The Mayor's formal response

The following are Mayor John Rowswell's formal responses to Councillors Peter Vaudry and Debbie Amaroso, who say Rowswell acted outside his power when he ordered City staff to leave the travel policy report off the agenda for Monday's Council meeting.

*************************************************************************** 2002 09 23

MEMO TO: Councillors

SUBJECT: Agenda Review Committee

I wish to address the resolution put forth by Vaudry/Amaroso pertaining to having the Out-of-Province Travel Policies come forward on the Council Agenda this evening.

The issue before us is that of not Out-of-Province Travel but receiving information at the Agenda Review Committee meeting be complete for us to consider for the Council Agenda.

For example, if we had the Out-of-Province Travel report last Tuesday, we would have read the original resolution stating that comments were to come from the International Relations Committee back to staff in preparation of the report and we would have had staff circulate it to them for comment.

On Wednesday, when I reviewed the report and although a very good report, it was in my opinion incomplete.

I then did talk with the Agenda Review Committee and Councillor Neil DelBianco to verify that if the report was incomplete, it should not go on the Council Agenda.

I will in a memo under separate cover provide questions I had on the report.

This memo deals with the role of the Agenda Review Committee and what happens or who will oversee what comes to Council for our review at this meeting or after Agenda Review and in the Addenda that come to Council.

Further, it is my recommendation that the procedural by-law be reviewed to clarify whether the Mayor or the Chief Administrative Officer should decide as to what is allowed on the agenda after the Agenda Review Committee has made their review.

My request is to have this matter clarified and request that a procedural review committee be struck to deal with the matter.

Yours very truly,

John Rowswell, MAYOR

*************************************************************************** 2002 09 23

MEMO TO: Councillors

SUBJECT: Out-of-Province Travel Policy

As I am on holidays from September 28th to October 6th, 2002, my questions for the International Relations Committee are as follows.

Firstly, I would like to state that the report is very good but could be clearer with respect to the following matters or questions. This is not a full list but items that came to mind as I reviewed this lengthy document.

1) Are incidentals included in the present per diem of $55/day Canadian or $55/day US if in the United States?

2) What exactly are incidentals?

3) Why are we not including incidentals if the Treasury Board of Canada recommends a value?

4) It is not clear who approves the Mayor’s travel expenses. Are the Councillors’ travel expenses approved by the Mayor? What is the Finance Department’s role in the process?

5) If travel is needed between Council meetings, who approves it? This issue applies to staff, Council and the Mayor or CAO.

6) It should be noted that Travellers cheques did not work well in Ireland. Credit cards did not work in Japan. US dollars did work in Russia but one had to carry large amounts of money. Who would know the appropriate method when travelling abroad the first time?

7) Travel Expense Claim forms cannot be done until the Visa bills are in. Should the time required be 10 days after all information is received to complete the Travel Expense Claim form?

8) Similar to question (4), who approves whose travel expenses? What is Finance’s role in the process?

9) Receipts for taxis or cars are not always available. The criteria for receipts not available or lost appears excessive. Should a Supervisor or Finance approval be needed when a receipt is not provided? Should there be a dollar value limit to which a receipt is needed?

10) It is good to separate out breakfast, lunch and dinner because there are times a meal is provided or a hospitality meal or working meal meeting is warranted for which the City or Mayor pays for. Should the receipt only provide the names and intent of the meeting?

11) There are times in international travel that long, active days are possible. What happens when you have to buy two breakfasts, 2 lunches and 1 supper?

12) When lodging overnight with friends or family, is our policy clear that no reimbursement is made? Is the host entitled to a gift?

13) Reference is made to Council travel allotments but nothing is mentioned for the Mayor. What do other communities do in this matter? Do we need a separate budget for each? What is the approval process for travel in other countries?

14) Should this policy apply to disbursements charged by consultants working for us?

15) Should a policy exist for personal long distance calls and the number of times while travelling on city business? City business phone calls are always allowed.

16) How do we deal with other items like interpreters, internet charges, other charges like photocopying, reports, etc?

17) Do we need a clear policy for hotel charges, movies, room service, exercise room, laundry, etc.?

Further, it is my opinion that all Travel Expense forms with the receipts and Visa bills need to be kept for public view for full disclosure in the Clerk’s Office.

I trust the following questions will be answered and dealt with by the International Relations Committee prior to the final report coming to Council.

Respectfully submitted,

John Rowswell, MAYOR