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

Browse Search

. rE U W rEm AUG 1 9 2002 ~I ~f' By I.fl 'Jk:;1I11: -" ) -!J'{D f' m. To: Council From: Griffiths Subject: Council Finances Date: August 19,2002 I have a few suggestions while we go through the budget. Even though the traveling committee has not been formed, these are topics that can be brought up now, in the committee, or in our retreat. 1. With the current wave of accountability and to keep the city council aware of their own spending, I propose that we set up individual accounts within the city council budget for each council member. Each account will have an allocated amount to be used for travel, golf tournaments, city dinners, and other expenditures due to the performing of the duties of a city representative. In this format, each council member will have the ability to easily see how much they have in their "account" for annual conferences, dinning, and golf tournaments. This will also make each council member responsible for their own expenditures. I am aware that it would be an easy set up for finance to build the accounts. I t will be the responsibility of the City Secretary to make us aware, at the end of each month, of our "statement." This way, we can see where we are spending the money as a councilman. I believe this will ensure proper accountability as well as fiscal responsibility from each member. 2. In regards to traveling, I believe we need to discontinue spousal travel' expenses to conferences or conventions. I also believe we need to break up the per diem, or stipend, by morning, afternoon, and evening. In this format, it is a more equitable distribution of the resources. I propose a $15 morning, $20 afternoon, and $25 evening rate, with a new per diem, or stipend, of $60. If our per diem is reconsidered as a "stipend," which is reportable to the IRS, then there would be no need for us to turn in receipts. If we do keep it as a per diem, I suggest we use the IRS guidelines for per diem amount. Also, if the city pays for a breakfast, lunch, or dinner at a conference, the per diem should be returned. If the per diem is changed to stipend, then we need to follow those rules regarding a stipend. 3. I do believe it is appropriate for spouses or guests to accompany council members to city functions or governmental social events. It is expected at these events that a spouse or guest goes with the council member, so that council members don't go "stag." These are just a few thoughts I have had while babysitting a sick Peter Andrew. I might have a few more as he naps. But this will do for now. Peter