REPORT TO GOVERNANCE AND ETHICS COMMITTEE
SUBJECT
Title
Discuss and Consider Proposed Amendments to Policy and Procedure 006 Guidelines for Commissioners for Attendance and Conferences
Report
BACKGROUND
The Governance and Ethics Committee routinely reviews existing policies to modernize the "Policy and Procedure" documents as part of the revised Council Policy manual. At the March 13, 2023 Governance and Ethics Committee (Committee) meeting, as part of the discussion on the 2023 Committee Workplan, the Committee approved the review of Policy and Procedure 006 Guidelines for Commissioners for Attendance and Conferences and Training Events (Attachment 1).
The Policy and Procedure 006 Guidelines for Commissioners was established by the City Council in 1997, amended in 2003 and 2010 to align with the City's budget principles, and was last updated in December 2012.
DISCUSSION
As part of the Council Policy review, staff has incorporated recommendations (Attachment 2) to modernize the current Council Policy 006 (Attachment 3). The proposed amendments include:
* Adding a purpose statement to the policy to make the format consistent with other recent Council policy updates,
* Adding a guideline stating official travel must be related to the Commissioner's roles or duties and approved by the City Commission,
* Adding a guideline which requires Board or Commission approval prior to registration and travel arrangements,
* Adding criteria for overnight lodging and,
* Updating the policy guidelines with concise language for clarity.
During the March 13, 2023 Committee discussion, the Committee asked questions related to the funding and budget allocation for travel for Commissioners, specifically for the Planning Commission and requested a review of guidelines for overnight lodging related to Commissioner approved travel. City Commissioners may seek approval by the Commission to attend conferences and training events on a case-by-case basis and based on available fun...
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