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HomeMy WebLinkAboutFIN-06-056 - Amendment to Policy I-47 - Technology & Home Office Expenses - Mayor & Council ) db KITCHENER Financial Services ,.. Report To: Mayor Carl Zehr and Members of Council Date of Meeting: Submitted By: Prepared By: Ward(s) Involved: Date of Report: Report No.: Subject: November 27,2006 Pauline Houston, General Manager Financial Services & Treasurer Pauline Houston, General Manager Financial Services & Treasurer All November 27,2006 FIN-06-056 RECOMMENDATION: Amendment to Policy 1-47- Technology and Home Office Expenses- Mayor and Council THAT the amended policy for Technology and Home office Expenses - Mayor and Council as attached to Report FIN-06-056 be approved. REPORT: Please find attached a copy of the proposed amended policy for 1-47- Technology and Home Office Expenses for Mayor and Council. The policy reflects the changes necessary to accommodate a four year term of Council instead of 3, allows for the purchase of some office furniture in the first year of the term of Council and carries any outstanding allocations from one year to the subsequent year, with any overages being responsible by a Councillor in the final pay of a Council term. This revised policy would take effect December 1, 2006 with the new term of Council. FINANCIAL IMPLICATIONS: None. Funding provided in the annual operating budget to accommodate this amended policy. Pauline Houston, CA General Manager of Financial Services & City Treasurer PH/mf COUNCIL POLICY RESOLUTION POLICY NUMBER: 1-47 DATE: SEPTEMBER 15,2003 AMENDED: NOVEMBER 27, 2006 POLICY TYPE: COUNCIL SUBJECT: TECHNOLOGY AND HOME OFFICE EXPENSES - MAYOR AND COUNCIL POLICY CONTENT: THIS POLICY IS EFFECTIVE DECEMBER 1, 2006. The Mayor and each member of Council will be allocated a maximum of $5,300 per year for each year of Council's four year term to be used for technology and home office expenses. This maximum will be increased annually by the rate of inflation (Le. the consumer price index). Examples of relevant expenses include: cell phones, dedicated home office telephone line, fax, portable e-mail device (e.g. blackberry), computer and related equipment, office furniture (purchased in the first year of a term), etc. All technology purchases and contracts will be directly administered by the City to ensure consistency of technology and to maximize purchasing power. Any technological purchases that integrate or connect to the City's data or telecommunications network in any way must be verified to meet all current security requirements to mitigate any potential risks to the City's technological assets. Repairs to hardware that was purchased directly by the City and that fall under warranty coverage will be administered by the City provided the faulty equipment is brought back to City Hall. Technology purchases with a useful life greater than one year will have a useful life period assigned to it. If the Mayor or a Council member is re-elected for a subsequent term, he/she can choose either: 1 . to replace their technology equipment, returning any equipment with an useful life remaining, to the City or paying out the value of any remaining useful life, or 2. to continue with the existing equipment. KITCHENER Page 1 of 2 SEPTEMBER 2003 POLICY NUMBER: 1-47 POLICY TYPE: COUNCIL SUBJECT: TECHNOLOGY AND HOME OFFICE EXPENSES - MAYOR AND COUNCIL If the Mayor or Council member is not re-elected or does not complete a full four year term, he/she can choose either: 1 . to pay the value of any remaining useful life to purchase the computer equipment personally, or 2. to return the computer equipment to the City. For purposes of this policy, "year" is defined as December 1 to November 30. Balances above/below the annual allocation will be carried over to the subsequent year. At the end of the four year term, any remaining balance in excess of the above policy will be charged against the Mayor or Councillor's last pay in November of that year. KITCHENER Page 2 of 2 SEPTEMBER 2003