3.7 Travel for Staff and Board Members

To outline the terms and conditions for the authorization and approval of travel for Library purposes.

It is the policy of the Thunder Bay Public Library Board to reimburse appointed officials and employees for authorized expenses associated with travel outside the City of Thunder Bay to conferences, conventions, seminars, training courses, meetings, and workshops.

Claims for reimbursement of travel expenses incurred by Board members and employees may be approved if the travel was for the following purposes:

1. The education and self development of an employee or Board member
2. To represent the Public Library either locally, regionally or provincially
3. To attend equipment or service demonstrations
4. To travel to public or private institutions to investigate other operations with a view to considering their adaptability for use in the Public Library;
5. As a member of an association or group in which the Public Library holds membership, to attend association functions and meetings, where required
6. As a member of ad hoc committees where participation has been approved by the Chief Librarian/CEO or the Board

For employees, attendance at a particular event must be approved by the Chief Librarian or designate.

Attendance at all conferences and conventions by Board members will be for the primary purpose of education and self-development of the member in his or her role as a Board member.

Each Board member who wishes to attend a conference should make his/her wishes known to the Board. The maximum number of delegates for any one conference or convention shall be two, unless deemed otherwise by the Library Board.

Reports and notices for all upcoming conferences and conventions will be communicated to Board members.

The Thunder Bay Public Library carries a Travel Accident Insurance policy. (Check your personal travel insurance policy). This policy is generally in effect until age 70; however, coverage has been extended to Board members who are older than 70.