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Finance 8L Interjov't:Rt:iationstComijnttee F I G

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3:30 P. M.. Hei'itageRoom

Tuesday, Decetuber 20/94

Meet with reps of A G s office
re Justice Centre phase JI

Met tsith AG's staff - Briatt Morin Dave Bahr Tim Stiles
Resonin g application submitted Dec 14th.
Project tvi ll proceed thru lleconin g process as any other project.
AG's staff reviewed handout which has been released to press.
Architect for phase II is Brian IIemmtngway sante as for Court Bouse
Dave Behr to fonsard incitation to Council fora tour ofother facilities he.
Vancouver andior Surrey. Dave will coordinate with Tony Chong.

Travel expenses
Report attached

Councillor Thsrnpson to review, carry forward to next meeting.
In the meantime all 3 members tvere in favour of the Administrator
jmated~iatel acting as i f the authorily had been delegated to him to
approve viaff attendance at meetings, courses or conventions.

Entrartce signs
Letters out, copy attached

Want follow up letter, mid&anuary.

Audit & Capital Works Committee
Want to review terms of reference for Committee.
Copy of Wi semen sterno to be distributed to Mayor 4 Councillor Ilery Juh.

Iratermunicinal Lksieon Committee
Mayor Tnr boulay to nteet with other Mayors rvi th prrrpose of reaching
agreement to dissolving Committee.
Want to'discuss at rtext PIG meeting.

Meeting schedule
Want to set up regttlar schedule be. meet every two weeks
Staff io revietv schedule of Comntittee's tvhich have already established
a schedule and u ill recom&nsnd regular schedule.
Staff to find suitable site on main floor common area to post schedules for the various
standing Committee nteetings.

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re Justice Centre phase II

Travel expenses
Report attached

Entrance signs
Letters out, copy attached

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City of Port, Coquitiaia
To:

DDK&'-JPTI

Budget and Administration Committee

December 14, 1994

From: J. Maitland
Treasurer/Deputy Administrator

Re'xnense hvlaw
Recommendation:

That our Travel Expense bylaw

¹ 2883 be amended as follows:

insert new section 2 "This bylaw does not apply in circumstances where the City is hosting
dignitaries or delegations." and renumber other sections in the bylaw.
former section 2 (c) by adding the words "or in the case of officers or employees by the City
Administrator" after the word "Council".
former section 3 by deleting the words "supported by itemized receipts ...beverages" from the
last sentence.
former section 4 by adding subsection (h) no expense claim may be made for alcoholic
beverages consumed by a Council member, officer or employee.

Background tk comments:

Earlier this year we amended our Travel Expense bylaw as a result of a report received from the
Task Force on Council Expenses and Indemnities. The amended bylaw has been in place for some
months now and additional amendments are required.

The recommended changes are:
To clarify in the bylaw that it does not apply when the City is hosting dignitaries or delegations.
This will remove any confusion in cases where the City is hosting either individuals or
delegations as to whether they are subject to the provisions of the bylaw. The City's budget
contains allocations of funds for hosting of various functions.

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To change the bylavv to delegate some authority to the City Administrator to appmve staff going
on a course or attending a convention.
To amend the bylaw to delete the requirement of an itemized receipt.

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a 'ypical credit card receipt for example is
eceiots would still be reouired.

At present, reimbursement of alcoholic beverages is not acceptable, we are recommending that
this be changed to exclude reimbursement for alcoholic beverages consumed by Council
members or staff. What this change would do is to allow Council or staff to be reimbursed for
any alcohol consumed by their guests but not any consumed by themselves.

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Tie CORPORATfON OF THF CATV OF PORTEXl()IVKXLAM
BYLAW NO 2883
A By) aw to Provtdc for Council Member, OEBcer and Employee

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WHEREAS Section 259 snd 267 of the Municipal Act entpower City Council to provide fopayment of certain expenditures and expenses by Council ntembers and the officers and
employees of the City;

NOW THEREFORE the Council of the City of Port Coquitlam in open meeting assembled
enacts as follows:
l.

Tius bylaw may be cited as "Travel Expenses Bylaw, 1994, No. 2883."

