10-09-2019 Workshop & Council Packet

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for their expenses unless specifically provided for otherwise by resolution of the Committee. In order to benefit from cost saving air travel, representatives of community partners will be asked to put a substantial deposit or pay their portion of the air travel prior to final booking. 4. Deliverables The Committee will engage in ongoing communications with each of the Sister City partners, and plan and encourage exchange activities in accordance with the Policy. The Committee will plan for and take part in visits to and from the Sister City partners. The Committee will prepare and maintain a work plan of at least a twelve month period identifying specific activities and events in which the Committee will be engaged. Plans for delegations, conferences and out of town travel will be included in the budget. Overseas delegation travel for SCAC committee members will be determined by the Committee to the best advantage of the visit objectives. Plans for travel, once participants and a visit outline and budget are determined, will be presented to the SCAC meeting for approval. Community members expressing an interest in delegations to our Sister Cities partners will provide the non-refundable costs of travel prior to final booking. The Committee will be provided with written details of all persons travelling on delegations including itinerary and projected costs for consideration and approval. Following overseas travel, actual costs will be presented at the following SCAC meeting. Travel overseas by Committee Members will not exceed once every three years. The Committee will, as outlined in the Policy, review each Sister City relationship individually at least once every five years and make a recommendation to Council on whether or not to continue in it. The Committee will, as it deems necessary, make recommendations to City Council on changes to the Policy, and will formally review the Policy once every five years.