HomeMy WebLinkAboutCouncil Training Conferences Association Building - 3.07.pdfCouncil Training, Conferences and Association Building Policy 3.07
Page 1 of 3 Policy 3.07 (Rev. 2) POLICY MANUAL Title: Council Training, Conferences and Association Building Policy No : 3.07 (Rev. 2) Supersedes: Council Training, Conferences and
Association Building Policy 3.07 (January 6, 2009) Authority: Legislative Operational Approval: Council CMT General Manager Effective Date: July 22, 2014 Review Date: July 2015 Policy
Statement: Municipal Council will review the Legislative Services budget at least annually. Adjustments to established budgets will be considered as part of the District’s Business
Planning process. Purpose: Council members are asked to make important decisions on behalf of the citizens of Maple Ridge. Continuous learning and association building are important
in carrying out this duty. The District supports training and association building and many such opportunities arise throughout the year. Financial resources are limited so the costs
versus the benefits must be weighed and priorities established. Definitions: 1. Conferences This category refers to learning opportunities such as the annual Union of BC Municipalities
Convention, the annual Federation of Canadian Municipalities conference, and the annual conference of the Lower Mainland Local Government Association. 2. Council approved external committee
work This category refers to training and networking opportunities that arise out of Council approved external committee work. Examples of such work include appointments to FCM or UBCM
committees.
Page 2 of 3 Policy 3.07 (Rev. 2) 3. Self Directed Training This category refers to training, workshops or conferences that individual members of Council may wish to participate in that
are not included in the first two categories. Its purpose is to allow Council members to develop skills and knowledge relating to their role as a member of the governing body of Maple
Ridge. 4. Association Building This category refers to local events that individual members of Council may wish to participate in. Its purpose is to allow Council members to network
and develop relationships relating to their role as a member of the governing body of Maple Ridge. 5. Cost/Benefit Analysis The following criteria will be used to evaluate participation
in training, conference and association building opportunities: i) Does the work done by the body /committee support Council’s Strategic Plan? ii) Does the body /committee make decisions
that could impact Maple Ridge? iii) Does the organization provide support to Maple Ridge? (financial or otherwise) iv) Does participation help fulfill their duties & responsibilities?
v) Does participation provide valuable networking opportunities? Key Areas of Responsibility Action to Take 1. In September of each year, Council, in conjuction with their Finance officer,
will review current year expenditures, estimate costs to year-end and consider adjustments for the ensuing financial planning period. The current budget allocation is as follows and
has been accommodated within the overall budget for Legislative Services: Mayor (annually) $6,500 Councillor (annually) $5,000 2. While arrangements for these events must be coordinated
through the Executive Assistant to the Mayor, responsibility and accountability for these allocations will rest with individual Council members. 3. The Finance Department will provide
a monthly financial update to assist Council members in managing their allocations. 4. Prior approval from Council will be required for expenditures in excess of the annual budget Responsibility
Municipal Council Finance Officer Municipal Council Finance Officer Municipal Council Finance Officer Finance Officer Municipal Council
Page 3 of 3 Policy 3.07 (Rev. 2) 5. A written rationale must be submitted, and approval given by Council, to carry forward unspent monies to the following year. 6. An additional $3,500
(per Council, not individual) is available to cover out-of-pocket expenses for specific committee work approved by Council. While many organizations are able to cover expenses for appointees,
the purpose of this allocation is to provide assistance where such recovery is not possible. Municipal Council Municipal Council Finance Officer