MeetingsTue, Oct 29, 20241h 24m2022–2026 Council
Advisory Committee
Summary
- Approved revised travel expense policy raising per diem to $80; encourages carpooling and cost-saving measures.
- Directed staff to add dependent care as a qualifying expense in the travel reimbursement policy.
- Approved recommendation that Council adopt community gardens policy enabling Porcher Park pilot; $50 annual fee per plot.
- Appointed Councillor Yacucha as Chair and Councillor Morley as Vice Chair for the remainder of the term.
Decisions
What council voted on, in agenda order.
Recommended Council approve the Community Gardens policy with a $40,000 pilot budget.
7.1 · Community Gardens Council Policy POL-0174-Parks - (Proposed New Policy)
Vote 8–0Moved by Johnson, seconded by FoxallDirected staff to draft an amendment adding dependent care as a qualifying expense.
7.2 · Travel Expenditure Policy Refresh - (Proposed Policy Amendment)
Vote 8–0Moved by Johnson, seconded by McDonaldAmended the expense policy to limit hotels wording to travel outside the Capital Regional District.
7.2 · Travel Expenditure Policy Refresh - (Proposed Policy Amendment)
Vote 8–0Moved by Harder, seconded by McDonaldRecommended Council approve expense policy adding carpooling limits, banning meal claims when provided, clarifying wording.
7.2 · Travel Expenditure Policy Refresh - (Proposed Policy Amendment)
Moved by Johnson, seconded by McDonald
Agenda
10 items · select one for details, debate and documents
Summary
The Chair called the meeting to order at 7:00 pm.
Summary
A Committee member read the City of Langford's Territorial Acknowledgement.
Summary
Meeting conduct rules were read aloud.
Summary
The Committee approved the agenda as amended to add a new Item 5 (Appointment of the Chair).
Motions (1)
THAT the Committee approve the agenda as amended with the addition of a new Item 5 titled "Appointment of the Chair" and that the remaining agenda be renumbered accordingly.
Summary
The Committee rescinded the alternating Chair schedule and appointed Councillor K. Yacucha as Chair and Councillor M. Morley as Vice-Chair for the remainder of the term.
Motions (1)
THAT the motion to establish an alternating Chair and Vice Chair schedule passed at the June 2023 Community Advisory Committee Meeting be rescinded; AND THAT the Community Advisory Committee appoint Councillor Yacucha as the Chair and Councillor Morley as the Vice Chair for the remainder of the term.
Summary
The Committee adopted the minutes of the August 27, 2024 meeting as circulated.
Motions (1)
THAT the minutes of the Community Advisory Committee meeting held August 27, 2024, be adopted as circulated.
Summary
Committee considered reports on two policies: Community Gardens (POL-0174-PARK) and Travel Expenditure Policy refresh (POL-0042-FIN).
Summary
The Committee recommended that Council approve the proposed Community Gardens policy (POL-0174-PARK) to govern creation and operation of community gardens, with a $40,000 pilot budget noted.
Financial impact
$40,000— 2024 capital budget
Motions (1)
THAT the Community Advisory Committee recommend that Council approve POL-0174-PARK, Community Gardens Council Policy.
Documents (2)
Staff report proposing a new Council policy (POL-0174-PARK) to formalize City partnerships for community gardens, including a pilot at Porcher Park and guidance on roles, responsibilities, and application process.
Staff Report: Community Gardens Council Policy POL-0174-PARKS
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Page 5–8EXECUTIVE SUMMARY
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Page 5–8BACKGROUND
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Page 5–8COMMENTARY
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Page 5–8RESEARCH
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Page 5–8POLICY OUTLINE
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Page 5–8APPLICATION PROCESS
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Page 5–8FURTHER PROCESS IMPROVEMENTS
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Page 5–8PRIORITIZATION OF APPLICANTS
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Page 5–8FINANCIAL IMPLICATIONS
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Page 5–8LEGAL IMPLICATIONS
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Page 5–8STRATEGIC PLAN ALIGNMENT
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Page 5–8OPTIONS
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Page 5–8SUBMITTED BY
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Page 5–8Full text of the proposed Community Gardens Policy (POL-0174-PARK) outlining purpose, definitions, City and partner group responsibilities, operational requirements, and expression of interest submission requirements.
COMMUNITY GARDENS POLICY
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Page 9–12DEFINITIONS
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Page 9–12CITY OF LANGFORD SUPPORT
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Page 9–12PARTNER GROUP OPERATIONAL AND ADMINISTRATIVE REQUIREMENTS
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Page 9–12EXPRESSION OF INTEREST SUBMISSION REQUIREMENTS
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Page 9–12PARTNER GROUP SELECTION AND NEXT STEPS
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Page 9–12Summary
The Committee recommended Council approve amendments to the travel expense policy (POL-0042-FIN) with specific wording changes, a hotels/geography amendment, and directed staff to include dependent care as a qualifying expense.
Motions (4)
THAT the Community Advisory Committee meeting recess for ten (10) minutes beginning at 8:00pm
THAT the Community Advisory Committee recommend that Council direct staff to prepare a further amendment to POL-0042-FIN to include dependent care as a qualifying expense.
THAT the proposed draft Council and Staff Expense Policy be amended by adding "outside of the Capital Regional District" under Section 4(a)(i) after the word "Hotels".
THAT the Community Advisory Committee recommend that Council approve POL-0042-FIN titled "Council and Staff Reimbursement for Expense" with the following changes: 1. add statement at the end of Section 4 requiring travellers to limit expenses through carpooling/sharing taxis; 2. replace Section 3(b) wording so meal claims cannot be made when meals are provided; 3. remove the wording "inclusive of" in Section 4(a)(ii) and replace with "including but not limited to".
Documents (2)
Staff report proposing amendments to POL-0042-FIN 'Council and Staff Reimbursement for Expense' to increase per diems, add guidance for private accommodation reimbursement, and improve clarity and alignment with CPI.
Staff Report: Travel Expenditure Policy Refresh
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Page 13–16Staff Report to Community Advisory Committee
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Page 13–16Draft amended text for POL-0042-FIN (Amendment #1) detailing updated per diem amounts, currency handling, qualifying and non-compensable expenses, and procedures for expense submission and approvals.
CITY OF LANGFORD - Council and Staff Reimbursement for Expense Policy
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Page 17–191. PURPOSE:
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Page 17–192. EXPENSES INCURRED:
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Page 17–193. PER DIEM:
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Page 17–194. QUALIFYING EXPENSES AND EXPENDITURES:
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Page 17–195. NON-COMPENSATED EXPENSES:
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Page 17–196. COMBINING BUSINESS TRAVEL WITH PERSONAL TRAVEL:
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Page 17–197. TRAVEL CANCELLATIONS:
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Page 17–198. LEVELS OF PAYMENT AND APPROVALS:
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Page 17–199. TRAVEL INSURANCE:
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Page 17–19Summary
The meeting adjourned at 8:24 pm.
Motions (1)
THAT the Community Advisory Committee meeting held October 29, 2024, adjourn at 8:24pm.