COUNCIL REPORT: COUNCIL ATTENDANCE AT CONVENTIONS

RECOMMENDATION:

That the information regarding budgets and past attendance at conventions by elected officials be received.

PURPOSE:

To provide information that will help inform Council discussion of Councillor Rogers’ “Notice of Motion” item placed on the February 7, 2023 agenda as requested at the January 17, 2023 Council meeting.

TIME CRITICAL:

For information only; not time sensitive.

EXECUTIVE SUMMARY:

An annual budget is allocated for Council members to attend conventions/conferences or other professional development opportunities with the overall amount being equally apportioned amongst members.

Historically attendance has been at the discretion of the individual based on their availability and interests in the convention/conference offered.

BACKGROUND/DISCUSSION:

The table below provides an overview of the Council convention/conference account:

The following is a list of conventions/conferences and professional development opportunities that elected officials have attended in prior years:

• Federation of Canadian Municipalities (FCM) – typically held in larger cities such as Halifax, Quebec City, Ottawa, Calgary, Regina, or Toronto: https://fcm.ca/en/events-training;
• Union of BC Municipalities (UBCM) – typically held in Vancouver, Victoria, or Whistler: https://www.ubcm.ca/convention-resolutions;
• Association of Vancouver Island and Coastal Communities (AVICC) –held in various member communities such as Campbell River, Courtenay, Parksville/Qualicum, Powell River, Nanaimo, or in the Capital Region: https://avicc.ca/agm-convention/;
• Local Government Leadership Academy (LGLA) Elected Officials Seminar – typically held every four years (post-election) in Nanaimo or Victoria (for AVICC members): https://lgla.ca/events/;
• Other smaller periodic training opportunities that arise from time to time; and
• With Council support in 2020, an elected official used part of their annual allocation (less than 2/5) towards a more formal educational opportunity over a few years.

With the exception of the formal educational opportunity, allocated funds are used towards registration fees, accommodation, travel costs, and food.

While some organizations offered virtual conferences for a couple of years due to the COVID-19 pandemic when in-person gatherings were not permitted, staff have reached out to FCM, UBCM, and AVICC to inquire about virtual opportunities for 2023. All three organizations have confirmed that plans are being made for in-person conferences/conventions only for 2023. UBCM relayed that webcasting costs are significant and note that a late 2022 event lasting two hours cost slightly more than $10,000 and the two-day 2021 Local Government Leadership Academy Forum was $20,000. It was noted to staff that hybrid events are cost prohibitive with fees needed to cover webcasting, staffing, and catering. Concern was also expressed that, while technology has improved and safety factors can be built in, it can malfunction and glitches can come along which can be unnerving if the event is solely virtual.

SUSTAINABILITY/CLIMATE CHANGE IMPACTS:

This is a background information report only.

FINANCIAL IMPLICATIONS:

In the years listed in the above table, the allocated funds were never oversubscribed.

CONCLUSION:

Annual funding is available for Council members to undertake professional development. Use of the funding in the past has been at the individual elected official’s discretion.

ATTACHMENTS: n/a