Huntsville General Committee updates new council and staff expense policies

Councillor Helena Renwick questioned a proposed meal allowance policy, saying councillors should not receive money for meals they do not purchase.

Huntsville General Committee agreed to update new Council Expense and Staff Expense policies, during the July 29, 2026, meeting.

Staff indicated that the proposed policies replace the Town's existing policies to clearly separate Council and staff expense provisions, eliminate overlap and provide clearer guidance on eligible expenses, reimbursements and reporting requirements. The changes are intended to improve accountability, transparency and administration of expense claims.

The proposed Council Expense Policy establishes clearer rules for expenses incurred by members of Council while carrying out their official duties, including travel, meals, accommodations, conferences, professional development and community representation.

The policy also introduces an optional flat-rate meal allowance for approved travel, allowing Council members to claim standardized meal rates instead of submitting receipts. The proposed rates are $15 for breakfast, $25 for lunch and $50 for dinner, to a daily maximum of $90. The report notes the rates were developed by comparing meal allowances used by other municipalities and organizations.

The report states the proposed policies are not expected to have a financial impact, with expenses continuing to be funded through approved departmental budgets and Council budget allocations. Staff will also be directed to prepare an amendment to the Council Remuneration By-law to reflect the policy changes before they take effect on Nov. 15, 2026.

Councillor Helena Renwick expressed concern about Council members being able to keep money meant for meals in situations where they aren’t paying for them, such as with free breakfasts and lunch included in conferences they attend.

She said, “Basically, I get $90…for not buying anything.”

She introduced a substitute motion that would have required Council and staff to submit original itemized receipts for meal reimbursement, rather than allowing the proposed flat-rate meal allowance, however, it was defeated.

Councillor, Monty Clouthier, said he supported the new process because “it simplifies everything.” He added, “It’s easier on accounting.”

He suggested, “It’s expensive to go out.”

He said, "You gotta simplify things for staff and you gotta simplify things for yourself.”

Councillor, Jason FitzGerald, also expressed support for the per diem method, referring to it as “the simplest” especially if they miss the complimentary meals at conferences and have to go elsewhere.