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Home My Public Portal About2019-04-18_COW_Public Agenda PackagePage 1 of 2 of Agenda Cover Page(s) Committee of the Whole AGENDA Thursday, April 18, 2019 Chester Municipal Council Chambers 151 King Street, Chester, NS 1.MEETING CALLED TO ORDER 2.APPROVAL OF AGENDA/ORDER OF BUSINESS 3.PUBLIC INPUT SESSION (8:45 A.M.–9:00 A.M.) 4.MINUTES OF PREVIOUS MEETING 4.1 Committee of the Whole –April 4, 2019 5.PUBLIC PRESENTATIONS 5.1 John Scott, Hubbards and Area ATV Club, requesting a letter of support for an application to the Province for the TIR Pilot Program allowing ATVs to travel on the side of the road. (9:15 a.m.) a.Letter from John Scott. b.Map from John Scott. c.Copy of Provincial information regarding the pilot program. 6.MATTERS ARISING. 7.POLICY DEVELOPMENT/REVIEW. 8.CORRESPONDENCE 8.1 Letter dated April 2, 2019 from Carolyn Bolivar-Getson, Chair of the Lunenburg County Lifestyle Centre (LCLC), requesting an operating grant in the amount of $5,000 for the LCLC. Page 2 of 2 9.NEW BUSINESS 9.1 2019/20 Mileage information from the province. a.Policy P-09 Remuneration of Warden, Deputy Warden, and Councillors (Section F). b.Policy P-55 Personnel Policy (Section 6.4.1). 10.IN CAMERA 10.1 Section 22(2)(e) of the Municipal Government Act –Contract Negotiations 11.ADJOURNMENT APPOINTMENTS 9:15 a.m.John Scott, Hubbards and Area ATV Club. CouncilsupportforHubbards ATVclub’sapplicationtoTIR HubbardsATVclub andATVANSwouldlike TIRtoincludeMillLake road # 1 and highway103 exitroadtobeincludedinthesharetheroadprogram. Thisis a2KMconnectionbetweentheChesterrailsto trailsandthe Crownlands northof highway103. This wouldallow forsafelegaltravel forATVersto gain accesstoamenitiesandrecreationaltrails. Thisconnectionhasbeenusedsince the1960’slongbeforehighway103 wasbiult. Currentlysome arecrossing4 lanes oftrafficillegallytodothiswhichis notinthebestinterestofanyone. Kilometrage and Transportation Allowance Rate Changes Effective April 1, 2019 1 A. KILOMETRAGE REIMBURSEMENT RATES REGULAR RATES KILOMETRES DRIVEN OLD RATE NEW RATE 0-16 000 km 44.15 ¢/km 45.85 ¢/km 16 000.1+ km 38.96 ¢/km 40.46 ¢/km DNR LIGHT TRUCK SUPPLEMENTARY RATES KILOMETRES DRIVEN OLD RATE NEW RATE 0-16 000 km 48.18 ¢/km 50.03 ¢/km 16 000.1+ km 42.99 ¢/km 44.65 ¢/km B. MONTHLY ALLOWANCES REGULAR OLD RATE NEW RATE 343.19 plus 25.32 $356.40 plus 26.29 DNR LIGHT TRUCK SUPPLEMENTARY 343.19 plus 29.32 $356.40 plus 30.45 TIR ENGINEERING SURVEY TECHNICIANS/PROJECT ENGINEERS $923.23 $958.77 SCALE HOUSE OPERATORS AND ROAD TRANSPORT INSPECTOR RATES KILOMETRES DRIVEN OLD RATE NEW RATE 8-24 KM $68.82 $71.47 24.1-48.3 KM $104.87 $108.91 OVER 48.3 KM $176.97 $183.78 Kilometrage and Transportation Allowance Rate Changes Effective April 1, 2019 2 C. TRANSPORTATION ALLOWANCES CALL BACK OLD RATE NEW RATE $9.95 per call $10.33 per call TRAVEL BETWEEN $8.26 per shift $8.58 per shift 12:00 AM AND 6:00 AM MUNICIPALITY OF THE DISTRICT OF CHESTER POLICY P-09 REMUNERATION WARDEN, DEPUTY WARDEN AND COUNCILLORS 2017/18 BE IT RESOLVED that the remuneration of the Warden and Councillors shall be as follows: A. The Warden shall be paid a base salary of $39,867.66 per annum, $26,578.47 as a taxable stipend and $13,289.19 as an elected official’s tax-free allowance, payable monthly. B. The Deputy Warden shall be paid a base salary of $21,622.54 per annum, $14,415.02 as a taxable stipend and $7,207.52 as an elected official’s tax-free allowance, payable monthly. C. All remaining Councillors shall be paid a base salary of $18,920.28 per annum, $12,613.52 as a taxable stipend and $6,306.76 as an elected official’s tax-free allowance, payable monthly. D. Annually the Municipal Council considers the cost of living increase which has taken place over the previous year and will approve an increase in the level of compensation which is to be payable to all employees of the Municipality under Section 5.3.1. The percentage increase approved for staff will also apply to the remuneration paid to the Warden, Deputy Warden and Councillors. E. As provided by the Income Tax Act (Canada) as amended, the amounts provided for payments to Warden, Deputy Warden and Councillors in paragraphs A, B, C and D shall be paid as follows:  Two-thirds as a taxable stipend; and  One-third as an elected official’s tax-free allowance. F. All Councillors, including the Warden and Deputy Warden, in addition to the payments set forth above, shall be paid an allowance for travel for kilometres travelled once each day for going to and returning from every daily session of the Council or a Committee or attendance at every Board Meeting or other function if this attendance is as a representative of Council. The allowance for travel will be a per km rate reimbursed at the