Council to have policy drafted on reporting back after conferences

Amherstburg Municipal Building.

Amherstburg town council members who attend a conference, seminar “or similar event” on the town’s dime may soon have to give a report to their colleagues on what was learned.

A notice of motion by Councillor Molly Allaire dating back to Dec. 15 was brought forward as a regular motion this past Monday evening and council approved a policy be drafted. The wording of the motion caused some concern but after the clauses were shuffled, the motion to get a formal policy drawn up was unanimously approved by town council.

The motion reads that administration be directed to draft a policy considering requirements such as any member of town council who attends a conference, convention, seminar or similar event funded by the town be required to provide a written and/or verbal report to council within two regular council meetings of the event.

The motion asks that the policy call for a council member’s report include the name and date of the conference or event attended; a summary of seminars, workshops or sessions attended; key information, knowledge or best practices learned; and any potential benefit or applicability to municipal operations, policy or strategic planning.

“Several municipalities in Windsor-Essex County already do this. I’m not asking for a lengthy report but we’re spending people’s tax dollars to do this,” said Allaire. “It could even be something so simple as you respond with a written draft and it goes into correspondence for an upcoming meeting. I’m not asking for anything big.”

Allaire said the move would show accountability with public funds. As tax dollars are being used, Allaire said people should know what those dollars are being used for.

“This is transparency for council and the public,” she said.

Sharing what is learned was another key for Allaire, stating she has attended conferences and has learned a lot. She said she is using the information she has learned and wants to share that information with her council colleagues.

“If one person attends, then all of us can get that knowledge. It’s more bang for our buck,” said Allaire.

Town council members could actively seek out information for the benefit of the municipality, she added. Allaire said reporting back could also increase public trust and transparency.

“I want to make sure everyone has accountability of where your money is going,” said Allaire.

Deputy Mayor Chris Gibb said he didn’t believe it was a bad idea, noting he believes he has become a better council member and more knowledgeable through attending. Council members have met ministers and advocated for residents at those conferences, but Gibb did have concerns over the motion put forth by Allaire.

“When we start to direct each other’s behaviour, we start down a slippery slope,” the deputy mayor said. “I fear if we open this door, (and) that the majority can tell the minority what to do, you start getting into situations where this could cause things to be brought upon us we may not like in the future.”Council members are already governed by the Municipal Act and Code of Conduct, and he said he was “a little bit leery” about how the motion was first presented.

“It doesn’t look like a big issue, but I fear it could become a big issue when council starts directing individual members,” he said.

Council members should share knowledge they learn but the motion as originally presented caused him to question if the door was open a crack, stating “it could become a bigger issue than just this one item.”Councillor Peter Courtney said “it’s very imperative” that information come back to the rest of council when a member attends a conference paid for by the taxpayers. Courtney said there’s not enough money for every council member to go to every conference.

“It’s good food for thought and knowledge to make us all better councillors because we all can’t go. There’s not enough funds there,” said Courtney.

Courtney said he believed it was “a straight up” request to bring back information to share with others.

Councillor Linden Crain asked if there are more conferences this year council could attend, with clerk Kevin Fox said while there’s more focus on new council training and orientation in an election year, there still are conferences council members could choose to go on. 

Crain asked for clarity around whether a report could be verbal or written, noting the requirements suggested in the motion.

“It feels like a homework assignment, which isn’t an issue, but the member that attended should feel comfortable providing either a verbal or written update to council,” he said.

Councillor Don McArthur wanted to see “a clear policy” that council could debate, stating a framework for a policy didn’t need to be developed Monday night. McArthur wanted language cleaned up, calling it “vague” on what is expected on whether it’s verbal or written.

“Whatever it is, I think there should be equal expectations across the board,” said McArthur. 

McArthur agreed the motion promotes transparency and accountability, but said “we have to be very careful about managing expectations.” Sitting through a seminar and summing it up in a concise matter is “a very challenging thing to do.”

“To sum up something that takes place over an hour or two hours, you can’t really do it justice,” he said, adding “councillors aren’t journalists” and it is not fair to ask them to have the same skills.

McArthur added he went to the recent Rural Ontario Municipal Association (ROMA) conference and shared knowledge he learned. He said he found out other municipalities are struggling with similar issues as Amherstburg, with aging demographics and infrastructure with limited ability to bring in revenue. Another session was about strengthening rural vitality through arts and culture, with McArthur stating Amherstburg is already doing that.

Another session was about rural infrastructure and managing the asset management gap, with another talk being about municipal financial planning. 

McArthur added CAO Valerie Critchley attended as well and they delegated on matters such as hydro. He said delegates are in and out in 15 minutes but “you still have to put your best foot forward for Amherstburg.”

Mayor Michael Prue said if the policy was going to be developed that night, he had amendments but supported a report, with the latter being what occurred. Prue said the original “municipal” tax dollar line should specify the town, to make it clear it doesn’t apply to the county or school board as those are collected as well. 

Allaire agreed to that amendment in the final motion.

Prue added he shared similar views as Gibb, stating “it is very difficult to tell people that you must do this.” He said the town already has a policy that allows people to report back but doesn’t force council members to report. 

The mayor continued he and Gibb attend conferences through the county and he added he went to a conference funded by Essex Powerlines last week, and wondered if that would require a report out. 

Prue also stated when he attends a conference, he generally goes as a representative of the County of Essex and ratepayers don’t pay for it through town dollars.

“If it’s part of a policy, I’m sure the staff will look at all these things and come back with a policy,” he said.

Allaire clarified she wanted a formal policy drafted and concerns can be addressed. She said if town money is used, “I do want you to report back” as “it keeps you accountable.” Allaire said she delegated to the Minister of the Environment and also credited McArthur for delegating at ROMA, noting she was not previously aware, adding it shows the work being done.

“This is just to draft a policy,” she said of her motion’s intent.

Crain believed the original motion put forth was “conflicting” as he interpreted it as requiring council members to report back from conferences and also to draft a policy.

“How can we say we’re already required to do something without a policy being drafted?” he said.

Allaire’s original motion outlined what would be required of council members if and when reporting back with the call for a policy coming later in the motion. 

Fox made a suggestion that the request for a policy come first with the requirements of what would be expected after coming back from a conference or seminar be considered as part of the policy.

Council to have policy drafted on reporting back after conferences

By Ron Giofu