90-11
COUNTY OF ELGIN
By-Law No. 90-11
~EINf_a-ªY-LAW TO ESTABLISH RULES AND PROCEDURES RE
CONVENTION ATTENDANCE AND THE HOLDING OF HOSPITALITY SUITES."
WHEREAS it is deemed appropriate to establish rules and
procedures with respect to attendance at conventions and the
holding of hospitality suites.
NOW THEREFORE the Municipal Council of the Corporation
of the County of Elgin enact s as follows.:
1. Each year County Council shall compile a list of con-
ventions which are eligible for attendance by Councillors and
Officials.
2. Attendance shall be provided as follows:
(a) The Warden may attend any number of conventions each year.
(b) Members of County Council are limi"ted to any two (2) con-
ventions of their choice each year, however, where the
Chairman or designate is responsible for the arrangements
for the hospitality suite at a convention, it will not be
counted as one of the two allowable.
(c) All Officials attending conventions must have prior
approval of the Committee through which they report.
3. The Warden, Members of County Council and Elgin County
Officials shall be paid the following rates for attending conven-
tions:
(a) For a convention within a radius of 322 Km (200 miles) of
St. Thomas, the per diem rate, registration fee and mileage
from St. Thomas to the convention site and return, paid at
the same rate established for the use of personal vehicles
for County business.
(b) For a convention outside a radius of 322 Km (200 miles) of
St. Thomas, the per diem rate, registration fee and single
airfare rate from the London airport to the site of the
convention and return. Where the site cannot be reached by
air service, mileage to and from the convention be paid.
The Clerk will obtain the economy flight fare, thirty days
prior to a convention outside the 322 Km (200 mile) radius
of St. Thomas, and this will be the amount paid to all
those attending, regardless of their method of travel.
(c) The per diem rate of $225.00 per day shall be limited to
the actual number of days that the convention has sessions
listed which the delegate attends.
(d) Claims for reimbursement of expenses and per diem shall be
made on approved claim forms, complete with receipts, a
copy of which is attached. Paymént of reimbursement shall
be made within ten (10) days of receipt of claim.
4. The entire responsibility for the hospitality suites at
conventions shall be left with the following Committees:
Roads Committee
- Ontario Good Roads Association
- Roads and Transportation Association of Canada
Homes Committee
- Ontario Association of Non-Profit Homes for Seniors
2
Library Committee
- Ontario Library Association
Elgin County Pioneer Museum
- Ontario Museum Association
County Government and Reception Committee
- Rural (ROMA) Section of A.M.O.
- Association of Municipalities of Ontario
- (ACRO) County and Regional Section of A.M.O
Social Services Committee
- Ontario Municipal Social Services Association
It is the responsibility of each committee to re.serve the suite
purchase and transport the necessary supplies, man the room and
pay for the entire costs where it is deemed necessary to have one
A limit of $250.00 per day for each day that the convention has
sessions listed will be the maximum allowable for host ing the
hospitality room. A written report on the costs of the hospital-
ity will be made to the appropriate committee as soon as possible
after the convention.
5. That this By-Law shall become effective February 1st
1990.
6. That By-Law No. 89-15 be, and the same is hereby
repealed.
READ a first time this 21st day of February, 1990.
READ a second time this 21st day of February, 1990.
READ a third time and finally passed this 21st day of February 1990
... ~.~ .
"'- .-
G C. Leverton,
Clerk.
COUNTY OF ELGIN
CONVENTION EXPENSES - CLAIM FORM
NAME OF CONVENTION
LOCATION
DATES ATTENDED
REGISTRATION PAID BY
DELEGATE (EXCLUDE SPOUSE) $
(ATTACH RECEIPT)
TRANSPORTATION - BY -
AUTOMOBILE
TRAIN
AIRPLANE
ALLOWABLE EXPENSES FOR $
HOSPITALITY SUITE
$
$
$
I CERTIFY THAT THE ABOVE EXPENSES HAVE BEEN INCURRED IN ATTENDING THE ABOVE-NAMED
CONVENTION WHICH HAS BEEN APPROVED BY COUNTY COUNCIL.
Date
Signature
FOR CLERK-TREASURER'S OFFICE USE
NO. OF DAYS @ $ $
-
REGISTRATION $
-
TRAVEL KM @ $
-
$ _.
OTHER EXPENSES $
-
$ -"
$ -"
$ -
TOTAL CLAIM $