Item - 2014.AU14.6
Tracking Status
- City Council adopted this item on April 1, 2014 with amendments.
- This item was considered by Audit Committee on February 28, 2014 and was adopted with amendments. It will be considered by City Council on April 1, 2014.
AU14.6 - Review of Training, Conference and Related Travel Expenses
- Decision Type:
- ACTION
- Status:
- Amended
- Wards:
- All
City Council Decision
City Council on April 1, 2 and 3, 2014, adopted the following:
1. City Council request the Director, Accounting Services and divisional management to ensure travel and conference claims are completed and expenses are reimbursed according to the Business Expense Policy.
2. City Council request the City Clerk to ensure that Councillor claims are reimbursed according to the Constituency Services and Office Budget Policy.
3. City Council request the Director, Accounting Services Division to review the issues identified in this report, particularly the policies adopted by other organizations and, where appropriate, incorporate revisions into the Business Expense Policy.
4. City Council request the Director, Organizational Development and Workforce Planning to review the capacity of the corporate learning management system to provide periodic reports to senior management on training and conference hours and costs by employee groups.
5. City Council request the Treasurer, in consultation with the City Clerk, to:
a. consider planning and coordinating trips by simultaneously booking hotels and transportation for a group of employees and Councillors attending the same event;
b. evaluate the feasibility of developing a hotel directory similar to those used by other large organizations;
c. negotiate similar discount rates as those used by other large organizations; and
d. consider central travel coordination policies and operations in other major Canadian Municipalities.
6. City Council request the City Manager to develop a strategy for training and conference needs and ensure that budget and actual costs are aligned.
7. City Council direct that any Member of Council who attends an out-of-province conference be required to submit a report to the City Clerk on the specific meetings and conferences attended, with confirmation as to whether they remained for each session; such report to be posted on the City's web site where travel expenses are disclosed, and distributed to Members of the relevant Standing Committee.
8. City Council direct the City Manager to post the details of staff training, conference and related travel expenses on an individual basis, as is done for Councillors, on the City's website.
Background Information (Committee)
https://www.toronto.ca/legdocs/mmis/2014/au/bgrd/backgroundfile-66971.pdf
Communications (City Council)
https://www.toronto.ca/legdocs/mmis/2014/cc/comm/communicationfile-46053.pdf
Motions (City Council)
That City Council direct the City Manager to post the details of staff training, conference and related travel expenses on an individual basis, as is done for Councillors, on the City's website.
Vote (Amend Item (Additional)) Apr-03-2014 2:19 PM
| Result: Carried | Majority Required - AU14.6 - Shiner - motion 1 |
|---|---|
| Total members that voted Yes: 27 | Members that voted Yes are Michelle Berardinetti, Raymond Cho, Glenn De Baeremaeker, Mike Del Grande, Frank Di Giorgio, Sarah Doucette, Doug Ford, Rob Ford, Mary Fragedakis, Mark Grimes, Norman Kelly, Chin Lee, Peter Leon, Gloria Lindsay Luby, Giorgio Mammoliti, Josh Matlow, Mary-Margaret McMahon, Peter Milczyn, Frances Nunziata (Chair), Cesar Palacio, James Pasternak, Anthony Perruzza, Jaye Robinson, David Shiner, Michael Thompson, Adam Vaughan, Kristyn Wong-Tam |
| Total members that voted No: 9 | Members that voted No are Paul Ainslie, Shelley Carroll, Josh Colle, Gary Crawford, Janet Davis, John Filion, Mike Layton, John Parker, Gord Perks |
| Total members that were Absent: 9 | Members that were absent are Maria Augimeri, Ana Bailão, Vincent Crisanti, Paula Fletcher, Pam McConnell, Joe Mihevc, Denzil Minnan-Wong, Ron Moeser, Karen Stintz |
Vote (Adopt Item as Amended) Apr-03-2014 2:20 PM
| Result: Carried | Majority Required - AU14.6 - Adopt the item as amended |
|---|---|
