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HomeMy WebLinkAboutHonorarium and Reimbursement Policy for Advisory and Quasi-Judicial Committees of the Council - GOV-BOA-2037Page 1 of 4 POLICY GOV-BOA-2037 Honorarium and Reimbursement Policy for Advisory and Quasi-Judicial Committees of the Council Category GOV - Governance Sub-category BOA - Board & Committee Approval Type ADMINISTRATIVE/CLT Department/Division Corporate Services/ Equity, Anti-Racism & Indigenous Initiatives Team Author and Position Click here to enter text. Date Approved February 14, 2024 Last Reviewed/Amended April 13, 2026 Next Review Date April 13, 2031 Related Policies or Procedures • The Ontario Human Rights Code (OHRC) and the Accessibility for Ontarians with Disabilities Act (AODA) • GOV-COU-005 Code of Conduct for Members of Council, Local Boards & Advisory Committees • GOV-COU-2025 Equity, Inclusion & Anti-Racism Policy 1. Policy Purpose The City of Kitchener values the contributions and inclusion of diverse voices, perspectives, experiences, and expertise on its advisory and quasi-judicial committees and is committed to reducing barriers to participation by citizens in all aspects of public participation. This policy outlines honorariums to compensate and recognize the expertise and professional experiences of members of the public participating on quasi -judicial committees, and to recognize the expertise, professional experience, and lived experience of me mbers of the City's Equity and Anti-Racism Advisory Committee. This policy further sets out standardized guidelines for staff to allow for reimbursement to committee members that reduce barriers to participation in the form of transportation and childcare. The intent is for this policy to evolve over time to ensure th at all barriers to participation are eliminated for individuals. Although not exhaustive, future reimbursements may include dependent care (eldercare, disability care), technology, and mileage. This policy aligns with the City's commitment to developing and fostering an organization where equity, inclusion, and anti-racism are core principles that help shape the City’s policies, programs, services, and procedures (GOV-COR-2025). Page 2 of 4 2. Definitions None. 3. Policy Scope • This policy is only applicable to council’s advisory and quasi-judicial committees and does not apply to honoraria for public engagement. • Honoraria will not be paid to members of City council who serve on committees. • There is no honorarium and/or reimbursement for those who represent another committee or organization, or who are appointed to a committee by another organization. • Advisory and quasi-judicial committee members/chairs will not receive honoraria and/or reimbursement for attendance at meetings or events of any subcommittees. Application ☐ Employees (Indicate below which categories apply: All employees, Permanent full-time, Temporary full-time, Continuous part- time, Casual, Probationary, Student, Management, Non-union) • Click or tap here to enter text. ☐ Unions (Indicate below which categories apply: All Unions, CUPE 68 Civic, CUPE 68 Mechanics, CUPE 791, IATSE, IBEW, KPFFA) • Click or tap here to enter text. ☐ Council ☐ Specified Positions: Click or tap here to enter text. ☒ Other: Local Boards and Advisory Committees 4. Policy Content This policy section specifies the reimbursement and honoraria guidelines for all City of Kitchener advisory and quasi-judicial committees. 4.1. Reimbursement Guidelines: For the purposes of this policy, reimbursement refers to payment and/or in -kind services provided to members of council advisory and quasi -judicial committees. Reimbursement of expenses is designed to remove barriers to participation and is distinct from t he provision of honoraria or other forms of recognition. The reimbursement guideline follows a needs -based model to mitigate against barriers to participation so that members of all committees are not financially disadvantaged in any way as a result of the ir participation. Volunteer members and chairs of all advisory and quasi-judicial committees are eligible for reimbursement in accordance with the following guidelines: Childcare The costs of childcare that committee members incur will be reimbursed on an as -needed basis. The maximum payable amount and additional information are provided in the Standard Operating Procedure (SOP) and will be communicated to committee members. Page 3 of 4 Travel Costs • Public transit pass: Committee members will be eligible to have their bus or LRT expenses covered for travel to and from the committee meeting, on the date of the meeting, through the form of complimentary passes provided by the City. • Parking: Committee members will be eligible to park at the City facility where the meeting is held, on the day and time of the meeting, at no cost through the form of complimentary parking passes provided by the City. Committee members requiring a parking pass will be required to advise the Committee Administrator of this need and will be provided with the parking pass at the meeting. The City will accommodate the needs of committee members under the Ontario Human Rights Code (OHRC) and Accessibility for Ontarians with Disabilities Act (AODA). All reimbursement requests should be made directly to City staff responsible for supporting the advisory committee (“Committee Administrators”). The maximum payable amount and additional information are provided in the Standard Operating Procedure. 4.2. Honorarium Guidelines For the purposes of this policy, honorarium refers to payment provided to members of council advisory and quasi-judicial committees for expertise rendered that is fundamental to the purpose of the committees. This policy uses an equity-informed model whereby the focus is to prioritize the experiences of groups who have been historically underrepresented or excluded, harmed by colonialism, systemic racism, systemic barriers, ablism and/or other forms of oppression. The City acknowledges that the honorarium is only a token of appreciation and that the rates are not reflective of the invaluable experience these individuals offer to the City. Committee members outlined in Schedule “A” will receive an honorarium for each meeting they attend (in person or virtually) up to the maximum number of sessions mentioned in the respective terms of reference. The attendance list recorded in the minutes will determine the total honoraria for the year. The rates and payment conditions for eligible quasi-judicial and advisory committees are reflected in Schedule “A”. A T4A must be issued to an individual whose honoraria exceeds $500 in a calendar year. 4.3. Schedule A The following tables outline the rates and conditions for quasi -judicial and advisory Page 4 of 4 committees eligible for an honorarium. 1 No. Quasi-judicial Committees Honorarium Rates Payment Condition 1 Committee of Adjustment Chair(s): $175 Members: $150 Per meeting attended/by cheque or EFT / Bi- annually 2 Property Standards Committee Chair(s): $125 Members: $100 Per meeting attended/by cheque or EFT / Bi- annually No. Advisory Committee Honorarium rates Payment Condition 1 Equity and Anti-Racism Advisory Committee $150 (all members) Per meeting attended/by cheque or EFT / Monthly 5. Results of Review ☐ No Edits Required ☐ Housekeeping Edits ☒ Substantial Edits ☐ Repeal/Replace 6. Policy History Administrative and Housekeeping Changes Date Nature of Change yyyy-mm-dd Departmental re-organization/Titling changes/ Standing Committee restructuring. Substantial Changes Date Council/CLT Directive 2024-02-12 As Per Council Report COR-2024-049 2026-04-13 As Per Council Report COR-2026-131 1 Honorarium rates were determined by analyzing several factors and through internal and external engagement (focus group, informant interviews, and consultation with the Corporate Leadership Team (CLT)).