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Atnttirnti«n «eR 1
s in dignitaries or deregations.
i is hosting
does not aPPty tn circnnIstances wnere the City
This bylaw applies to Council members and to officers and employees of rhe City (other
than enlployees covered by a collective agreement) whot

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(a)

represent the City;

(b)

engage in municipal business; or

(c)

attend a meeting, course convention on behalf of the City as approved by Councilds I'
i14 )(«a oesae of of I'cssrs or eneploqsees
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~a(ifying Expenses and Expeuditmes

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The followhtg types of expenses and expenditures Ilualify for payment under this bylaw,
subject to the limitations in this bylaw:
(a)

hotel accommodation charges;

(b)

transportation costs to other municipalities or provinces, including charges for use of
a person's own vehicle;

(c)

meal costs for the person and their guests, including gratuities;

(d)

meeting, comse and convention charges;

(e)

incidental expenses, including without limitation, telephone, photocopying, or
facsimile transmission charges; laundry charges, local transportation costs, and
emergency child care; and

(f)

taxes on all the above items;

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actually incurred by a Council member officer, or employcegsupported by itemized receipts
and excludiua alcoholic beverage~a.

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Limitations on

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Qualifying expbnses under Section/shall be limited as follows:
(a)

hotel accommodation shall be of standard quality;

(b)

airfare, including cancelladou insurance, shall be limited to the advanced booking
rate when sufftcient time is available to obtain that rate;

(c)

automobile expenses shall be litrdted to an amount equivalent to the least expensive
return airfare to the destination, plus ground transportation costs to and from the
slip off;

(d)

any discounts in travel or accommodation costs offered by a host organization must
be used;

(e)

no expense claim inay be made for meals provided for a spouse or other relative of a
Council member, ofhcer or employee;

(f)

when mea(s aie included in conference or convention registration fees no expense
c! aim tnay be made for equivalent meals;

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expenses shall be Hmjjted in every case to expenses actually incurred.
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Le elsof Payment

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The maximum level of payment for hotel accommodation will be the single room rate.

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~ The maximum level of payment fcr ahfare will be the economy fare.
The rr~hnum level of payment for personal automobBe travel will be the maximum rate
then payable under the City's current collective agreement.

The maximum level of payment for meals and incidental expenses is $ 60.00 daily for
officers, employees, and Council n:embers. Maximum incidental expenses for partial uavel
days wiH be pro-rated.

Recovery of Expenses

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Expenses payable under this bylaw shall be reimbursed to Council members, officers and
emp.'oyees upon submission of a signed travel expense claim (in a form supplied by the
Treasury Department) to the Treasurer

//. W. All expenditures must be supported by receipts.
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The Treasurer may accept a claim without a receipt where no receiipt could be obtained or
the receipt was lost, upon submission of a signed declaration that the expense was incuned,
provided that the Treasurer shall obtain Council's authorization in advance for payment of
any claim in excess of $ 50.00 that is not supported by receipts.

2883
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Within one week of delivery to the Treasurer of a signed claim for reimbursement
supporting receipts, the Treasurer wig pay the amount of the expenditures madeand
or
expenses incurred to the claimant.
Advance Pa~nt

PX A person who andcipates incurring expenditures or expenses
payable under this bylaw
w may
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apply to the Treasurer for an advance aHowsnce for anticipated expenses Advances
foor
expenses other than airfare, cor:ference registration charges anil
hotel deposit will not be
paid more than two weeks prior to the travel commencement date.
Any part of an advance payment which is not covered by a travel expense
form and by
receipts submitted to the Treasurer must be repaid to the Treasurer within two
weeks of

completion of travel.
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/~ 18. No advance payment wiH be made to any person who has an outstanding advance payment
which has not been repaid as required by Section~

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i7 Mi A claim for reimbursement of any personal expenditures or expenses not covered by this

bylaw shaH be siibmitted in writing with supporting receipts to Council, through the
Treasurer.

Read a first time by thc hfunicipsl Council thi 14th day of March, 1994.
Read a second time by the Municipal Council this 14th day of March, 1994.

Read a third tiire by the Municipal Council this 14th day of March, 1994.
Reconsidered, finally passed and adopted by the Municipal Council of the Corporation of The
City of Port Coquitlam this 21st day of March, 1994.

