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HomeMy WebLinkAboutRes 2020-06-746 Council Texas Municipal League (TML) 2020 Annual Conference and ExhibitionCITY OF ANNA, TEXAS RESOLUTION NO. �Ll�-��r14(�� A RESOLUTION OF THE CITY OF ANNA, TEXAS AUTHORIZING COUNCIL MEMBERS TO ATTEND THE 2020TML ANNUAL CONFERENCE AND EXHIBITION. WHEREAS, the Texas Municipal League (TML) is conducting the TML Annual Conference in Grapevine on October 14-16, 2020; and, WHEREAS, the TML Annual Conference includes workshops on current municipal issues and provides participants opportunities to discuss challenges, solve problems, and share successes with their peers; and, WHEREAS, the City Council of the City of Anna, Texas approved Resolution 2009-10-05 that adopted Travel and Training Policies for Anna City Council Members (the "Council Travel Policies"); and, WHEREAS, consistent with the Anna Home -Rule Charter and the Council Travel Policies, members of the City Council may receive reimbursement for actual expenses incurred in the performance of their official duties with the approval of the City Council at a public meeting; and, WHEREAS, the City Council of the City of Anna, Texas (the "City Council") finds that participation by members of the City Council in the TML Annual Conference and Exhibition is consistent with the Anna Home -Rule Charter and the Council Travel Policies; NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ANNA, TEXAS, THAT: Section 1. Recitals Incorporated. The recitals above are incorporated herein as if set forth in full for all purposes. Section 2. Authorization to Pay or Reimburse Expenses. The City Council hereby authorizes Council Members to attend the TML Annual Conference and Exhibition in Grapevine on October 14-16, 2020; and to be paid or reimbursed for expenses incurred in connection with their attendance, consistent with the Council Travel Policies. PASSED AND APPROVED by the City Council of the City of Anna, Texas, on this 23rd day of June 2020. \��11\Illllllll/l//// ATTEST: \\\�ti`y QF,gN�9��PPROVED: (� ; ' ��z.�- C-' �' ,� j f l Carrie L. , City Secretary � *'. .�Na�e Pike, Mayor .. CITY OF ANNA, TEXAS RESOLUTION N0.2009-10-05 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ANNA, TEXAS, APPROVING A TRAVEL AND TRAINING POLICY FOR ANNA CITY COUNCIL MEMBERS WHEREAS, Members of the City of Anna City Council ("City Council") occasionally incur expenses in the performance of their official duties as a result of travel and training opportunities that promote the interests of the City ;and, WHEREAS, the City of Anna, Texas Nome -Rule Charter authorizes City Council members to be reimbursed for actual expenses incurred in the pertormance of their official duties; and, WHEREAS, the City Council desires to establish standard regulations governing the payment and reimbursement of such expenses; NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ANNA, TEXAS THAT: Section 1. Recitals Incorporated The recitals set forth above are incorporated herein for all purposes as if set forth in full. Section 2. The City Council hereby adopts the attached Travel and Training Policy, Exhibit "A", for Anna City Council Members. PASSED 2009. ATTEST: by the City Council of the City of Anna, Texas, on this 13�' day of October, Naha Wilkison, City Secretary APPROVED: Res. 2009-10-05 Travel &Training Policy for CC Members.doc PAGE 1 OF 1 10-13-09 Page 150 of 180 EXHIBIT `�A" Travel and Training Policy For Anna City Council Members Scope City Council members occasionally incur expenses in the performance of their official duties as a result of travel and training oppornuuties that promote the interests of the City. Therefore the City desires to establish standard regulations governing the payment for and reimbursement of such expenses. This policy provides for uniformity in submitting and handling of expenditure requests and establishes proper accounting for approved expenditures made for travel. This policy is implemented for the purpose of reducing the expenses of the City Council while still providing the City and the Council with the benefits to be gained from attendance at business and professional functions that are related to City business and that promote the current interests of the City. Examples of such functions include but are not limited to conferences and meetings that: are sponsored by organizations of which the City is a member; promote the economic development, legislative, or other current interests of the City; or provide professional development opportunities for Council members in their official capacities. Authorization The City of Anna at the discretion of the City Council may pay reasonable expenses which are incurred in the course of authorized City business meetings and City trips. Except as noted, Council authorization at a duly noticed public meeting is required in order for travel and training expenses to be paid or reimbursed by the City. Every«: reasonable effort should be made to receive prior authorization from the City Council before committing to attend an event. If it is not reasonably possible to receive Council authorization at a regularly scheduled Council meeting prior to committing funds to attend an event, the Mayor {or the Mayor Pro -tem or Deputy Mayor Pro -tem in a case where the Mayor is attending) may authorize the payment of funds up to $100 per Council attendee provided money is available in the City Council's department budget and the City Manager and City Secretary concur that the request is consistent with the intent of this policy and in compliance with policy limits. The Mayor Pro -tem or Deputy Mayor Pro -tem may act in the absence of the Mayor. Such authorization by the Mayor and concurrence by the City Manager and City Secretary shall be in writing. Notification of the previously authorized expenses shall be placed on the next Council agenda. In the event that travel is conducted without prior authorization as outlined in this policy, the attendee may be responsible for all expenses incurred. General The City will not pay any portion of a non City representative's expenses including the additional room cost. Among the objectives of City travel is to effectively carry aut City business at a minimum total cost to the City. An example would be arriving at a destination on a Saturday in order to take advantage of lower airfare even though a Resolution 2009-10-05 Travel and Training Policy for Council Members Page 151 of 180 conference might start late on the following day. This discounted airfaze plus lodging and meal costs for the extra day should be less than the total cost of the airfare that did not require a Saturday night stay. Actions and