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HomeMy WebLinkAboutO-2002-2597 . e ORDJ:N.ANCE NO. 2002-J5Q1 .AN ORDJ:N.ANCE ESTABLJ:SHJ:NG GUJ:DELJ:NES FOR TRAVEL BY CJ:TY COUNCJ:L DOERS TO EDUCATJ:ONAL DETJ:NGS OUTSJ:DE BARRJ:S AND GALVESTON COUNTJ:ES r FJ:NDJ:NG COHPLJ:.ANCE WJ:TH THE OPEN HEETJ:NGS LAW, AND PROVJ:DJ:NG .AN EFFECTJ:VE DATE HEREOF. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF LA PORTE: section 1. The City Council establishes the following 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 be 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 reimbursed to the City by adjusting the monthly check. If there is a good reason for the lack of travel coordination, the City Council may waive the penalty. 3. The City of La Porte will not payor reimburse expenses for City Council member's spouses or other family members. Any exception to this policy shall require prior approval by City Council. No travel or other arrangements will be made for spouses or other family members unless that cost has been prepaid. A Councilperson shall reimburse to the City, any charges made by the hotel, for additional room guests. 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 departure and return dates. Airport parking is not considered an incidental expense, and must be accounted for with a receipt on the request for reimbursement. 5. Hotel stay and airport parking will be reimbursed only for the interval from 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 on 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 responsibility of the Councilperson and will not be reimbursed unless pre-approved by the City Council. 7. Expense accounts must be submitted within ten (10) days after returning from a meeting. If the expense report is not received by the City within ten (10) days after completing travel, the City Manager shall refer the matter to the City Council Audit Committee for handling. Receipts are mandatory for reimbursement except when otherwise exempted by this policy. Subsequent trips will not be allowed until a request for reimbursement has been submitted for all previous trips. The City Council Audit Committee, or other committee appointed by City Council, shall review any questionable expenses not complying with established ordinances, policies, or guidelines to authorize reimbursement, at the request of the Director of Finance. 8. City Councilpersons traveling on City business to a destination outside Harris and Galveston Counties, by personal automobile, shall be reimbursed for their mileage in accordance with IRS mileage guidelines. 9. Any exceptions to this policy shall be approved by City Council at a regular meeting. Section 2. The City Council officially finds, determines, recites, and declares that a sufficient written notice of the date, hour, place and subject of this meeting of the City Council was posted at a place convenient to the public at the City Hall of the City for the time required by law preceding this meeting, as required by the Open Meetings Law, Chapter 551, Texas Government Code; and that this meeting has been open to the public as required by law at all times during which this ordinance and the subject matter thereof has been discussed, considered and formally acted upon. The City Council further ratifies, approves and confirms such written notice and the contents and posting thereof. 2 It . Section 3. This Ordinance shall be effective from and after its passage and approval, and it is so ordered. Ordinance No. 2000-2434, passed and approved on September 25, 2000, is repealed on the effective date hereof. PASSED AND APPROVED, this 18th day of November, 2002. ATTEST: ~iqie!!i//4 City Secretary APPROVED: ~ 'tIl Knox W. Askins City Attorney CITY OF LA PORTE BY:~~ orman ':" al Mayor 3 ;. e . ORDINANCE NO. 2002-~~q1 AN ORDINANCE ESTABLISHING GUIDELINES FOR TRAVEL BY CITY COUNCIL MEMBERS TO EDUCATIONAL MEETINGS OUTSIDE HARRIS AND GALVESTON COUNTIES, FINDING COMPLIANCE WITH THE OPEN MEETINGS LAW, AND PROVIDING AN EFFECTIVE DATE HEREOF. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF LA PORTE: Section 1. The City Council establishes the following guidelines, which shall apply to attendance by members of City Council at educational meetings for elected officials, outside Harris and Galveston Counties: l. 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 be 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 reimbursed to the City by adjusting the monthly check. If there is a good reason for the lack of travel coordination, the City Council may waive the penalty. 