CLERK-013 - Events Ticket Policy for Mayor and Council
Title: Events Ticket Policy for Mayor and Council
Subject: Events Ticket Policy for Mayor and Council Category: Legislative Services
Policy No.: CLERK-013 M&C Report No.: M&C 2023-163
Effective Date: June 19, 2023 Next Review Date: (3 years)
Area(s) this policy applies to: Mayor & Council Office Responsible for review of this Policy:
Legislative Services
Related Instruments: Policy Sponsors:
City Clerk
Document Pages:
This document consists of 7 pages.
Revision History:
Policy Date: 2018-07-30 Report: M&C 2018-208
Common Clerk's Annotation for Official Record
Date of Passage of Current Framework: June 19, 2023
I certify that this Policy was adopted by Common Council as indicated
above.
______June 21, 2023____
Common Clerk Date
Date Created: Common Council Approval Date: Contact:
2023-06-06 June 19, 2023 Finance and Administrative Services
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TABLE OF CONTENTS
1. POLICY STATEMENT.............................................................................................................P. 2
2. SCOPE..................................................................................................................................P. 2
3. STANDARDS.........................................................................................................................P. 3
4. BUDGET ALLOCATION..........................................................................................................P. 4
5. ROLES AND RESPONSIBILITIES.............................................................................................P. 5
6. IMPLEMENTATION...............................................................................................................P. 5
7. PROCEDURES........................................................................................................................P. 5
8. INQUIRIES.............................................................................................................................P. 6
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1. POLICY STATEMENT
1.1 This policy applies to the City of Saint John Mayor and Common Council on eligible
Ticket and event expenditures.
1.2 Members of Common Council have a long history of participating in charitable,
fundraising, ceremonial, and cultural/recreational events within the City of Saint John.
These functions enhance the quality of life in the City and are a vital ingredient in Saint
John's on-going development as a vibrant city. The Ticket Policy for Common Council
illustrates that Council Members are mindful of the public's fiscal expectations when
performing their diverse roles and in representing their constituents. This Policy
safeguards the appropriate use and accounting of municipal funds, in line with the City's
strategic approach to financial management that is equitable, balanced, and efficient.
1.3 This policy provides the guidelines for ticket purchases by Council Members to attend
charitable or non-profit community events on behalf of the City of Saint John.
1.4 Ticket Purchase expenditures shall be in the best interest of City of Saint John
taxpayers.
1.5 Council Members attending a charitable, fundraising, ceremonial/recreational event
shall participate as a representative of Council.
1.6 The City’s Annual Report shall list Mayor & Council ticket purchases.
1.7 The City Clerk’s Office shall track all events and spending related to Mayor and Council
attendance at events.
2. SCOPE
The policy permits the purchase of tickets for Council Members to attend charitable, fundraising,
ceremonial, or cultural/recreational events as a representative of Council.
Guiding Principles
The City of Saint John supports Council Members purchasing tickets to attend charitable,
fundraising, ceremonial, or cultural/recreational events considered significant to the City. The
following guiding principles apply:
(i) Autonomy of Council
Common Council, as the decision-making body of the City, is separate and
distinct from the City Administration;
(ii) Accountability of Council
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Council Members are stewards of city resources and ultimately accountable
to the public and their constituents for the type and level of expenses they
incur.
Members’ expenses should be reasonable and reflect what the public expects
of an elected official.
(iii) Transparency
The public has a right to know how public funds allocated to Council Members
are spent.
The City will provide access to all expenses incurred by Council Members in a
manner that meets the requirements of the Local Governance Act.
All accounting, audit and Income Tax Act principles and rules must be followed.
(iv) Value – The City recognizes the contribution made by charitable, fundraising,
ceremonial, and cultural/recreational functions in creating a vibrant city and
enhancing the quality of life.
3. STANDARDS
3. 1 Ticket Purchasing Guidelines
Tickets may be purchased for Council Members to attend the following non-profit/charitable
types of events:
i) Charity and Fundraising — includes ticket costs or other entry fees associated with the
attendance.
ii) Ceremonial — includes representation at community and corporate or industry events
where Council representation would be expected.
iii) Cultural/Recreational – includes significant cultural and recreational events taking
place in the City where Council representation would be expected.
3.2 Eligible and Ineligible Expenses
Eligible Expenses
One ticket for each Member and one additional ticket for an
accompanying guest to attend charitable or non-profit
community events.
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Ineligible Expenses
Purchase of alcohol, unless included in the ticket price.
Personal entertainment or recreational memberships.
Attendance at a political fundraising event, any donation to
a political party or candidate’s electoral fund or for some
other private benefit.
No payment shall be made or reimbursed by the City for any
component of a ticket that is additional to the service cost,
such as a donation to a political party or candidate’s electoral
fund or any other private benefit.
No payment shall be made to support any candidate in any
municipal, school board, provincial, federal election or by-
election, or promote consent or rejection of a question that
has been submitted to electors.
Conditions
Each Councillor will have an equal annual budget allocation,
approved by Council annually during budget deliberations.
The Mayor’s Office will have a separate budget for ticket
purchases.
4. BUDGET ALLOCATION
4.1 Common Council shall approve the Mayor and Council ticket purchase budget as part
of the annual operating budget approval process.
4.2 Mayor and Council ticket purchase budget allocations shall be subject to annual
review as part of the annual operating budget process.
4.3 Mayor and Council ticket purchase budgets shall align with the strategic priorities of
Common Council.
4.4 The ticket purchase budgets shall be allocated up to a maximum of $1,000 per
Councillor/Deputy Mayor.
4.5 Unused ticket purchase budgets shall not be carried forward to the following budget
year.
4.6 Ticket Purchase expenditures that exceeds the Council Member’s allocation limit shall
be:
4.6.1 Approved by Common Council
4.6.2 Be within the overall Council budget envelope for ticket purchases
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4.6.3 Reduced from the Councillor’s following year allocation to ensure fairness
and equity.
5. ROLES AND RESPONSIBILITIES
5.1 Common Council Shall:
5.1.1 Approve the Mayor & Council Ticket Policy and any amendments to the
policy.
5.1.2 Approve Councillor requests that exceed their individual annual spending
limit.
5.1.3 Council Members are responsible for attending and representing the City at
local community events.
5.2 The City Clerk’s Office Shall
5.2.1 Ensure compliance with the ticket policy.
5.2.2 The Office of the City Clerk is responsible for the purchase of Council
Members' event tickets.
5.3 The Chief Financial Officer Shall:
5.3.1 Support compliance through periodic audits.
5.3.2 Include Mayor and Council ticket purchases in the City’s annual report.
6. AUTHORIZATION/IMPLEMENTATION
The Ticket Policy becomes effective immediately upon approval of Common Council.
7. PROCEDURES
i) Administrative procedures for tracking the requests for purchasing tickets, entering the
expenses in the City credit card log system and forwarding to the Finance Department for
payment are developed by the City Clerk.
ii) The City Clerk’s Office will keep a list of all ticket purchases made by Mayor and Council.
iii) In the spirit of accountability and transparency, the individual office expenses for
Members of Common Council will be made available in the City’s Annual Report.
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8. INQUIRIES
Inquiries may be made to the City Clerk.
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