TOWNSHIP OF ESQUIMALT MEMORANDUM
MEETING DATE: July 22, 2024 Report No. ADM-24-047
TO: Council
FROM: Vicki Gannon, Director of HR and Community Relations
SUBJECT: Amendments to Council Policy regarding Travel and Expense Reimbursement
INFORMATION:
Attached is the original Council Policy regarding travel and expense reimbursement (ADMIN-11, Travel Allowances - Municipal Staff, Council Appointees and Volunteers), along with an updated policy renumbered and renamed to Council Policy FIN-07, Travel and Expense Reimbursement.
This policy has not been updated since 2011, and referring to the Bank of Canada inflation rates from 2011 - 2023 and the substantial increased costs, staff are recommending that the per diem rates be updated from $55 or $65 per day depending on the location, to $85 per day for all destinations.
Staff have reviewed neighbouring municipalities’ policies and outline the following per diem rates:
City of Colwood (policy updated 2018): $80.00
District of North Saanich (policy updated 2017) $70.00
District of Oak Bay (policy updated 2020): $70.00
District of Saanich (policy updated 2020): $75.00
It is recommended that Council approve the amendments as attached in Council Policy FIN-07, Travel and Expense Reimbursement, or provide staff with alternate direction.
If Council supports these policy changes, the following motions would be required for the changes to take effect:
That Council:
1. Rescind Councl Policy No. Admin-11, Travel Allowances - Municipal Staff, Council Appointees and Volunteers; and
2. Approve Council Policy No. FIN-07, Travel and Expense Reimbursement.
REVIEWED BY:
1. Ian Irvine, Director of Finance, Reviewed
2. Deb Hopkins, Director of Corporate Services, Reviewed
3. Dan Horan, Chief Administrative Officer, Concurrence
LIST OF ATTACHMENTS:
1. Council Policy ADM-11, Travel Allowances - Municipal Staff, Council Appointees and Volunteers
2. Council Policy FIN-07, Travel and Expense Reimbursement
3. Conference and Seminar Expense Form.