3. The City of La Porte will not pavor reimburse expenses for city Council member's spouses or other familv members. Anv exceDtion to this Dolicy shall reauire Drior aDDroval by City Council. No travel or other arrangements will be made for childrcB or grandchildrcB spouses or other famil v members unless that cost has been prepaid. A Councilperson shall reimburse to the city. any charqes made bv the hotel. for additional room quests. 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 departure and return dates. Airport parking is not considered an incidental expense, and must be accounted for with a receipt on the request for reimbursement. 5 . Hotel stay and airport parking will be reimbursed only for the interval from 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 on a committee or is on the program. ~ e e 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 responsibility of the Councilperson and will not be reimbursed unless pre-approved by the City Council. 7. Expense accounts must be submitted within ten (10) days after returning from a meeting. If the expense report is not received by the City within ten (10) days after completing travel, the City Manager shall refer the matter to the City Council Audit Committee for handling. Receipts are mandatory for reimbursement except when otherwise exempted by this policy. Subsequent trips will not be allowed until a request for reimbursement has been submitted for all previous, trips. The city Council Audit Committee. or other committee appointed by City Council. shall review any Questionable expenses not complyina with established ordinances. policies. or auidelines to authorize reimbursement. at the request of the Director of Finance. ~ City Councilpersons travelina on city business to a destination outside Harris and Galveston Counties. bY personal automobile. shall be reimbursed for their mileaae in accordance with IRS .mileaae auidelines. ~. Any exceptions to this policy shall be approved by City Council at a regular meeting. Section 2. The City Council officially' finds, determines, recites, and declares that a sufficient written notice of the date, hour, place and subject of this meeting of the City Council was posted at a place convenient to the public at the City Hall of the City for the time required by law preceding this meeting, as required by the Open Meetings Law, Chapter 551, Texas Government Code; and that this meeting has been open to the public as required by law at all times during which this ordinance and the subject matter thereof has been discussed, considered and formally acted upon. The City Council further ratifies, approves and confirms such written notice and the contents and posting thereof. 2 iii . e Section 3. This Ordinance shall be effective from and after its passage and approval, and it is so ordered. Ordinance No. 2000-2434, passed and approved on September 25, 2000, is repealed on the effective date hereof. PASSED AND APPROVED, this 18th day of November, 2002. CITY OF LA PORTE By, J!~~~ ~~an L. Malo Mayor ATTEST: ~lffi.- (],rJ/u;j Mart a A. Gillett City Secretary APPROVED: Knox W. Askins City Attorney 3 " e . ASKINS & ARMSTRONG. P. C. ATTORNEYS AT LAW 702 W. FAIR MONT PARKWAY P,O, BOX 121B LA PORTE, TEXAS 77572-1218 KNOX W, ASKINS JOHN 0, ARMSTRONG CHARLES R. HUBER, JR, BOARD CERTIFIED. CIVIL TRIAL LAW TEXAS BOARD OF' LEGAL SPECIALIZATION CLARK T, ASKINS TELEPHONE 281 471-1886 TELECOPIER 281 47'-2047 November 12, 2002 Hon. Mayor & City Council City of La Porte City Hall La Porte, Texas Re: City Council Travel Policy Ordinance Gentlemen: Following the discussion by City Council at its regular meeting of November 11, 2002, I have prepared a "redlined" revision of present Ordinance No. 2000-2434, showing the new language as underlined, and, also, a non-redlined version, for consideration by City Council at its meeting of November 18, 2002. 1Ji;;~ Knox W. Askins City Attorney City of La Porte KWA: sw Enclosures Dear e . REQUEST FOR CI Y COUNCIL AGENDA ITEM Appropriation Requested By: Source of Funds: Department: City ~ttorAeY'i Oftic:e Account Number: Report: Resolution: Ordinance: x Amount Budgeted: Exhibits: Letter from K. Askins to Mayor & CityCouncil Amount Requested: Exhibits: Redlined Ordinance Budgeted Item: YES NO Exhibits: Non Redlined Ordinanee SUMMARY & RECOMMENDATION Attached you will find a letter and ordinance outlining the changes discussed at the November 18,2002 Council Meeting, Action Reauired bv Council: Consider approval of an Ordinance establishing guidelines for travel by City Council members for 'educational meeting outside Harris and Galveston counties. Approved for City Council A2enda erns, Acting City Manager /1 i;&R, Date I