provincial rate. G. A Warden or Deputy Warden and Councillors who miss more than three (3) Council or Committee meetings in any year without leave of Council shall have the sum of $55.00 per missed meeting deducted from any salary paid to such individual. H. This Resolution shall take effect on the 13th day of July, 2017. RECORD OF ADOPTION/AMENDMENTS Effective Date Reason for Adoption/Amendment March 16, 2017 2017-135 – Approval of Cost of Living (CPI) of 1.2% approved by Council on March 16, 2017. July 31, 2017 Amendment to change all policies with mileage references to reflect use of provincial mileage rate. Notice of Amendment - Committee of the Whole – April 5, 2012 (2012-161) Page 1 of 2 1st Notice - Amended – Council – April 12, 2012 (2012-203) 2nd Notice – April 26, 2012 (2012-239) Effective Date – April 26, 2012 SECTION 6 - TRAVEL EXPENSE & MEAL ALLOWANCE 6.1 Purpose To establish guidelines for the reimbursement of travel expenses incurred by an employee while conducting Municipal business away from the Municipal Offices. 6.2 Objectives The objectives of the Travel Policy will be to: 6.2.1 Identify circumstances that dictate travel; 6.2.2 Identify travel expenses that will be eligible for reimbursement; 6.2.3 Provide authorization to travel; and 6.2.4 Provide the procedure to claim travel expenses. 6.3 Policy The Municipality of the District of Chester shall reimburse employees for all reasonable and appropriate expenses for travel, meals, and accommodations incurred in the course of carrying out their duties and responsibilities and attending meetings, courses, seminars, conferences or call-outs approved by the Municipality. The mode of transportation chosen should be that which enables the employee to conveniently meet scheduled appointments, minimizes the amount of working time spent in traveling and is the most cost effective means of transportation. 6.4 Travel Expenses Eligible for Reimbursement Itemized receipts are required for reimbursement of all travel expenses unless stated below and to be submitted to the appropriate Department Head for approval. 6.4.1 Car Travel - where car travel is indicated as the most suitable mode of transportation, an employee may use their own car and be reimbursed at the Provincial rate. Employees are responsible for their own insurance while using their vehicle on municipal business. Employees should endeavour to travel in one car when two or more employees are scheduled for the same destination at the same time. 6.4.2 Car Rental - reimbursement will be made for rental of economy type cars at destination. Rental of car requires prior approval of the Department Head or, for Department Heads, prior approval of the CAO. Section 6 - Travel Expense & Meal Allowance (continued) Notice of Amendment - Committee of the Whole – April 5, 2012 (2012-161) Page 2 of 2 1st Notice - Amended – Council – April 12, 2012 (2012-203) 2nd Notice – April 26, 2012 (2012-239) Effective Date – April 26, 2012 6.4.3 Accommodation - single room accommodation rate will be reimbursed. Double room accommodation rate will be reimbursed if two or more employees share the same room. 6.4.4 Meals - the employee=s reasonable out-of-pocket costs will be reimbursed for personal meals while traveling on Municipal business while attending meetings or while on call- outs. Itemized receipts, and debit/Visa slips are required for all meals. Reasonable tips and gratuities will be reimbursed, if receipted. Alcoholic beverages are not eligible for reimbursement. 6.4.5 Telephone - All telephone expenses for Municipal business purposes will be reimbursed. 6.4.6 Parking and Toll Expenses - the Municipality will reimburse all parking expenses and bridge/road tolls. Receipts are required. 6.4.7 Miscellaneous - Out of pocket expenses for parking, taxi fares, dry cleaning, bridge/causeway tolls, ferry, etc., as appropriate. Receipts are required. 6.4.8 The only expenses for which receipts are not required are as follows: $ claims for per diem meal allowances $ claims for car mileage 6.4.9 Where the employee certifies that the receipt was lost, accidentally destroyed, or unobtainable, a personal declaration may replace the receipt. Personal credit or debit card copies are acceptable for total amounts. 6.5 Reimbursement of Travel Expenses Claims for mileage and meals while attending business meetings will be reimbursed to employees. 6.6 Travel Advances Estimates for travel, meal, and accommodations in excess of $150.00 may require an advance paid to the employee. When the estimated expense is less than $150.00, there will be no advance. 6.7 Use of Municipal Vehicles Employees using Municipal vehicles are required to adhere to all Motor Vehicle regulations and shall be responsible for any fines for any infractions.