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COUNCIL REPORT

Report No. COR 035-2016 EXECUTIVE COMMITTEE

Date: April 29, 2016 File No: 0530-01

To: Mayor and Council From: Jake Rudolph, Deputy City Manager Subject: Mayor and Council Remuneration and Expense Policy Review

RECOMMENDATION

THAT Report No. COR 035-2016, dated April 29, 2016, from the Deputy City Manager, regarding the Mayor and Council Remuneration and Expense Policy review, be received for information.

SUMMARY OF THE ISSUE

The purpose of this report is to advise Council that the Mayor and Council Remuneration and Expense Policy Working Group has been selected and the review process has commenced.

BACKGROUND

At its Executive Committee meeting held February 15, 2016, Council carried the following motion:

DISCUSSION

"Moved by Councillor Gill, seconded by Councillor Blue, that (1) Council approve the Terms of Reference for the Council Remuneration Citizen Task Force as referenced in Report No. COR 004-2016; (2) Council approve a Selection Committee comprising of the City Manager, Deputy City Manager and Director, Legislative Services to review applicants and to select the member of the Task Force, in accordance with the selection criteria as contained in the Terms of Reference; and (3) staff be directed to advertise for interested applicants to serve on the Task Force. "

The Council Remuneration Citizen Task Force Terms of Reference (Attachment A) calls for a task force of up to five voting members with a range of experiences and credentials. The Public notice (Attachment B) period concluded on March 9, 2016 and the staff panel appointed the following individuals as voting members:

1. Laughie Bell- Community representative and dedicated volunteer having contributed to various organizations and committees in Abbotsford.

Report No. COR 035-2016 Page 2 of 2

2. Douglas MacAdams - Local lawyer with experience having served on the Abbotsford City Council Remuneration Review Select Committee in 2007.

3. Barb Schimnowsky - Certified Management Consultant with 25 years of executive search and Human Resources consulting experience.

4. Mike Welte - Commercial banker and active community volunteer.

Over the coming months the working group will focus on research and fact finding with the intent of submitting their findings and recommendations to the City Manager for presentation to Council in September.

FINANCIAL PLAN IMPLICATION

Members of the working group shall serve without remuneration; however, with the City Manager's approval, members will be entitled to reimbursement of reasonable expenses.

IMPACTS ON COUNCIL POLICIES, STRATEGIC PLAN AND/OR COUNCIL DIRECTION

A review and update of the Council Remuneration and Expense Policy is in accordance with fiscal discipline and organization alignment in the Strategic Plan. This review forms a component of the comprehensive policy review process in 2016. It is also in accordance with the current policy which calls for a comprehensive review every three years.

SUBSTANTIATION OF RECOMMENDATION

A comprehensive review of the Council Remuneration and Expense Policy is being recommended in accordance with Policy No. 200-2-01. This review is intended to ensure a sound governance policy framework for Council Remuneration is established and maintained. A Citizen working group is a common method for municipalities to periodically undertake a remuneration review. The last citizen review occurred in 2007. The Citizen working group provides an impartial and objective review process to develop recommendations.

ATTACHMENTS

Attachment A: Council Remuneration Citizen Task Force Terms of Reference Attachment B: Attachment B Council Remuneration Task Force Public Notice

Attachment A

ABBOTSFORD Terms of Reference

CRCTF I Page 1 of 3

CHAPTER: COUNCIL

SECTION: COMMITTEES, COMMISSIONS AND BOARDS

SUBJECT: COUNCIL REMUNERATION CITIZEN TASK FORCE

APPROVED BY: COUNCIL

EFFECTIVE DATE: 2016-02-15 REVISION DATE:

PURPOSE

The purpose of the Council Remuneration Citizen Task Force ('Task Force") is to review the current remuneration and expense policy for the City of Abbotsford ("City") Mayor and Councillors; and to provide recommendations for a remuneration structure for implementation in January 2017.

AUTHORITY

Community Charter, Council

MANDATE

1. The mandate of the Council Remuneration Citizen Task Force is to make the following recommendations: (a) annual remuneration; (b) annual and monthly expense allowance and indemnities; (c) annual adjustment calculations; (d) benefits; and (e) options for making periodic adjustments to establish compensation.

2. The Task Force will provide a report to the City Manager with its recommendations, no later than August 2016. Recommendations will be presented to Council at a Regular meeting of Council, as soon as possible, following the City Manager's receipt of the Task Force's recommendations.

