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RFD- 3418 Business Items   Item #:   4. c.    
Committee of the Whole Meeting Agenda
Meeting Date: 10/15/2018  
Title:    Council Remuneration Review Task Force Terms of Reference - Pungur-Buick
Department: Corporate Services  
Strategic Vision Element: This topic relates to all three of the City’s strategic vision elements contained in Council’s Strategic Plan Related Goal:

Information
Request for Decision Summary
To provide Committee with the draft Terms of Reference for the Task Force on Council Remuneration and solicit input on the scope of work. 

Proposed Motion
That the terms of reference for the proposed task force on Council remuneration be received as information, and

that the input provided be presented to Council as recommendations for their consideration.

Background/Analysis
A review of council remuneration takes place once per term as stipulated in the Council Remuneration Policy (attached). Current practice is for Council to strike a resident task force at the mid-point of the Council term, provide a scope of work through a terms of reference and identify a member of administration to support the task force in their work. The Task Force determines, with support from administration, the most appropriate method by which to meet the requirements of the terms of reference and report recommendations to Council. This can include surveying other municipalities, reviewing relevant legislation, speaking with subject matter experts, and engaging stakeholders.

The Terms of Reference for the 2019 Council Remuneration Task Force (attached) sets out the composition of the task force, logistics surrounding its meetings as well as the scope of the review. It is attached for Committee’s review and input.

Highlights of the Terms of Reference include:
  • The task force will be comprised of three to five public members who reside in Spruce Grove and meet the eligibility requirements of an elector as stipulated in the Local Authorities Election Act. They must be 18 years of age or older, a Canadian Citizen, have lived in Alberta for the last six months and currently live within the municipal boundary of the City of Spruce Grove.
  • The City Clerk's Office will provide support to the task force and the City Clerk, or designate will assume the role of staff advisor.
  • It is intended that the task force will provide a report to Council in the form of advice and recommendations no later than the last regularly scheduled Council meeting in June 2019.
The scope of the review is as follows:

For the 2021 to 2025 Council term
  • Mayor and Councillor Remuneration
  • Mayor and Councillor Honorarium and when they are applicable
  • Benefits provided to Mayor and Councillors
  • Allowances and other provisions such as technology, travel and subsistence
  • When it is appropriate to provide honouraria

For the current term of Council
  • Review the impact of the change to municipally elected official taxable income
  • Review the provision and implementation of parental leave benefits for Councillors

Options/Alternatives
Committee may choose to make specific recommendations to Council in the form of a resolution. An alternative motion could be:

That the terms of reference for the proposed task force on council remuneration be received as information with the following recommendations for Council's consideration:

1.
2.
Consultation/Engagement
The terms of reference have been drafted based on discussions with Committee of the Whole at its September 17, 2018 meeting. 
Implementation/Communication
It is expected that the terms of reference will be ready for Council's review and approval at the regular council meeting on November 13, 2018. Recruitment will begin once the terms of reference are approved and the task force is struck by Council.
Impacts
N/A

Financial Implications:
The City Clerk's Office may be forced to outsource the support to the task force given capacity challenges and legislated events that may require our full attention in 2019. Also, administration is considering options to support residents in participating on the task force. One option would be to offer to reimburse members for dependant care expenses such as child care.  Both these possibilities are currently not budgeted and financial assistance may be needed from Council Contingency to support the task force. 
Attachments
Policy 5,016 Council Remuneration
Draft Terms of Reference

City Council and Committee of the Whole agendas and minutes are posted on the City of Spruce Grove website for information purposes only. These agendas may be changed at the discretion of Council by the addition or deletion of items. Anyone reviewing the draft agenda should do so on the understanding that it is subject to change by Council.

All attachments are in PDF format, and require the Adobe Acrobat Reader plug-in for viewing.

Audio from the most recent City Council and Committee of the Whole meetings are available via podcast on the City of Spruce Grove website.



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