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Council Remuneration Review Committee - Minutes - 2020/07/14Ka The Corporation of the Township of Malahide • Remuneration Review Committee July 14, 2020 — 10:00 a.m. Due to COVID-1 9 and public health concerns, public attendance was not permitted a] this meeting. The original scheduled date of March 16, 2020 was cancelled and rescheduled to July 14, 2020. The Committee Members and Staff participated remotely. Committee Members: Martin Baelde, Kevin Morrell, Susan Morrell, and Richard Robilliard. Municipal Staff: Chief '• • M. Casavecchia-Somers and Deputy Clerk D. Wilson. I CALL TO ORDER: Due to technical difficulties the start time of the meeting was delayed. CAO/Clerk M. Casavecchia-Somers called the meeting to order at 10:38 a.m. and welcomed those in attendance. I)ISCLOSURE OF PECUNIARY INTEREST and the General Nature thereof: No disclosures of pecuniary interests were declared. Committee Member Susan Morrell noted that, due to a scheduling conflict, Maureen Jenkins was no longer able to participate • the Committee • questioned whether an additional Member would be appointed. The CAO advised that there would not be a replacement Member appointed. She indicated that the Council was aware that Ms. Jenkins .• • her name and were agreeable to proceeding with the • remaining Members. She noted that the Terms of Reference for this Committee required a minimum of three Committee Members and as such the current complement would • in compliance. Moved by: Martin Baelde Seconded by: Richard Robilliard THAT Susan Morrell be appointed as the Chair of the Council Remuneration Review Committee. Carried. Moved by: in Morrell Seconded by: Richard Robilliard THAT Martin Baelde be appointed as the Vice -Chair of the Council Remuneration Review Committee. Carried. Susan Morrell assumed the position of Chair. EVA The Chief Administrative Officer/Clerk reviewed the following documentation with thl-, Committee: - Committee Terms of Referenc,,-,- - Procedural By-law - Conflict of Interest Act - Confidentiality Policy. I^ A 1• .0 1 . . A . 4 w ir, ai` ^ 0 Z f . 0 0 - NNIAMRt WOM11,11W I I 1 0 - 0 MAIrki LON V401 gill 0161SON 0- - - -------- ------- The CAO advised that the purpose of the Committee was review the remuneration and benefits paid to the Township of Malahide Council and determine if changes were required. The CAO advised that the philosophy is to base the compensation for the Mayor and Members of Council on realistic standards so that elected officials may be compensated according to their roles and responsibilities. She noted that to achieve this, a compensation plan reflects one that: fair and reasonable and will it attract a diverse and representative pool of candidates from residents wishing to seek election to Council but also be seen as fair by taxpayers; Recognizes that the work of the Mayor and Council is demanding and important and as such they should be appropriately compensated; Recognizes the complexity, responsibilities, time commitments and accountabilities associated with the role of Mayor and Council; (iv) Is appropriate for the average full-time earnings within the community; (v) Must demonstrate fiscal responsibility. Committee Member Keven Morrell retired from the meeting at 11:00 a.m. due to a pri commitment. I In response to an inquiry from Committee Member Susan Morrell regarding how past compensation reviews were undertaken, the CAO advised that appointing a Committee to review the Council Compensation was a new undertaking for the Council, but that this type of Committee has been used in other municipalities. The CAO advised that, in the past, the Municipal Staff were usually directed to survey other municipalities regarding the range of other Municipal Councillor salaries. However, in 2020, the Malahide Council thought it would be beneficial to undertake a review of the compensation package for Council Members by way of a Committee comprised if members of the public. Committee IT-lember Martin Baelde requested clarification regarding the loss of the 1/3 tax allowance previously provided to the Council Members. The CAO advised that previously Revenue Canada allowed 1/3 of the Council Compensation to be tax exempt to encourage people to run for positions on the municipal councils. This allowance was discontinued by Revenue Canada recently, thereby reducing the actual net amount that the Council Members received in compensation. The CAO noted that some Municipal Councils approved increases in their base compensation to make up the difference in their net wages. She noted that the Malahide Council did not decided to an increase their wages to make up for this shortfall, but determined that it would be appropriate to review the entire compensation package