GUIDELINES

1. The Task Force will research and consider all aspects of compensation that it believes is relevant to making its recommendations, but will specifically consider the following matters:

(a) compensation paid to Councillors must be sufficient to attract individuals from all walks of life to offer to stand for election to municipal public office;

(b) the functions and responsibilities of Mayor and Councillors, the level of community engagement and the time commitment required of individuals holding municipal public office, including, but not limited to, meetings, events, preparation time, and communication with the public;

(c) public expectations of the roles and commitment required of Mayor and Councillors; and the City's corporate objective to be fiscally responsible in allocating City resources;

(d) alternate formulas to replace the current remuneration structure, taking into consideration costing formulas used by other municipalities;

(e) the full remuneration package for Mayor and Councillors, including, but not limited to, the tax free expense allowance, travel and other allowable expenses, and any other benefits; and

(f) the need for a mechanism to make periodic adjustments to compensation.

ABBOTSFORD Terms of Reference

CRCTF I Page 2 of 3

2. The Task Force is permitted to use a variety of resources and techniques to complete its review, including, but not limited to,

(a) research and review of current trends and approaches used to set Mayor and Councillors remuneration levels;

(b) conducting interview with persons thought to be appropriate; (c) review of existing and past policies; and (d) discussions with City staff to gather technical information and data.

MEMBERSHIP

1. Appointment of members to the Council Remuneration Citizen Task Force shall be made by a panel of senior City staff.

2. The appointments to the Task Force will expire once the final recommendations are provided to the City Manager.

3. The Task Force will be composed of up to five (5) voting members selected from the community and appointed by a Senior Management Selection Panel on the basis of their experience and credentials in one ( 1) or more of the following areas:

(a) management experience of a large or complex organization; (b) business experience; (c) legal expertise; (d) human resources experience; and (e) Community service or engagement.

4. The Chair of the Task Force will be the appointed by the City Manager.

5. The staff liaison appointed to the Task Force will be the Deputy City Manager. Other staff resources will provide support as required and with the coordination of the Deputy City Manager.

6. From time to time, other City staff may be required to attend to provide technical advice and assistance.

MEETING SCHEDULE

The Chairperson will convene a Task Force meeting upon appointment. The purpose of the inaugural meeting will be to review the Terms of Reference, establish a meeting schedule and establish preliminary research requirements.

POLICY

1. The Task Force will operate in accordance with the Community Charter, the City's Council Procedure Bylaw, 2015, the City's Committee Protocol Policy, and any other applicable enactments, bylaws or policies, as amended or replaced from time to time.

2. Meetings will be held at the call of the Chair.

3. Quorum will be determined in accordance with the City's Committee Protocol Policy. Vacancies (but not absences) are excluded when counting the voting members in order to establish the quorum.

Terms of Reference ABBOTSFORD I CRCTF Page 3 of 3

4. Task Force members must avoid conflicts of interest, in accordance with the City's Committee Protocol Policy and the Community Charter.

CONFIDENTIALITY

Task Force members are expected to maintain confidentiality throughout the term of the Task Force. Discussions and votes that that take place at the Task Force meetings are in confidence, and final recommendations will not be publicly discussed until the report is submitted and presented to Council at a Regular meeting of Council.

Attachment B

Co ,i ~ .. --~~~ ABBOTSFORD

COUNCIL REMUNERATION CITIZEN TASK FORCE APPOINTMENTS

The City of Abbotsford is seeking individuals who are interested in volunteering to participate in the Council Remuneration Task Force.

The purpose of the Task Force is to review the current remuneration and expense policy for the City of Abbotsford Mayor and Councillors; and to provide recommendations for a remuneration structure for implementation in January 2017. The appointments to the Task Force will expire once the final recommendations are provided to the City Manager.

Membership The Task Force will be composed of up to five voting members selected from the community and appointed by a Senior Management Selection Panel on the basis of their experience and credentials in one or more of the following areas:

• management experience of a large or complex organization; • business experience; • legal expertise; • human resources experience; and • community service or engagement.

Eligibility, Requirements and Application Criteria • Applicants must not be employees of the City of Abbotsford; • Applicants must live in the City of Abbotsford; and • Applicants should be able to serve for the full term of the appointment.

Remuneration: As these are volunteer positions, successful candidates service without remuneration.

Applicants Process: Applications can be submitted via any of the following methods:

• Complete the online application, available at abbotsford.ca/committee • Download and complete the Application Package and

o fax it to: 604-853-1934 o email it to cityclerk@abbotsford.ca o mail or hand delivered to:

City of Abbotsford - City Clerk 32315 South Fraser Way Abbotsford, BC V2T 1W7

Please be as concise as possible when filling out your application; and attach a resume.

Deadline for applications: March 9, 2016