÐÐÙÇÊÊ×ÎÈ É×ÙÇÊÓÈÃÊ×ËÇÓÊ×Ï×ÎÈÉÈÍÏÓÈÓÕÛÈ×ÛÎÃÌÍÈ×ÎÈÓÛÐÊÓÉÑÉÈÍÈÔ×ùÓÈÃªÉÈ×ÙÔÎÍÐÍÕÓÙÛÐ ÛÉÉ×ÈÉê×ÌÛÓÊÉÈÍÔÛÊØÅÛÊ×ÈÔÛÈÅÛÉÌÇÊÙÔÛÉ×ØØÓÊ×ÙÈÐÃÚÃÈÔ×ùÓÈÃÛÎØÈÔÛÈÖÛÐÐ ÇÎØ×ÊÅÛÊÊÛÎÈÃÙÍÆ×ÊÛÕ×ÅÓÐÐÚ×ÛØÏÓÎÓÉÈ×Ê×ØÚÃÈÔ×ùÓÈÃÌÊÍÆÓØ×ØÈÔ×ÖÛÇÐÈÃ ×ËÇÓÌÏ×ÎÈÓÉÚÊÍÇÕÔÈÚÛÙÑÈÍùÓÈÃôÛÐÐ è×ÙÔÎÍÐÍÕÃÌÇÊÙÔÛÉ×ÉÅÓÈÔÛÇÉ×ÖÇÐÐÓÖ×ÕÊ×ÛÈ×ÊÈÔÛÎÍÎ×Ã×ÛÊÅÓÐÐÔÛÆ×ÛÇÉ×ÖÇÐ ÐÓÖ×Ì×ÊÓÍØÛÉÉÓÕÎ×ØÈÍÓÈ óÖÈÔ×ïÛÃÍÊÍÊÛùÍÇÎÙÓÐÏ×ÏÚ×ÊÓÉÊ××Ð×ÙÈ×ØÖÍÊÛÉÇÚÉ×ËÇ×ÎÈÈ×ÊÏÔ× ÉÔ×ÙÛÎ ÙÔÍÍÉ××ÓÈÔ×ÊÈÍ Ê×ÌÐÛÙ×ÈÔ×ÓÊÈ×ÙÔÎÍÐÍÕÃ×ËÇÓÌÏ×ÎÈÊ×ÈÇÊÎÓÎÕÛÎÃ×ËÇÓÌÏ×ÎÈÅÓÈÔÛÎÇÉ×ÖÇÐ ÐÓÖ×Ê×ÏÛÓÎÓÎÕÈÍÈÔ×ùÓÈÃÍÊÌÛÃÓÎÕÍÇÈÈÔ×ÆÛÐÇ×ÍÖÛÎÃÊ×ÏÛÓÎÓÎÕÇÉ×ÖÇÐÐÓÖ× ÍÊ ÙÍÎÈÓÎÇ×ÅÓÈÔÈÔ××ÄÓÉÈÓÎÕ×ËÇÓÌÏ×ÎÈ óÖÈÔ×ïÛÃÍÊÍÊùÍÇÎÙÓÐÏ×ÏÚ×ÊÓÉÎÍÈÊ××Ð×ÙÈ×ØÍÊØÍ×ÉÎÍÈÙÍÏÌÐ×È×ÛÖÇÐÐÖÍÇÊ Ã×ÛÊÈ×ÊÏÔ× ÉÔ×ÙÛÎÙÔÍÍÉ××ÓÈÔ×ÊÈÍ ÌÛÃÈÔ×ÆÛÐÇ×ÍÖÛÎÃÊ×ÏÛÓÎÓÎÕÇÉ×ÖÇÐÐÓÖ×ÈÍÌÇÊÙÔÛÉ×ÈÔ×È×ÙÔÎÍÐÍÕÃ ×ËÇÓÌÏ×ÎÈÌ×ÊÉÍÎÛÐÐÃÍÊ Ê×ÈÇÊÎÈÔ×È×ÙÔÎÍÐÍÕÃ×ËÇÓÌÏ×ÎÈÈÍÈÔ×ùÓÈÃ öÍÊÌÇÊÌÍÉ×ÉÍÖÈÔÓÉÌÍÐÓÙÃ©Ã×ÛÊ¨ÓÉØ×ÖÓÎ×ØÛÉø×Ù×ÏÚ×ÊÈÍîÍÆ×ÏÚ×Ê íÌ×ÊÛÈÓÎÕÛÎØÙÛÌÓÈÛÐ×ÄÌ×ÎØÓÈÇÊ×ÉÓÎÙÇÊÊ×ØÇÎØ×ÊÈÔÓÉÌÍÐÓÙÃÅÓÐÐÚ×ÌÇÚÐÓÙÐÃ Ê×ÌÍÊÈ×ØÛÎÎÇÛÐÐÃÛÉÌÛÊÈÍÖÈÔ×ÉÈÛÈ×Ï×ÎÈÍÖÊ×ÏÇÎ×ÊÛÈÓÍÎÛÎØ×ÄÌ×ÎÉ×ÉÛÉ Ê×ËÇÓÊ×ØÓÎé×ÙÈÓÍÎ ÍÖÈÔ×ïÇÎÓÙÓÌÛÐûÙÈ ñ óèùô÷î÷êìÛÕ× ÍÖ òçî÷ ì ó ê