WHERAS, By-law 72-2018, outlines the Conference and Seminar Policy for Council and Staff of the Municipality of West Grey;
AND WHEREAS, the current version of the Conference and Seminar Policy includes the following three (3) specific terms, for both Council and Staff:
i. The maximum number of conferences and seminars that can be attended each year, for which the expenses incurred are eligible for submission to the Municipality for reimbursement; and
ii. A commitment by the Municipality to pay each attendee a per diem rate for each day or part day the attendee is away from home, including a travel day; and
iii. A commitment by the Municipality to cover the conference or seminar expenses related to travel, accommodation, meals, parking and eligible sundries, for each attendee.
AND WHEREAS, the By-law was developed when Conferences and Seminars were primarily offered and held as in-person events;
AND WHEREAS, as a result of COVID-19, 2020 Conferences and Seminars were primarily offered and held online, resulting in an estimated (relative) reduction of approximately 50% in expenses, directly related to the reduction in travel, accommodation, parking, meals and other sundry expenses;
AND WHEREAS, the expectation for future conferences and seminars is to offer and hold them either in-person, online or both, so the Conference and Seminar Policy going forward will need to address this variety of options;
THEREFORE, BE IT RESOLVED THAT Council directs staff to revise By-law 72-2018, as follows:
a. Replace the number of days, with a maximum dollar amount (reflecting cost reductions to encourage attendees to select online education where offered), available annually to each of Council and Staff, to attend conferences and seminars, or other education opportunities directly related to their role / career, noting each person may choose how to spend the funds.
b. Revise By-law 72-2018, to address the shift in how conference, seminar or other education opportunity expenses are / will be incurred in the future, ensuring at least the following are addressed:
1. the renumeration for each day or part day the conference, seminar or other education opportunity held online is attended, with no travel allowance; and
2. defining the other expenses, if any, covered by the Municipality, for a conference, seminar or other education opportunity attended online.
3. Identify, and revise, other areas within By-law 72-2018 where changes are required, if any.
c. Identify the financial impact of the above so it’s reflected in the approved West Grey 2021 Budget.