E-mail exchange regarding travel policy

The following exchange of E-mails regarding Mayor Rowswell's attempt to remove the travel policy report from Monday's City Council agenda was obtained by John Campbell of E-Z Rock 100.5.

Material inside square brackets has been added by SooToday News for clarification.

************************************************************************** From: John Rowswell Sent: Wednesday, September 18, 2002 7:24 PM To: [JOE FRATESI VIA] Sharon Robertson Cc: Cindy Adam; Donna Irving Subject: Travel Policies

Joe:

I have reviewed the above and have so far 10 questions on the report. I will tell you it is a very good report but it is not something I would bring to council just yet. The reason is that if I have to go public with my questions 10 so far, I believe that with debate of council it could take 3 to 4 hours at council. I suggest that a meeting should be booked next Tuesday or Wednesday for about 2 hours and I will go over my concerns.

Also, it should not come to council as information because we will have to debate all my concerns at the next meeting.

As far as I am concerned, it is not ready to go to council yet. It is not on the council agenda for Monday. My concerns have been expressed to the agenda committee, we all agree to wait on this matter.

John

**************************************************************************** From: [JOE FRATESI VIA] Sharon Robertson To: John Rowswell Cc: Cindy Adam; Donna Irving Subject: RE: Travel Policies Importance: High

John,

What was decided at the agenda review meeting was that unless a copy of the report could be provided to you on Wednesday, that the matter should not be put on the Agenda for discussion and debate, only for information.

The report was in fact given to you on Wednesday and so, based on the Committee's decision, it should go on for discussion and debate.

Neil has been asking for this to come forward for some time now. If council wishes to defer it or refer it back to staff for amendment, that would be fine, but to suggest that it should not go on because you have a lot of questions is not appropriate.

This is a good report recommending a badly needed policy.

Council by resolution (not you as Mayor) asked for this report and while you may have 10 or more questions, so might all other Councillors.

The proper place for asking these questions and making suggestions on how to improve the policy is at the Council meeting.

This report is certainly not dealing with a complicated issue and any questions should be able to be addressed at the meeting.

It is always open for Council to further defer a matter if it needs more time or information.

Monday's meeting appears to be a light one and therefore a good one if you think a lot of time is required on this issue. Future meetings do not look so light

By copy of this response I am asking [CITY CLERK] Donna [IRVING] to keep the report on the Agenda, if for nothing else for Council's information. If you need more time or information, then it is open for you to ask Council to defer or refer the matter.

If you have a lot of questions of staff, for the sake of expediency, you may wish to pass them on today so that they will be in a position to answer them on Monday.

Joe

**************************************************************************** From: [JOE FRATESI VIA] Sharon Robertson Sent: Thursday, September 19, 2002 2:08 PM To: John Rowswell Subject: FW: Travel Policies Importance : High c.c. Councillor Mick by fax

Mr. Mayor:

I have asked the City Clerk to pull the travel policy report from the upcoming Council Agenda, not because you "directed" me to do so, but because Bill Freiburger is away until next Tuesday and was not available to comment on your suggestion that the report, while good, is incomplete.

As I suggested in my earlier e-mail to you, staff has spent considerabe time preparing this report for Council and not just for you. It is in answer to a resolution that highlighted the need for a policy to guide this and future Councils. It is highly unusual and inappropriate that a staff report is pulled because the Mayor and/or member of Council does not agree with what is being recommended.

The role of the Agenda Review Committee is not to edit, filter or alter reports and recommendations that are prepared by staff at Council's request.

It was never intended that the Committee of three members of Council would make decisions on behalf of all of Council with respect to what recommendations should say.

It is hoped that your stated position that you as Mayor have authority to prevent reports requested by Council from coming forward because you do not agree with the content is not a sign of things to come.

If indeed Council clearly indicates that it is comfortable that you should have this authority, then I think myself and staff also would be quite comfortable following any direction that you may give regarding the Agenda.

I do not believe that to be Council's position, however, if I am wrong I would very much appreciate an indication from Council of that.

Dealing specifically with the travel policy, and in fairness to the rest of Council, by copy of this e-mail I am advising Council of the circumstances under which this report was pulled from the upcoming Agenda. If any member of Council wishes to have a copy of the report and has any questions or comments before-hand that they would like staff to address, then I invite them to contact either Bill Freiburger or the City Clerk for a copy.

The item will be rescheduled for the October 7th meeting and placed on the Agenda in accordance with Council's earlier resolution unless Council directs otherwise.

Signed, Joe Fratesi

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