HomeMy WebLinkAboutPOL-011-23 Councillor's Compensation & Expenses
COUNTY OF NEWELL - POLICY HANDBOOK
POLICY NO: POL-011-23
TITLE: COUNCILLOR’S COMPENSATION & EXPENSES
ADOPTED: February 9, 2023 (C-49/23); Amended January 11, 2024 (C-04/24)
SUPERCEDES NO: 2020-PLG-014 PAGE NO: 1 of 5
POLICY PURPOSE: The purpose of this policy is to establish compensation and expense
reimbursement for Councillors at a level that will attract community-minded citizens as candidates
for public office and ensure compensation provided is transparent, cost-effective, and maintained
relative to comparative municipalities in Alberta.
DEFINITIONS:
“Council Business” refers to the activities conducted by Council in keeping with the provisions
of the Municipal Government Act.
“Councillors” includes the Reeve and Councillors of the County of Newell.
“Councillor’s Office” As a Councillor, it is required to live in the Division in which the Councillor
is elected. A Councillor's Office, or place of work, is deemed to be the Councillor’s residence.
POLICY GUIDELINES:
Basic Honorarium, Per Diems and Allowances
1. Basic Honorarium:
a. A basic (monthly) honorarium shall be paid to Councillors for the following Council
Business:
i. Independent work with residents, businesses and other organizations (including
open houses and public meetings).
ii. Preparation for council and committee meetings.
iii. Informal meetings with the CAO, staff and Councillors.
iv. Evening networking events while at conferences and conventions.
v. Attendance at meetings, volunteer events and social functions within the municipal
boundary as dignitaries representing the County (i.e. Remembrance Day
ceremonies, parades, Canada Day events, ribbon cuttings/grand openings);
vi. Divisional Hamlet Advisory Committees, Road Tours, Recreation Board and Fire
Department meetings.
vii. Attendance at County functions in the context of celebrations or social functions.
b. The current basic honorarium rates are identified in Schedule “A”.
2. Per Diems:
a. Councillors may claim an hourly per diem for all Council directed activity and the following
Council Business:
i. Regular Council meetings, Special Council meetings, Committee of the Whole
meetings and Organizational meetings.
ii. All internal committee meetings of the County.
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iii. Council orientation, strategic planning and working sessions.
iv. Meetings of any external committee, board, or commission to which the Councillor
is appointed by Council and for which no other per diem is paid.
v. Conferences and Conventions.
vi. Council approved training and development courses.
vii. Business meetings with other municipal councils.
viii. Meetings with other government agencies and businesses on behalf of the County.
ix. All other meetings or public appearances approved by Council as a “Function of
Council”.
b. Time calculated for per diem claims shall include travel time to and from the activity.
c. Hours are to be recorded on a one-half hour basis with parts of a one-half hour period
being rounded up to the next one-half hour.
d. Where a Councillor receives remuneration from another board, commission or committee
for their duly authorized attendance at meetings on behalf of the County, the Councillor’s
pay from the County shall be adjusted to match County policy.
e. The current per diem rates are identified in Schedule “A”.
3. Allowances:
a. Councillors shall be paid a monthly communications allowance to cover phone, cell phone,
and internet charges. The current rate is identified in Schedule “A”.
b. Councillors may claim a wait time allowance up to three (3) hours where there is a delay
between the end of one meeting and the start of the next function. The claim must not
exceed the actual wait time rounded up to the nearest one-half hour.
4. The rates for basic honorariums, per diems, and allowances will be adjusted annually,
effective January 1st each year, to reflect the December Consumer Price Index year over year
percent change for Alberta as determined by Statistics Canada.
Conferences and Conventions
5. Councillors are expected to represent the County at conferences and conventions. Attendance
at a Conference outside of those listed in section 6 and 7 below shall receive the prior
authorization of Council for a Councillor to attend. If no Council meeting is scheduled to obtain
approval, then the Reeve is to be made aware of the necessity of attending and Council will
make a final decision at their next meeting.
