Purpose:

To provide policy for the setting of Council remuneration and the reimbursement of expenses when required to travel on Municipal business.

Policy Statement:

Remuneration

1.	The Warden, Deputy Warden and each councillor will be remunerated for attendance at all meetings and Municipal functions as expected by virtue of being an elected member of Council.
2.	Council remuneration will be reviewed every four years, prior to the regular municipal election, with any rates effective upon appointment of the council for the upcoming term of office.
3.	The review process will include, but not restricted to, a history of the number of meetings held, and an average of the remuneration paid to elected officials for municipalities with similar size, level of service, and responsibility.
4.	Warden, Deputy Warden, and Council remuneration may change annually by way of Consumer Price Index (CPI) changes.
5.	One third of the annual remuneration will be exempt when calculating taxable income, in accordance with section 81 (3) of the Income Tax Act. The one-third allowance is for expenses related to the discharge of the duties of the warden and Council, in their capacity as elected officers of the Municipality.
6.	The Warden will receive an additional annual expense allowance for expenses incurred for the purposes of additional duties required.

1.	The Municipality of the District of Shelburne shall reimburse councilors for all reasonable and appropriate expenses for travel, meals and accommodation incurred in the course of carrying out their duties and responsibilities and attending courses, seminars and conferences approved by the Municipality. Legitimate MDS business travel includes: A meeting of the Union of Nova Scotia Municipalities. Meetings or conferences at which the Council member’s attendance is authorized or requested by Council. Attendance of any Council or Committee of Council meeting. Attendance at a meeting of any Board, Commission, or to any other organization to which the Council member has been appointed by Council, except that no reimbursement shall be provided by the Municipality if the Council member is entitled to reimbursement of expenses directly from the applicable organization. Attendance of any meeting or event where the Councillor has been officially invited as part of the official role as Councillor or if the Councillor is attending in lieu of the Warden or Deputy Warden
2.	No reimbursement for political activities. – The expenses of a Council member for political activity associated with election or re-election is not reimbursable.
3.	A Council member shall not be reimbursed for meetings with constituents, individual electors, or complainants, because the expenses incurred in the discharge of these duties are deemed to be incidental to the discharge of duties and included in regular remuneration and allowance.
4.	There shall be no reimbursement for travel within the Municipality, other than cited above, because such travel is deemed to be incidental to the discharge of duties and part of regular remuneration and allowance.
5.	Receipts or other satisfactory documentary proof must be submitted with the reimbursement claim for all expenses.
6.	Travel expenses include but are not limited to accommodations, air fare, rail or ferry transport, mileage (kilometers driven), meals, gratuities, taxi, parking, bridge tolls and MDS related phone calls and faxes.
7.	Use of form required - Travel expense reports for the Warden, Deputy Warden, and Councillors must be signed and certified correct by the individual making the claim and signed as approved by the Chief Administrative Officer.
8.	CAO Approval and Appeal – The CAO may reject any reimbursement claim he/she deems unreasonable or not in compliance with this Policy, but the Council member shall have a right of appeal to Council.
9.	Registration Fees – MDS will pay for conference and meeting registration fees.
10.	Private Vehicle - Mileage (kilometers driven) shall be paid for personal motor vehicle use while on MDS business at the current rate approved by the Province of Nova Scotia as their policy for allowance paid for travel in Nova Scotia. Legitimate expenses exclude vehicle fuel, insurance and vehicle operating costs including repairs to personal vehicles.
11.	Meals - Meal allowance for breakfast, lunch and dinner within the province shall be established at the current rate approved by the Government of Nova Scotia. Claims must be supported by receipts and councilors will only be reimbursed the amount supported by receipts. If traveling out of province, Council may claim any meal at a higher amount than indicated in this policy. This claim meal shall be supported by receipts showing meal, taxes and gratuities. When attending a conference or seminar where the registration fee includes any meal, that meal or any optional meal taken cannot be claimed on any expense report.
12.	Incidentals - An allowance for incidental expenses may be claimed by Councillors. The amount paid will be the current rate approved by the Provincial Government for travel. Incidentals will only be paid if an overnight is involved. Receipts showing amounts paid including taxes must be attached to expenses reports.
13.	Hosting – Councillors may incur costs to facilitate the conduct of official MDS business subject to preapproval by Council. Such costs may include conference room rentals, equipment rentals, hospitality, and other related service costs.
14.	Tips and gratuities – Tips and gratuities in connection with services and meals should be limited to no more than 15%.
15.	Air travel – Councillors will be reimbursed for air travel and related fees (receipts required) at the economy rate to the scheduled service airport nearest destination.
16.	Taxi-Bus – Councillors will be reimbursed for taxi/bus fares to and from accommodation to place of business as well as from airport to accommodation or business.
17.	Cancellation – MDS will pay for cancellation fees for legitimate personal and professional purposes upon approval by the CAO.
18.	Telephone - Telephone expenses for Municipal business purposes will be reimbursed. Reasonable & necessary personal calls occasioned by absence from home will be reimbursed at the approval of the CAO.
19.	Spouses – MDS is not responsible for the costs of the spouses when they are accompanying the Councillor on municipal business travel.
20.	MDS will not reimburse other municipalities for travel expenses.
21.	Members of Council are encouraged to reduce travel costs by sharing accommodation or automobile transportation with others.

This Policy replaces the Council Remuneration Policy