Expense Form for Members of Advisory Committees and Task Forces

It is important that all citizens have the opportunity to participate in local government. To this end, the City is committed to removing barriers to increase participation in advisory committees and task forces to ensure Council’s decisions are informed by a diversity of voices and perspectives.

All members of the City's Advisory Committees and Task Forces can submit expenses for the eligible expenses outlined in the City's Expense Policy for Advisory Committee and Task Force Members.

Requirements for Submitting Expenses

  • Expenses are to submitted using this form.
  • Expenses for up to three meetings can be submitted.
  • Expense forms must be completed in full in order to be accepted. The last page of this form is a "Thank You" page. If you see the "Thank You" page it means you have successfully completed the form. In addition, upon successful completion of the form you will receive an email with a copy of your submission. If you receive this email it also means your form was successfully submitted.
  • One form is to be used per Advisory Committee or Task Force.
  • If you have expenses for multiple Advisory Committees or Task Forces you must submit a separate form for each Advisory Committee or Task Force. However, if you attend sustainability / pillar committee meeting as a representative of an advisory committee, submit expenses for both types of meetings under the associated advisory committee.
  • As noted in the Expense Policy for Advisory Committee and Task Force Members, the City reserves the right to review and / or refuse any expenses submitted by a Member, with reasonable cause and justification.
  • Please visit the City's website for information on submission timelines for expenses. 

Members of Committee of Adjustment and Property Standards Committee
Members of the Committee of Adjustment and Property Standards Committee are not required to use this form to submit a claim for their mileage as those expenses are prepared and submitted through a separate process.

Application Assistance

The City of St. Catharines is an equal opportunity employer committed to inclusive, barrier-free work environments. We will accommodate the needs of individuals under the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA) throughout all stages of the expense form submission process. If you require assistance with the online expense submissions form, or would like to apply in an alternative format, please contact the Office of the City Clerk (clerks@stcatharines.ca). A member of the Clerk's team will be happy to assist you.


Compliance with the Expense Policy

Misuse of the City's Expense Policy for Advisory Committee and Task Force Members, including submission of fraudulent claims, may result in any or all of the following actions:

  • Refusal to reimburse the Member for the claimed expenses.
  • The Member being ineligible to submit claims in the future.
  • The Member reimbursing the City for such claims and any related costs.
  • The Member being removed from any or all advisory committees, task forces, sub-committees, pillar committees or boards.
  • The incident being referred to the appropriate authorities for potential legal action.

 


Reporting of Expenses 

In accordance with Section 284(1) of the Municipal Act, 2001, an itemized statement of the expenses paid to each Member will be submitted to Council annually. This report will be publicly available and will contain information including Members names, types of expenses claimed, and amounts.



Payment of Expenses

Committee and Task Force members can opt to be paid via Electronic Funds Transfer (EFT) or cheque.

Payment by Electronic Funds Transfer (EFT)
EFT is ideal for members who will be submitting multiple expenses as payment will be made directly to their bank account. If you select EFT you will be sent a copy of the City's EFT submission form for completion. The form will be sent after the expense submission window has closed. You will only need to submit an EFT form as part of your first submission of expenses (unless there is a two-year period between your submission of expenses, in which case you will need to submit the EFT form again).

Payment by Cheque
If you select cheque, a cheque will be mailed once staff have processed expenses for this submission period.


Personal information, as defined in the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), collected in connection with the submission of expenses as a member of an advisory committee or task force, will be used solely for purposes related to the processing, administration and dispursement of funds related to expenses incurred as a member of an advisory committee or task force. By providing your information, you acknowledge that all personal information submitted to the City of St. Catharines is being collected under the authority of the Municipal Act and is subject to disclosure under the Municipal Freedom of Information Act (MFIPPA). Questions about this collection, use and disclosure of this personal information may be directed to the Corporate Records Coordinator at 905-688-5601 ext. 1504.