6. The following are deemed approved for all Councillors to attend:
a. Spring & Fall Rural Municipalities of Alberta Conventions
b. Agriculture Service Board Summer Tour & Winter Conference
c. Foothills Little Bow Municipal Association Meetings.
d. The Federation of Canadian Municipalities Annual Conference (each Councillor may
attend once per four-year term)
7. The following are deemed approved for Councillors and members-at-large to attend if the
Councillor or member-at-large is a member of the respective Board or Committee indicated in
brackets:
a. Alberta Library Conference (Shortgrass & Municipal Library Board members)
b. Disaster Forum (Emergency Management Committee members)
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c. Regional ASB Conference (ASB members)
d. Seniors Housing Convention (Newell Foundation members)
e. Spring Planning Conference (MPC & SDAB members)
f. Spring & Fall FCSS Conventions (FCSS members)
g. Southern Alberta Waste to Energy Alliance (SAWEA)
h. City of Brooks Recreation Board (participating as a representative of the County’s Div. 5
& 10 Recreation Board)
i. Alberta Water Week (Newell Regional Services Corporation)
j. Alberta Coordinated Action for Recycling Enterprises (Newell Recycling Association)
8. Councillors may claim up to a maximum of eight (8) hours per day for conference and
convention time plus actual travel time.
Training and Professional Development
9. Councillors are encouraged to participate in professional training and development
opportunities to enhance their skills and knowledge to effectively fulfil their governance roles
and responsibilities.
10. Each Councillor shall be entitled to a yearly allowance for training and development which will
be included in the annual budget.
11. Each Councillor shall be responsible for keeping within their budgeted amounts for training
and professional development.
12. The following are deemed approved for all Councillors:
a. Elected Officials Education Program
b. RMA workshops and webinars
c. Annual Brownlee Law Seminar
d. Annual Reynolds Mirth Richards Farmer Law Seminar
13. All other training and development must be approved by separate resolution of Council as a
“Function of Council”.
14. Councillors are expected to provide a written report to Council on the training and development
they have completed.
Travel & Subsistence
15. Mileage will be paid to Councillors for all Council Business at the current provincial government
approved rate both ways. Mileage is not covered for activities such as the Christmas Party,
Golf Tournaments, Emerson Park Opening and other similar events
16. Mileage will be paid to Councillors for attendance at volunteer events and social functions
within the region as dignitaries representing the County (i.e. Remembrance Day ceremonies,
parades, rodeos, photo ops, Canada Day events, grand openings);
17. Hotels, flights, taxis, and parking will be reimbursed at actual cost with submission of a receipt.
18. A subsistence meal allowance, based on the most recently approved CRA simple method, will
be paid while a Councillor is away from the Councillor’s Office, unless meals are provided,
then the allowance shall not be claimed whether a Councillor takes advantage of the meal or
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not. Administration will distribute information regarding the prevailing CRA rate as updates
occur.
ROLES AND RESPONSIBILITIES:
Councillors
19. Shall obtain receipts and/or other required documents to substantiate all expenditures and
submit with any expense claim. Only detailed itemized receipts with GST number (if
applicable) will be accepted. Debit and credit card receipts do not provide sufficient information
to substantiate expenditures; however, in the instance where a receipt is lost or could not be
obtained, approval will be at the discretion of the Councillor’s Compensation Committee.
20. Where necessary, ensure a motion of Council for the Councillor’s attendance is made prior to
the claiming it on their monthly time sheet and expense report.
21. Shall not exceed individual budgets without prior approval of Council, by a resolution passed
at a public meeting.
22. Should record “no charge” activity on the monthly Councillor Compensation & Expenses
claims.
23. Disclose to Payroll staff any remuneration received from another board, commission or
committee for their duly authorized attendance at meetings on behalf of the County to enable
Payroll staff to adjust the Councillor’s compensation to match this policy.
Administration
24. Shall provide Council with monthly compensation summary sheets indicating Councillor total
compensation including the split between remuneration and expenses for the month and year
to date.
25. Coordinate and pay for travel, accommodation, training and development, convention and
conference activities of Council to benefit from group rates or discounts to the extent feasible
and practicable and minimize the necessity of separate expense claims from individual
Councillors.
26. Review and budget sufficient funds to enable individual Councillors and Council as a whole to
carry out their respective duties and manage their individual budget.
27. Review and update rates in Schedule “A” on an annual basis in accordance with the provisions
of this policy.
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SHEDULE “A”
HONORARIUM, PER DIEMS AND ALLOWANCES
BASIC HONORARIUM (paid monthly)
Reeve $2,012.41
Councillors $1,341.60
PER DIEM HOURLY RATE
Effective January 1, 2024 $44.99
COMMUNICATION ALLOWANCE (paid monthly)
Effective January 1, 2024 $113.30
TRAINING AND DEVELOPMENT ALLOWANCE (annual allocation)
Effective January 1, 2024 $2,060.00