June 18, 2021

Whereas work reports are currently submitted by Council members twice a month (semi-monthly);

Whereas the amount of reports submitted is quite time consuming for the VP Finance and Services to review and track;

Whereas changing the frequency of non-executive Council member work report submissions from semi-monthly to monthly;

Be it resolved that Council approve changing the frequency of non-executive Council member work report submissions to monthly;

Be it further resolved to change R-2.9, R-2.10, R-2.11 and R-4.6 as presented

“R-2 DUTIES & RESPONSIBILITIES OF NON-EXECUTIVE COUNCILLORS, STIPEND REQUIREMENTS

Monthly Work Reports

• Monthly work reports should include:
• all meetings attended during the Month
• all projects/events that the Non-Executive Councillor worked on during the Month
• a summary of all Committee work for all Committees the Non-Executive Councillor Chairs that was completed during the Month
• the amount of time spent attending meetings, working on projects/events, and any other time spent fulfilling their job as a Non-Executive Councillor

• Monthly work reports are due the first day of the following month.

• The VP Finance & Services shall be responsible for:
• distributing the work report templates to Non-Executive Councillors on the first of every month
• reminding Non-Executive Councillors when monthly work reports must be submitted
• collecting completed work reports from each Non-Executive Councillors
• enforcing the stipend reduction schedule, as outlined in R-4, if a Non-Executive Councillors does not submit their work reports by the deadline
• submitting the completed work reports to the Communications Department to upload to the SFSS website”

“R-4 STIPENDS AND STIPEND REDUCTION SCHEDULE

4.6    All work reports are due at 11:59pm. Non-Executive Councillors must submit monthly work reports to Council on the 1st of every month. All Executive Officers must submit semi-monthly work reports to Council on the 1st and 16th of every month.”