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ADOPT,
Moved by Councillor Colley-Urquhart, Seconded by Councillor Farrell, that
Councillor Colley-Urquhart’s Revised Motion, NM2014-37, be adopted, as
follows:
WHEREAS
the City of Calgary Administrative Policy on the “Reimbursement of Meal
and Hosting Expenses" implemented in 2010 May defines the business
rules for allowable meals, hosting and alcohol expenses for all City employees
and contract employees, and
WHEREAS
the payment for meals, hosting and limited permitted alcohol expenses is
subject to the provisions of this policy plus an additional nine (9)
policies, and
WHEREAS
the scope of this policy applies to those employees incurring expenses from
attendance at meetings, events, or corporate functions that are related to
City business, and
WHEREAS
failure to adhere to this policy may result in the requirement for
reimbursement to The City for any inappropriate expense incurred, and/or
disciplinary action, and
WHEREAS
Section 3.6 of the above noted policy states that "Alcohol expenses for
business meetings can only be permitted with City funds in the event a
meeting meets all of the following criteria"
a. The meeting
involves third parties (i.e. non-City), external agencies or organizations;
and
b. Alcohol consumption
is reasonable, and
WHEREAS
Section 3.7 states that "No alcohol expense will be paid by City funds
for any meeting that is attended by only City staff. Any alcohol consumed
will be at the attendees' own expense, cannot be claimed as an eligible
expense and will not be reimbursed," and
WHEREAS
the City of Calgary Administrative Policy on "Substance Use"
implemented in 2008 April outlines The City's expectations and processes
regarding the use of alcohol and/or legal or illegal substances that impact
employees', contractors' or volunteers' ability to perform their duties
professionally, safely and efficiently, and
WHEREAS
neither of these policies currently apply to Members of City Council, and
WHEREAS
it is common corporate/business practice to have a workplace alcohol policy,
NOW
THEREFORE BE IT RESOLVED THAT:
1. Section 3.6 and 3.7
of the “Reimbursement of Meal and Hosting Expenses" apply to all
members of Council.
2. That breaches of
either policy by a Member of Council would follow the same process as that
outlined in the Ethical Conduct Policy for Members of Council and
3. Members of Council
may continue to host appreciation events for volunteers and/or members of the
public service.
4. The City Auditor in
consultation with
Administration be directed to review both current policies regarding use of
alcohol during work hours and expensing of alcohol for all city employees,
and in that analysis consider other leading best practices such as
that applied by the City of London and examples from the private sector,
and report back through the Priorities and Finance Committee no later than
2015 January with recommendations for Council consideration.
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