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HomeMy WebLinkAboutAdmin 38-84lo.�a 3. j,z(�� CORPORATION OF THE TOWN OF NEWCASTLE 40 TEMPERANCE STREET BOWMANVILLE, ONTARIO L1C 3A6 TELEPHONE 623-3379 REPORT TO THE GENERAL PURPOSE AND ADMINISTRATION COMMITTEE MEETING HELD APRIL 16 1984 ADMIN. 38 - 84 SUBJECT: SEMINAR AND CONVENTION POLICY RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. That this report be received; 2. That the attached Schedule "A° be adopted as the Town of Newcastle policy for attendance at Seminars and Conventions. BACKGROUND AND COMMENT: During the 1984 budget discussions, Council requested that a policy be drafted on attendance of politicians at Seminars and Conventions. At an earlier Council meeting, Council adopted a resolution calling for the creation of a policy on the same topic for staff. The policy as drafted provides department heads some flexibility to plan appropriate staff attendance at seminars and conventions. At the same time, through budget discussions, Council will have a better understanding of staff attendance at seminars or conventions within any individual department. The policy for Councillors is drafted in accordance with the comments made during budget discussions. Respectfully submitted, DSJ:nof David S. Johnston, M.C.I.P., Chief Administrative Officer `V POLICY/PROCEDURE: Policy for Councillors, Department Heads and Staff for attendance at Conferences, Conventions and Seminars DATE PASSED: RESOLUTION/BY-LAW NUMBER: POLICY: 1. Each Councillor with the exception of the Mayor, is allocated the maximum sum of $400.00 for attendance at conventions, conferences and seminars during each calendar year, for attendance at those conferences as approved by Council. The Treasurer is authorized to pay reasonable expenses provided receipts are provided in accordance with Town policy to a maximum of $400.00. 2. The Mayor is allocated a sum up to $650.00 to attend such conferences, conventions or seminars as may be determine necessary during the course of a calendar year. The Treasurer is authorized to pay reasonable expenses provided receipts are provided in accordance with Town policy to a maximum of $650.00. 3. Department Heads shall submit to the Administrator and consequently to Council for consideration at budget time, a list of the conferences and seminars to be attended by them or members of the department. Attendance at seminars or conventions will be in accordance with the budget work sheets. A department head may only change the allocation from one employee to another with the written approval of the Administrator. A department head may provide an amount in each year's budget as a miscellaneous seminar account to provide funds for seminars that may be of benefit to department staff, but which have not been scheduled by the organizing agency when the budget is prepared. Such monies would be allocated by the department head to staff members in accordance with sound management practices. Reasonable expenses incurred while attending conferences, conventions and seminars shall be paid by the Treasurer provided such claims are supported by appropriate receipts. 4. Councillors or staff members may only attend approved conventions recognized by the Town or in which the Town has a membership. 5. All Department Heads require written approval from the Administrator prior to attending any convention, conference or seminar. When a member of Council or staff has received prior authorization by the Council to attend as a represent- ative or a member of a Municipal Association or Committee, such expenditures will be approved for payment over and above the allotted amount previously referred to, wig such member being authorized to attend uring t e—time of appointment to that particular body, provided further that all expenses incurred while attending such meetings shall be supported by receipts submitted to the Treasurer for payment. Such monies provided to the Administrator's budget for staff training and development will be excluded from this policy.