2002-09-24 City Council Travel Review Committee Meeting-no official minutes

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AUG-06-2002 rUE 02:52 PM e FAX NO, e p, 02 4 . . .' OJU)INANCE ~o. 2000"'1.{3 t .~ ORD~NANCE EBTABLISK~NG GUIDELZWES FOR TRAVEL BY CITY COUNCIL KEMBERS TO EDUCATXONAL HEETINGS OUTSIDE HARRIS AND GAL~ESTON cotnnXES; FINDING COKPLIA!fCE WITH nIE OPEN KEETIJlGS LAW i U1) PROVIDING AN EFp,ECTlVE DATE HEREOF. BE IT ORDAINE~ BY THE CITY COUNCIL OF THE CITY OF LA PORTE: section 1. The city council establishes the follo~inq guidelines, which shall apply to attendance by members of city council at educational meetings for elected officials, outside Harris and Galveston Counties: 1. A commitment for attendance should be given to the city Secretary at the earliest possible. date so that the lowest possible air fare and other discounts can he obtained. This will normally be thirty (30) days prior to the event when air travel is involved. The city Secretary shall aggressively solicit attendance information if deadlines are approaching and a timely decision is needed. 2. . If arrangements are made later, the difference in cost will be the responsibility of the councilperson. When notification is "" given and attendance does not occur, the expenses already paid will be reimbu~sed to the city by adjusting the monthly check. ~ If there is a good reason for the lack of travel coordination, the City Council ~ay waive the penalty. 3. No travel or other arrangements will be made for children or grandchildren unless that cost has been prepaid. . 4. Prior to departure each councilperson will be given a stipend of $75.00 per day, or more, if authorized by city council, to cover meals and incidental expenses. Depending on travel arrangements the per diem will be prorated to match the depart.ure and return dates. Airport parking is not considered an inci:dental expense, and must be accounted for with. a" receipt on the request for reimbursement. S. Hotel stay and airport parking will be reimbursed only for the interval ~rom the first night before the opening general session to the day following the closing meeting. Additional time will be approved for attendance at meetings where the councilperson serves en a committee or is on the program. 6. Taxis may be used between the hotel and the airport if no hotel transportation is available. Mass transit should be used for intracity travel when available unless there are time constraints. Car rental is the responsiDility of the councilperson and will not be reimbursed unless pre-approved by the city Council.