payable to Council Members. TIM IULI W =F_#=,F,TMa=6=*e ifjesu*nU�W- 11 ,, 11 11 �� Tictivin Tras taKer""nor date Revenue Canada required. The CAO advised that the decision was made by the Council. The CAO also advised that some Council Members had expressed concerns regarding the effect that the removal of the 1/3 tax exempt portion had on their own personal tax situation and had questioned why Staff had not advised them of this situation prior to the Council making a decision. The CAO indicated that the Municipal Staff were not privy to personal financial information of individual Council Members to determine if it would detrimentally affect their personal income tax. WIN Upon an inquiry from Committee Member Richard Robilliard regarding the availability of Compensation Review reports of other municipalities that have undertaken a similar compensation review, the CAO advised she would endeavor to reach out to other municipalities for their final reports and provide any reports received to the Committee Members. VA 9441 ON N I . A The Chief Administrative Officer/Clerk noted that the following additional documentation was being provided for the Committee's review and reference during its deliberations: - Malahide Council Remuneration By-law No. 19-49 - Council Remuneration Comparison (March 2019) - Malahide Council — List of Committees/Participation (November 2019) - Malahide Council Travel & Convention Policy (2015) - Malahide Council Code of Conduct (2019) - AIVICTO Report — Municipal Council Compensation in Ontario (March 2018). In response to an inquiry from Committee Member Susan Morrell regarding whether or not the Committee could recommend a change from the current monthly stipend for mileage to a per kilometer basis, the CAO advised that benefits would be reviewed by the Committee as well as the base compensation. In response to an inquiry from Committee Member Richard Robilliard regarding addonal costs that Council Members may incur related to use of personal vehicles, the CAO advised that the Township does carry liability insurance that would extend to Council Members when they are on Township business but that this does not replace regular car liability insurance. She indicated that the Township does not cover extra costs for the Councs insurance when their vehicle is used for Township business. Mr. Robilliard suggested that consideration might be given to Councillors using rental vehicles for Township business. The CAO advised that the Remuneration Comparison included in the Agenda Package did include a comparison of wages from other similar municipalities. She noted that this chart also noted that actions taken by other municipalities regarding the loss of the 1/3 tax free allowance. The CAO clarified that the Report on Page 50 of the Agenda package that set out all the various boards and committees the Malahide Council Members participated well, it was noted that the compensation noted in the report was not currently paid to Council Members, but rather this chart had been prepared to provide some possible costings if a per them was to be paid to Council Members for participation on each of these Committees/Bo,2riols. WE I The CAO advised that the Association of Municipal Managers, Clerks and Treasurers of Ontario (AMCTO) had prepared a report in 2018 surveying municipalities regarding Council Compensation. She noted that this report provides additional date to show what other municipaes were paying Council members. In response to an inquiry from Committee Member Richard Robilliard regarding information on the mandated roles and responsibilities of Council Members, the CAO advised she would provide the Committee Members with an excerpt of the Municipal Act, 2001 which sets out the roles and responsibilities of the Mayor and Council Members. In response to an inquiry from Committee Member Martin Baelde regarding the time commitment for the Council Members, the CAO advised she would canvass, the curre members of the Malahide Council to determine the approximate number of hours per I 20-4 week/month that they commit to Malahide Council business. Committee Member Martin Baelde noted that the Mayor and Deputy Mayor also receive payment directly from the County for their work on the County of Elgin Council. NEXT COUNCIL REMUNERATION REVIEW COMMITTEE MEETING: The next Council Remuneration Review Committee Meeting will be Tuesday, July 28, 2020, at 10:00 a.m. A tentative future Council Remuneration Review Committee Meeting was set for Tuesday, August 11, 2020, at 10:00 a.m. ADJOURNMENT: Moved by: Martin Baelde Seconded by: Richard Robilliard THAT the Council Remuneration Review Committee meeting be adjourned at 11:56 a.m. to meet on July 28, 2020 at 10:00 a.m. via teleconference. Carried. Clerk — M. Casavecchia-Somers