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RFD- 3410 Business Items   Item #:   4. b.    
Committee of the Whole Meeting Agenda
Meeting Date: 10/15/2018  
Title:    CP-1011-18 - Gifts and Gratuities Policy - Pungur-Buick
Department: Human Resources  
Strategic Vision Element: n/a Related Goal: n/a

Request for Decision Summary
The Corporate Policy on Gifts and Gratuities has been updated to reflect Council's direction and to align it with Bylaw C-1043-18 Council Code of Conduct. The policy provides parameters around the acceptance of gifts and gratuities from outside parties in order to preserve the image and integrity of the City and Community as a whole.
Proposed Motion
That the input provided on Corporate Policy CP-1011-18 Gifts and Gratuities be brought forward for Council's consideration.
Council approved Bylaw C-1043-18, Council Code of Conduct on July 16, 2018. Section 10.1 states that Councillors are "to conduct themselves in accordance with the requirements of the City's Gifts and Gratuities Policy with respect to the acceptance and registration of gifts offered to them." To ensure the Gifts and Gratuities policy is congruent with the Council Code of Conduct Bylaw, the policy was updated with amendments to reflect this requirement and the separate complaint, investigation and redress process for Councillors. 

The amount at which a gift must be turned over to the City was increased in value from $200.00 to $300.00, based on feedback from Council at the May 22, 2018 Committee of the Whole meeting. 

The policy was also updated to extend to volunteers. The policy continues to provide direction to employees.

Administration is moving to a new policy numbering system, therefore the previous policy number, 9,044 is being rescinded.
A new Administrative Policy on Employee Code of Conduct is currently being developed. Typically, such a document includes provisions for gifts and gratuities. Administration's preferred option would be to rescind the Gifts and Gratuities policy all together and that Council:
  • direct Administration to update the Council Code of Conduct Bylaw with respect to gifts and gratuities, and bring it back to Council; and
  • direct Administration to develop a Corporate Policy on a code of conduct for volunteers, non-Council members and non-employee members of internal boards, committees or task forces.
Should Committee prefer these options, then the review and discussion at the October 15, 2018 meeting could be incorporated into the bylaw. In this case, the Employee Code of Conduct would include provisions for gifts and gratuities and a new policy would be drafted for internal boards, committees and task forces.

Committee may recommend these options to Council.
Received feedback from employees in City Clerk, Human Resources, Payroll and Executive Team.
Once the policy is approved, it will be communicated to Council members, employees, and volunteers, and shared with any internal boards, committee or task force members.
No significant operational or fiscal impacts are foreseen at this time.

Draft Policy
Municipality Comparision Chart

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