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## TOWN OF KENTVILLE POLICY STATEMENT G69 COUNCIL REPORTS POLICY
## 1.0 PURPOSE
- 1.1 The purpose of this policy is to provide direction to elected officials for production of reports to inform Council and the public of their activity in the conduct of Town business. The reports provide a public record of activity and maintain accountability and transparency.
## 2.0 DEFINITIONS
## 3.0 SCOPE
- 3.1 This policy applies to all elected officials of the Town of Kentville.
## 4.0 PROCEDURES
- 4.1 The Town of Kentville councillors shall produce reports to inform Council and the public of their activity in the conduct of Town business and committees of council.
- 4.2 Members of Council shall introduce new business, prior to a meeting, through a Request for Decision to ensure that there is sufficient information, staff advice and clarity for Council to debate the matter and make a decision.
- 4.3 The Town of Kentville councillors are responsible for the preparation of reports for presentation to council. The details and schedule of the reports are as follows:
- 4.3.1.1 Monthly, for presentation at the Council Meetings, the elected officials shall produce a report detailing their attendance at council, council advisory, committee and other town meetings, Town of Kentville Events and conferences. The purpose of this report is to inform council and the public of ongoing committee work and its effect on the Town of Kentville. The following committee chairs or representatives shall provide additional details in their report to council of on-going business affecting the Town of Kentville and Council decision making based on meeting frequency of the committee:
| 4.3.1.1.1 Audit Committee; |
|--------------------------------------------------------|
| 4.3.1.1.2 Finance and Administrative Committee; |
| 4.3.1.1.3 Board of Police Commissioners; |
| 4.3.1.1.4 Investment (Perpetual Fund); |
| 4.3.1.1.5 Water Commission; |
| 4.3.1.1.6 Source Water Protection Advisory Group; |
| 4.3.1.1.7 Annapolis Valley Regional Library; |
| 4.3.1.1.8 Collective bargaining Committee - CUPE; |
| 4.3.1.1.9 Collective bargaining Committee - Police; |
| 4.3.1.1.10 Joint Fire Services Committee; |
| 4.3.1.1.11 Kings County Academy/PTA; |
| 4.3.1.1.12 Kings Point-to-Point; |
| 4.3.1.1.13 Kings Regional Sewer Committee; |
| 4.3.1.1.14 Kings Transit Authority; |
| 4.3.1.1.15 Western Regional Housing Authority Board; |
| 4.3.1.1.16 Regional Emergency Management Operation; |
| 4.3.1.1.17 Valley Regional Enterprise Network; |
| 4.3.1.1.18 Valley Waste Resource Management Authority; |
| 4.3.1.1.19 Friends of the Library; |
| 4.3.1.1.20 Kings Diversity |
| 4.3.1.1.21 Parks & Recreation; |
| 4.3.1.1.22 Planning & Development; |
| 4.3.1.1.23 Transportation Service; and |
| 4.3.1.1.24 Annapolis Valley Trails. |
- 4.3.2 Monthly, for presentation at the Council Meetings, the elected official on return from a trip or conference shall produce a report detailing their attendance at a conference. The report shall include an accounting of total expenditures for the entire trip. A detailed report of the conference and sessions attended and shall include a recommendation on the value of the conference for future attendance.
- 4.3.3 As required, new ideas, business or policy changes shall be introduced using the Council Advisory Committee Request for Decision (RFD) Form. The report shall include the councillor's name, decision requested, and background for the decision, potential budget and policy implications. The request shall be submitted seven (7) working days before the CAC meeting to ensure it is reviewed by the CAO and added to the agenda. Items not meeting the deadline shall be carried over for the following CAC meeting without exception.
- 4.4 It is the responsibility of the delegated councillor or mayor to produce the reports for presentation at the monthly meetings as specified. For months where there are no meetings the report shall be combined with the next reporting month.
- 4.5 Monthly, the Financial Department shall upload all mayor and councillor expenses to the individual reports on the Town website. All expenses incurred during the conduct of Council or Town of Kentville business shall be posted.
- 4.6 The reports shall be available with the minute package for the meeting at which the report was made.
