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Council Remuneration Review Committee Minutes - 2020/08/113 The Corporation of the Township of Malahide Council Remuneration Review Committee August 11, 2020 —10:00 a.m. The Council Remuneration Review Committee met via videoconference at 10:00 a.m. Due to COVID-19 and public health concerns, public attendance was not permitted at this meeting. The Committee Members and Staff participated remotely. Committee Members: Martin Baelde, Kevin Morrell, Susan Morrell, and Richard Robilliard. Municipal Staff: Chief Administrative Officer/Clerk M. Casavecchia-Somers and Deputy Clerk D. Wilson. CALL TO ORDER: Chair Susan Morrell called the meeting to order at 10:00 a.m. and welcomed those in attendance. DISCLOSURE OF PECUNIARY INTEREST and the General Nature thereof: No disclosures of pecuniary interest were declared. MINUTES: Moved by: Kevin Morrell Seconded by: Richard Robilliard THAT the Minutes of the Regular Meeting of the Council Remuneration Review Committee held on July 28, 2020, be adopted, as amended to correct the starting time of the meeting to 10:07 a.m. Carried. BUSINESS ARISING FROM THE MINUTES: - Report CAO-13-09 — 2014 Municipal Election —Council Composition/Ward Boundaries The Committee received Report No. CAO-13-09 that set out the existing Council Electoral structure and ward structure. The CAO advised that this report was for information purposes only as changing the electoral structure and ward structure was not a mandate of the Council Remuneration Review Committee. - Report FIN-18-27 —Council Remuneration The Committee received Report No. FIN-18-27 which outlines Council Remuneration legislative changes. Martin Baelde noted his concerns that the 1/3 tax free allowance reduction was instigated one year earlier than legislated by the Federal Government. He questioned 0 why the Council was led in the direction to implement the reduction one year early. The CAO confirmed that the Report set out the options available to the Council and noted the change was not legislated until 2019. The Council directed Municipal Staff to implement the reduction for 2018. The CAO noted that this Report was provided to the Committee as background information to depict the options available to address the legislative changes. In response to Martin Baelde's concerns, the CAO noted that the municipality does not have personal income tax data on Council members to be able to determine what the income tax implications of the early removal of the 1/3 tax free allowance would be for each member. DISCUSSION — COUNCIL REMUNERATION: Excerpts of the Council Minutes from the May 9 and May 23, 2019 meetings were reviewed by the Committee. The CAO noted that the Council Member base salaries were increased in 2019 as an adjustment was made to address the 1/3 tax free allowance. The Council's intent was to make a temporary adjustment until such time as a full review of the Council remuneration could be completed. The CAO noted that the current Council Remuneration By-law provides for an annual increase to Councillor salaries at the same percentage increase as that of the Municipal Staff (similar to cost of living). In response to an inquiry from the Committee, the CAO advised that the Federal Government did previously allow for 1/3 of Council Remuneration to be tax free, but a decision was made to eliminate that benefit as other Canadians were not privy to receiving 1/3 of their salaries tax free. In response to an inquiry regarding the roll back of Council wages in 2013, the CAO advised that the Council at that time were looking for ways to reduce costs. She noted that in 2012 there were significant concerns from ratepayers that taxes were too high and the rollback was the Council's response to the public outcry and criticism. In response to an inquiry from the Chair regarding By-law No. 19-49, the CAO confirmed that the automatic annual increase for the Council salaries (equal to the increase for Municipal Staff) did commence in 2020. It was noted that the chart supplied in the Agenda showed a comparison of Council wages increased since 2011. The CAO noted that because annual increases were not taken for many years, the Council wages have fallen behind. Richard Robilliard noted that the Council remuneration needs to be sufficient to appeal to people such that they will run for Council positions. He expressed concern that if there was an annual percentage increase that the positions of Mayor/Deputy Mayor would continue to grow further apart from the Councillor's remuneration without the individual responsibilities changing. He suggested consideration of a flat rate increase for all Council Members in order to remedy the wages growing too far apart. Chair Morrell noted that she was satisfied with all of the background information and would like to move forward with discussions of options for Council remuneration. Following some discussion, the Committee to agreed that their next discussions should address the following items: • Starting Rate/Base Rate • Meeting Pay • Per Diem • Additional Benefits (ie. medical/dental) • Mileage • Recommendations on keeping wages current — annual percentage increase vs. flat rate increase. The CAO advised she would consult with the Township's benefit provider to obtain a costing for a benefit package. 4W The Committee agreed that each member should provide their own thoughts and suggestions regarding the above noted items prior to the next meeting. The CAO agreed to compile all of that information submitted for inclusion in the next Agenda. NEXT COUNCIL REMUNERATION REVIEW COMMITTEE MEETING: The next Council Remuneration Review Committee Meeting will be Tuesday, August 25, 2020, at 10:00 a.m. ADJOURNMENT: Moved by: Martin Baelde Seconded by: Kevin Morrell THAT the Council Remuneration Review Committee meeting be adjourned at 11:22 a.m. to meet on August 25, 2020 at 10:00 a.m. via teleconference. Carried. Chair — S. Morrell Clerk — M. Casavecchia-Somers