MOOSE JAW — Criticism by residents and independent media about the spending habits of the mayor and city councillors has prompted city hall to develop a protocol to increase accountability and transparency.
During its Dec. 2 executive committee meeting, council unanimously approved the Mayor and Councillor Expense Policy, which establishes guidelines and standards about the reimbursement and management of expenses that elected officials incur.
The recommendation becomes official when council approves the minutes at a future regular meeting.
City clerk Tracy Wittke told council that this policy is a starting point and can be amended as required. Furthermore, while the city annually publishes the expenses of council members, this policy provides another layer of accountability.
Said Coun. Chris Warren, “Any time we can create clarity around policies and procedures and improve accountability and transparency, that’s a good thing.”
Said Coun. Patrick Boyle, “A lot of this is common sense and it probably should have (already) been in place.”
Policy explanation
“This policy aims to ensure that public funds are used responsibly and transparently, fostering trust and accountability within the community,” a council report said, noting that the city has faced public scrutiny about how it manages elected officials’ expenses.
For example, local media outlet MJ Independent has acquired the receipts of the past two mayors showing that they purchased questionable items like cake, food and golf activities on the public dime.
Administration also noted that addressing these concerns would increase public trust, promote “ethical conduct,” and ensure that all expenses were “necessary, reasonable and directly related to the duties of our elected officials.”
“This policy will be a crucial tool in preventing future misuse of funds and enhancing the overall transparency and integrity of our financial practices … ,” said the report. “This not only supports good business practices but also reinforces the integrity of the elected officials and the administration as a whole.”
With good business practices, there are:
- Standardized approaches to managing expenses and ensuring consistency and fairness in how elected officials are treated
- Efficiencies, since by outlining allowable expenses and the process for reimbursement, the policy streamlines administrative processes and reduces possible errors and disputes
- Financial controls that set limits on expenses and require detailed documentation to prevent the misuse of funds
- The promotion of ethical behaviours by defining acceptable expenses and discouraging inappropriate spending
“Accountability is the cornerstone of the Mayor and Councillor Expense Policy,” the report continued, with key elements including:
- Clear and explicit guidelines on what constitutes allowable expenses, ensuring that all officials are aware of their responsibilities
- Officials providing detailed receipts and justifications for their expenses that are then subject to review and approval
- Periodic audits of expense claims to ensure compliance with the policy and identify irregularities or areas for improvement
- Consequences for non-compliance, including potential disciplinary actions, which reinforces the importance of adhering to the guidelines
“Transparency is essential to maintaining public trust,” said the report, with this goal promoted through:
- Regular publishing of expense reports to let the public see how officials use funds and to foster “an environment of openness”
- Making the policy and related documents easily accessible and ensuring that citizens are informed about the rules governing elected officials’ expenses
- Involving community stakeholders in developing and reviewing the policy to ensure it meets public expectations and addresses any concerns
The report added that the policy could also help prevent fraud and save money in the long run.
Some eligible expenses include business cards, approved city-branded clothing, relevant book purchases and corporate business meals at conferences such as the Saskatchewan Urban Municipalities Association (SUMA) and the Federation of Canadian Municipalities (FCM).
Other eligible items include professional development conferences, seminars, programs, symposiums, workshops, other similar events, and vehicle rentals.
Some ineligible expenses include alcohol, tobacco, and “other contraband;” costs incurred promoting for-profit organizations, third parties, other governments, political parties, or candidates; theatre performances, sporting events, concerts, movies, or live music.
Also, council can't claim gifts for council members, city staff or employees of municipal agencies, boards, commissions or “special purpose” bodies; traffic or parking tickets; fitness, sports or arts programs; clothing rental; and using consultants or external legal services.
The report added that the city manager will monitor and ensure that members comply with the policy and take “appropriate corrective action” when required, will review and approve each expense submission with the member and will verify expenses incurred “in the performance and benefit of city business.”
The next executive committee meeting is Monday, Dec. 16.