JOHN J. KBP YLUK
Acting Mayor

4USAN RAUH
Clerk

BYLAW AMENDMENTS
Bylaw No. 2909 Section 2, 3 and 8

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And, while some would argue that one-third of the indemnity is tax
also needs to be recognized that members of council by agreement
.deductible,

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operate their vehicles within the city and the confines of the GVRD without any
caupensation; they do not receive benefit" provided to normal employees of the
ty and, at times they are also reguired to handle other out of pocket
enses (including meals) without compensation.
We double checked the probable hours to be worked by a councillor with
other sources and remained convinced that to be effective, it would take on
average between 1,100 to 1,400 h~s per year (or roughly 21-27 hours per
week). With that as a basis, we tended to agree with findings in a Richmond
Task Force which reccamended a gradual increase in councillors'ndmraities so
that. ev'entually it would reach 40% of that paid to the mayor. Our mandate
covers only the years 1994, 1995 and 1996, and, in those years we reconmM an
increase of 1.2t for the first year, lt for the second year and 1% for'he
third year which would xnve the ratio frcm the current 33;3% to 36.5% for 1996.
4. The Task Force recanmends that the current rate for private car use outside
the GVRD be increased to 32 cents per kilometre from the current rate of 29

cents.

Rationale: Such a change would be consistent with car allowances paid
(on average) to elected officials throughout the Lower Hainland.
5. The Task Force recarmends that the City provide insurance payable to a
beneficiary designated by the insured, providing for a minima of $ 100,000 for
elected officials who are killed or disabled while on official business.
Rationale: Host cities and municipalities provide the type of insurance
described. Port Coguitlam, however, has only a $ 10,000 policy for each elected
to cover all
official. The insurance is inexpensive (currently only $ 150 a year
xsbers of council) and it would be appropriate, we believe, to move the
@aerage towith
$ 100,000, which. would make it more reasonabll and properly
other jurisdictions.
ccamarable
6. The Task Force recammnds that the following changes be made to Bylaw No
officers and employees:
2883, which deals with expenses for council
6.1. Under application of bylaw, change to read "(c) attend a meeting,
course or convention on behalf of the city, as approved by
By adding the words "as approved by council" an additiorml
safeguard is provided against possible abuse, while at the same time enabling
flexibility, if it is requIred.
6.2. — Under qualifying expenses and expenditures, (c), add the words,
"supported by itemized recipts, but excluding alcoholic beverages."

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council!'aticrmle:

Rationale: After lengthy debate on the issue, the Task Force reccamends,
Brian NcCristall casting the dissenting vote) that
regardless of the tradition, it is not seen as appropriate that the cost of
alcohol consumed by elected officials and their guests, be paid for by
taxpayers.
(by ~ee to one vote

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Under cZualifying expenses and exp«~tures, add to (e): emergency

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Y December

PoaT Commun.u m

16, 1994

Jiovanni Camporese
Owner/President
A dr A Foods Limited
IS60 Bmadway Stre.t
Port Coquitlam, B.C.
V3C 2M8

The City of Port Coquitlam is embaddng on a community project to impove the entrances
to the City. We are proposing to install "Welcome to Port Coquitlam 'igns in the near
future. The signs wIII be located:
west bound on the Lougheed Highway in the vicinity of the Pitt River bridge
east bound on the Mary Hill By-Pass
east bound on Lougheed near the Westwood intersecdon
the new Lougheed/Pitt River Road connector bridge, soon to be constructed.

Each sign will cost approximately $ 15,000. Due to the cost, the City's Administration
Committee has asked that I seek out corporate sponsors like yourself to assist with these
costs.
Improving the entrances to the City would extend a welcome greeting at our boundaries
aud foster a separate public identity for the City. As well as recogniiing the municipality,
these signs would bring attention and identify the City in which your company is located.
This would be beneficial to both you and your patrons.

We sm proud of our major businesses and growing community snd ask that you take tlds
opportunity to get involved with your City and consider a contribution.

ThzM you for your consideration.

Yours very uuly,

J. Maitlsnd,
City Treasurer/Dep. Administrator