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HomeMy WebLinkAboutO-2011-3346 Council guidelines travel, business, automobile allowance10 REQUEST FOR CITY COUNCIL AGENDA ITEM Agenda Date Requested April 25, 2011 Requested By _Maymr-Righ. P Foga Department: CSO Report Resolution: Ordinance: X Exhibits: Ordinance w/ changes Exhibits: nrdinanri- Appropriation Source of Funds: Account Number: Amount Budgeted: Amount Requested: Budgeted Item: YES NO SUMMARY & RECOMMENDATION At the April 9, 2011, Council Pre -Budget Retreat, the subject of amending the Council travel ordinance was discussed. Several changes were suggested, and the proposed changes are provided in the draft ordinance, which is before City Council tonight. Action Required by Council: Review discuss proposed changes and adopt the Council Travel ordinance; or provide staff with Ron Bottoms, �/l? �l Date ORDINANCE NO. AN ORDINANCE ESTABLISHING GUIDELINES FOR TRAVEL AND BUSINESS EXPENSES BY CITY COUNCIL MEMBERS TO MEETINGS; PROVIDING AUTOMOBILE EXPENSE ALLOWANCES; CONTAINING A REPEALING CLAUSE; 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, and for automobile expense allowances. 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 pay or reimburse expenses for City Council member's s o6"a". embers. 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 based on their selection as outlined below per day, or more, if authorized by City Council, to cover meals and incidental expenses. Parking is not considered an incidental expense, and must be accounted for with a receipt on the request for reimbursement. City Council members must elect one of the following methods for travel: a. IRS per diem; C. Actual receipts; or d. None Ordinance No. 2004 - Page 2 This election will be signed by each council member annually. Once the election is made, it is not revocable for the entire year. The year begins January 1 of each year and ends on December 31. 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. It is the City Council responsibility to select the most economical means of transportation. 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 County, by personal automobile, shall be reimbursed for their mileage in accordance with IRS mileage guidelines. City Council members who receive $100.00 car allowance will receive mileage reimbursement after the first 50 miles of travel. City Council members who do not receive car allowances will be reimbursed for all mileage using City Hall as the travel origination point. 9. The Mayor M may receive an automobile expense allowance of $200.00 each month, and each City Councilperson ® may receive an automobile expense allowance of $100.00 each month in connection with the performance of their duties. The Mayor and City Council members may elect one of the following: a. = Allowance; b. Reimbursement mileage; or C. None This election will be signed by each council member annually. Once the election is made, it is not revocable for the entire year. The year begins January 1 of each year and ends on December 31. Ordinance No. 2004 - Page 3 10. City Council members may: a. Elect to have City cell phone; b. Receive reimbursement for usage of their private cell phone; or C. Neither. This election will be signed by each council member annually. Once the election is made, it is not revocable for the entire year. The year begins January 1 of each year and ends on December 31. 11. City Council members may, at their discretion, stay and be reimbursed at local hotels (i.e. Galveston, Conroe, Houston). 12. All items are subject to annual appropriation by City Council in the budget process. Each City Council member will be allocated funding and provided a monthly report on the status of the account balance. 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. This Ordinance shall be effective Ordinance No. 2004-2743, passed and approved on May 24, 2004, and Ordinance No. 2002-2597, passed and approved on November 18, 2002, are repealed as of the effective date hereof. PASSED AND APPROVED, this day of 12011. CITY OF LA PORTE Ordinance No. 2004 - Page 4 Louis R. Rigby Mayor ATTEST: Patrice Fogarty City Secretary APPROVED: Clark T. Askins Assistant City Attorney 0701( -- ORDINANCE NO. M AN ORDINANCE ESTABLISHING GUIDELINES FOR TRAVEL AND BUSINESS EXPENSES BY CITY COUNCIL MEMBERS TO MEETINGS; PROVIDING AUTOMOBILE EXPENSE ALLOWANCES; CONTAINING A REPEALING CLAUSE; 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, and for automobile expense allowances. 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 pay or 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 based on their selection as outlined below per day, or more, if authorized by City Council, to cover meals and incidental expenses. Parking is not considered an incidental expense, and must be accounted for with a receipt on the request for reimbursement. City Council members must elect one of the following methods for travel: a. IRS per diem; b. Actual receipts; or C. None Ordinance No. � Page 2 This election will be signed by each council member annually. Once the election is made, it is not revocable for the entire year. The year begins January 1 of each year and ends on December 31. 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. It is the City Council responsibility to select the most economical means of transportation. 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 County, by personal automobile, shall be reimbursed for their mileage in accordance with IRS mileage guidelines. City Council members who receive $100.00 car allowance will receive mileage reimbursement after the first 50 miles of travel. City Council members who do not receive car allowances will be reimbursed for all mileage using City Hall as the travel origination point. 9. The Mayor may receive an automobile expense allowance of $200.00 each month, and each City Councilperson may receive an automobile expense allowance of $100.00 each month in connection with the performance of their duties. The Mayor and City Council members may elect one of the following: a. Allowance; b. Reimbursement mileage; or C. None This election will be signed by each council member annually. Once the election is made, it is not revocable for the entire year. The year begins January 1 of each year and ends on December 31. Ordinance No. 5 Page 3 10. City Council members may: a. Elect to have City cell phone; b. Receive reimbursement for usage of their private cell phone; or C. Neither. This election will be signed by each council member annually. Once the election is made, it is not revocable for the entire year. The year begins January 1 of each year and ends on December 31. 11. City Council members may, at their discretion, stay and be reimbursed at local hotels (i.e. Galveston, Conroe, Houston). 12. All items are subject to annual appropriation by City Council in the budget process. Each City Council member will be allocated funding and provided a monthly report on the status of the account balance. 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. Section 3. This Ordinance shall be effective upon passage and approval. Ordinance No. 2004-2743, passed and approved on May 24, 2004, and Ordinance No. 2002-2597, passed and approved on November 18, 2002, are repealed as of the effective date hereof. PASSED AND APPROVED, this 4; ` -d—ay ofa,(2,�J,.,20111. 0 Ordinance No. ; Page 4 Mayor ATTEST: Patrice Fogarty City Secretary APPROVED: //Z,� 7-: �- � � CI rk T. Askins Assistant City Attorney