| Total members that voted Yes: 31 | Members that voted Yes are Michelle Berardinetti, Raymond Cho, Gary Crawford, Glenn De Baeremaeker, Mike Del Grande, Frank Di Giorgio, Sarah Doucette, Paula Fletcher, Doug Ford, Rob Ford, Mary Fragedakis, Mark Grimes, Norman Kelly, Mike Layton, Chin Lee, Peter Leon, Gloria Lindsay Luby, Giorgio Mammoliti, Josh Matlow, Mary-Margaret McMahon, Peter Milczyn, Frances Nunziata (Chair), Cesar Palacio, James Pasternak, Anthony Perruzza, Jaye Robinson, David Shiner, Karen Stintz, Michael Thompson, Adam Vaughan, Kristyn Wong-Tam |
| Total members that voted No: 7 | Members that voted No are Paul Ainslie, Shelley Carroll, Josh Colle, Janet Davis, John Filion, John Parker, Gord Perks |
| Total members that were Absent: 7 | Members that were absent are Maria Augimeri, Ana Bailão, Vincent Crisanti, Pam McConnell, Joe Mihevc, Denzil Minnan-Wong, Ron Moeser |
AU14.6 - Review of Training, Conference and Related Travel Expenses
- Decision Type:
- ACTION
- Status:
- Amended
- Wards:
- All
Committee Recommendations
The Audit Committee recommends that:
1. City Council request the Director, Accounting Services and divisional management to ensure travel and conference claims are completed and expenses are reimbursed according to the Business Expense Policy.
2. City Council request the City Clerk to ensure that Councillor claims are reimbursed according to the Constituency Services and Office Budget Policy.
3. City Council request the Director, Accounting Services Division to review the issues identified in this report, particularly the policies adopted by other organizations and, where appropriate, incorporate revisions into the Business Expense Policy.
4. City Council request the Director, Organizational Development and Workforce Planning to review the capacity of the corporate learning management system to provide periodic reports to senior management on training and conference hours and costs by employee groups.
5. City Council request the Treasurer, in consultation with the City Clerk, to:
a. consider planning and coordinating trips by simultaneously booking hotels and transportation for a group of employees and Councillors attending the same event;
b. evaluate the feasibility of developing a hotel directory similar to those used by other large organizations;
c. negotiate similar discount rates as those used by other large organizations; and
d. consider central travel coordination policies and operations in other major Canadian Municipalities.
6. City Council request the City Manager to develop a strategy for training and conference needs and ensure that budget and actual costs are aligned.
7. City Council direct that any Member of Council who attends an out-of-province conference be required to submit a report to the City Clerk on the specific meetings and conferences attended, with confirmation as to whether they remained for each session. Such report to be posted on the City's web site where travel expenses are disclosed, and distributed to Members of the relevant Standing Committee.
Origin
Summary
The Auditor General’s Audit Work Plan included a review of City controls over training, conferences and related travel expenses.
The Work Plan is intended to address a combination of major program areas as well as those areas of less financial significance. In the latter case, while the areas reviewed may not involve significant funds, they are particularly important in the context of public interest.
This report provides six recommendations which will strengthen controls over training and conference expenses. Implementation of the recommendations included in this report will:
· Ensure expense claims comply with City policies
· Ensure City training and conference budgets align with actual City training needs
· Reduce travel and accommodation cost.
Background Information
https://www.toronto.ca/legdocs/mmis/2014/au/bgrd/backgroundfile-66971.pdf
Speakers
Motions
That the Audit Committee add the following Part d. to Recommendation 5:
5.d. consider central travel coordination policies and operations in other major Canadian Municipalities.
That the Audit Committee recommend that:
1. City Council direct that any Member of Council who attends an out-of-province conference be required to submit a report to the City Clerk on the specific meetings and conferences attended, with confirmation as to whether they remained for each session. Such report to be posted on the City's web site where travel expenses are disclosed, and distributed to Members of the relevant Standing Committee.