## 5.0 ASSOCIATED DOCUMENTS
- 5.1 Appendix A: Council Committee and Attendance Report Form
- 5.3 Appendix C: Trip Report
- 5.2 Appendix B: Council Advisory Committee Request for Decision Form
Policy Statement G57 Committees of Council
Policy Statement G70 Council Meeting Policy
## 6.0 POLICY REVISION HISTORY
Date Created:
Revisions:
January 29, 2018 February 25, 2019
June 24, 2019
Chief Administrative Officer, Mark Phillips
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Town of Kentville, Policy G69: Council Reports Policy
## APPENDIX A
Name:
Date:
Date of Last Council Meeting Attended:
Date of Last Council Advisory Meeting Attended:
Date of Last Governance Session Attended:
Committee Meeting Attendance and Synopsis
| Date | Committee Meeting Attendance and Synopsis Committee | Synopsis |
|--------|-------------------------------------------------------|------------|
## Town of Kentville Event Attendance and Synopsis
Date Event
## Conference Attendance and Synopsis
Date Conference Synopsis Synopsis
## COMMITTEE MEETING SYNOPSIS - COMPLETED BY COMMITTEE REPRESENTATIVE ONLY
| Detail | | |
|-----------|---------|------|
| Committee | Meeting | |
| | Date: | Name |
Meeting
Highlights:
Budget:
New Projects:
Policy Changes:
## Misc Events
Date
Synopsis
| Date | Synopsis |
|--------|------------|
## APPENDIX B: REQUEST FOR DECISION FORM
Name:
Date:
Date Submitted to CAO:
Request for Decision - Initial - to be completed by Council Member
Detail
Synopsis
Decision Requested:
- [ ] Property-
- [ ] Public Opinion-
- [ ] Environment- | Social- | EconomicO
Background: What?
Who? How? When?
- [ ] Current -
- [ ] Short Term O
Strategic Implication:
with Dashboard
Budget:
Desired Outcome:
Recommendation:
- [ ] Long Term O
- [ ] Yes O
- [ ] No -
Policy:
- [ ] Yes o
- [ ] No D
- [ ] Report/Document: Attached - Available - Nil -
## Request for Decision - CAO Initial Review
Detail
Synopsis
- [ ] Governance/Legislative- Protective Services C Administration D
Department: select all that apply
- [ ] Planning- Engineering Public WorksE Parks and Recreation D
- [ ] Finance- Economic Development -
- [ ] Operational Matter- Decision of Council Required O
- [ ] Policy Change- Other-
Decision Requested:
Background:
## Town of Kentville, Policy G69: Council Reports Policy
Budget:
Staff Workload:
Policy:
Response Options:
Preferred Strategy:
CAO Comments:
## APPENDIX C: TRIP REPORT GUIDE
## Date
## TRIP REPORT - XX- CONFERENCE NAME
## Introduction
1. I attended the conference at name of city. The conference was held dates at the Conference Centre, hosted by company/government dept. # of Attendees from the Town of Kentville attended the conference. Short synopsis of who else attended (The conference was attended by all Kings County councillors). There were over # of councillors and staff in attendance.
## Administration and Finances
The travel administration was supported by the Town of Kentville. Accommodations were secured at the hotel name in City, Province, air travel was with carrier, or rental car, or private motor vehicle. The cost of the conference was CDN$xx. The total cost of the trip was borne by the Town of Kentville under legislative expense account# at a total cost of CDN$X,xxx.XX.
## Conference Facilities
3. The conference facility is outstanding. Securing rooms at the Conference Centre is ideal, as all conference events are held on-site. The accommodations are very comfortable and well appointed. The main conference room tends to be over air-conditioned and may necessitate the wearing of a jacket or sweater.
## Conference Content
The attached schedule provides a brief overview general assemblies and sub-committee working groups. The briefings provided during the general assemblies were informative and provided a good overview of common problem areas faced by all Kings County councils and it also provided insight on the direction planned by municipal units. Of particular interest was the briefing provided by the Mayor of xx.
5. Interesting ideas.
6. Ideas for consideration.
3. Not so great ideas.
8. The presentations are available electronically and will be placed on the Council network drive when available.
## Recommendations
9. It is recommended that Town of Kentville continue to attend (or not attend) the Conference Name. Cross section attendance is extremely important as making contact with other councillors and staff facilitates most ongoing processes. The information gathered at the conference will be of interest to staff. Kentville should consider providing a briefing next year based on the experience of new programs integrated with existing budget and how the barriers are overcome.
10. Questions regarding this conference or the recommendations may be referred to the undersigned.
Name Position Telephone #
## Expenses
| Name of Conference 2017 - Location | Name of Conference 2017 - Location | Name of Conference 2017 - Location |
|--------------------------------------|--------------------------------------------|--------------------------------------|
| Date | Detail | amount |
| | Conference Registration Fee including HST | $ |
| | Transportation - car (KM), rental, airfare | $ |
| | Hotel Room x # nights | $ |
| | meal - provided | $0 |
| | Lunch | $17.75 |
| | Total Expense | $17.75 |
Enclosure: Schedule