behaviors of City Council members while traveling on City business at City expense reflect on the City of Anna. Professionalism is expected of members and representatives at all times during this type of travel. Any action that is inappropriate or would give the appearance of being inappropriate should be avoided. Responsibilities A Council person requesting approval for City paid travel or training expenses must submit a request through the City Secretary at least 7 days prior to Council meeting at which the request will be considered. Registration forms, agendas, and an itemized cost estimate must the accompany travel request. Attendees shall turn in travel receipts as soon as possible and within 15 days of return from the trip. Attendees are expected to attend each day any and all portions of any conference seminar or training session paid for by the City. The attendee's signature on the Travel Report indicates that the expenditures are reasonable, prudent, true, and correct and have been made in accordance with this travel policy. Council members are responsible for coordinating travel requests through the City Secretary s Office in order to facilitate the necessary documentation for financial tracking registration reservations and other steps needed to complete City related travel. If documentation receipts and expense fomes fail to comply with the policies stated herein then the matter will be brought to the attention of the City Council by the City Secretary. Payment will not be authorized unless and until all requirements are met. The City Secretary must make sure that travel requests are consistent with the intent of this policy and in compliance with policy limits (i.e. meal requests should not exceed maximum limits established in this policy). All travel records, documentation, receipts, and expense reports may be considered public information and potentially available for public inspection. Authorized Ezpenses All modes of travel (air, rental, personal vehicle, taxi, bus, train, or subway) should be chosen with consideration towards minimizing the loss of time ei�ectiveness and productivity of the attendee, and the total cost to the City. Air Travel. City Council members should purchase round trip coach class tickets. When practical all airline reservations should be made sufficiently in advance to take advantage of airline discount fares if available. The City Secretary may use Internet travel sites to confirm that air travel prices quoted from other sources are reasonable. Electronic or E - tickets should be utilized in order to avoid paper ticket surcharges. Rental Vehicles. City Council members are expected to obtain the lowest possible rental rate for cars when practical and to weigh the total cost and practicality of a rental car including taxes and parking costs versus the use of other forms of transportation such as taxi, shuttle, or mass transportation. A compact size car should be used unless several Resolution 2009-10-05 Travel and Training Policy for Council Members Page 152 of 180 City personnel are pooling transportation. The City may reimburse car rental costs for travel that occurs the day before and the day after the conference or training session dates especially if the extra days were necessary in order to take advantage of discount airline fares. Car rental costs for personal use beyond these dates will not be reimbursed. Car rental insurance for liability and collision is not a reimbursable expense. Mileage Reimbursement. When personal vehicles are used, City Council members shall be reimbursed at the lesser of an advance purchase round trip coach class air fare purchased sufficiently in advance to take advantage of airline discount fares, or an amount based upon the number of miles multiplied by the TRS mileage reimbursement rate. Travel urgency, safety and health concerns, or the economy of using a personal vehicle at the destination site in lieu of a rental vehicle may alter which reimbursement method is used. The payment of mileage will be based on the mast direct route from the point of destination. Parking. The City will pay reasonable expenses for airport parking required while an attendee is out of town on authorized City business. At the destination the City will also pay required pazking fees for personal vehicles or rented vehicles. Lodg_g. Expenses will be allowed for an adequate lodging room rate plus tax. Lodging should be a reasonable single accommodation. The City will not pay any portion of a non City representative's additional room cost. Receipts for lodging must be provided in order to obtain reimbursement and should show a detailed breakdown of all charges incurred on a daily basis. Personal items should be marked personal and deducted from the total hotel bill. Regular Meals. The City will pay for actual and reasonable expenses for meals consumed during official travel as long as actual expenses do not exceed the per diem rate per meal. The City shall not pay for meals that are included in the registration for an event. Receipts for authorized meal expenses including a reasonable tip (generally 15%) must be submitted with the travel expense form for reimbursement. Per Diem Rate. For overnight trips, attendees may elect to request per diem allowance as follows: Breakfast $10.00 if travel commences prior to 6:00 a.m. Lunch $15.00 Dinner $20.00 if travel concludes after 7:00 p.m. The Per Diem rate includes all tips. Daily Trips. For trips not requiring overnight stays the City will reimburse ar pay for actual expenses incurred up to the maximum per meal allowed under the per diem rate including tips. Incidentals. The cost of alcoholic beverages, laundry, dry cleaning, in room movies, loss of personal property, room service charges for meals that exceed the per diem rate, Resolution 2009-10-05 Travel and Training Policy for Council Members Page 153 of 180 haircuts, newspapers, magazines, transportation to and from entertainment events, tours, health club expenses, and other expenses not set forth as eligible under this policy are specifically excluded from reimbursement. �+ %CeptlOn5 Exceptions to this policy may be approved by the City Council only in exceptional circumstances and only in those cases where the best interests of the City are clearly manifested. Resolution 2009-10-05 Travel and Training Policy for Council Members Page 154 of 180 VEL AUTHORIZATION (NAME � � DEPT. Section A -Business Reasons far Travel REASON: ESTIMATED TRIP COST: DESTINATION: DATES -FROM: TO: NOTES: Section B -Advance and Travel Approval Advance Amount $0.00 BUDGET ACCOUNT NUMBERS) City Manager Approval Date: ��• � • • - � �� ��--=- - -- _._ � � � � �� � �� • - .� �� TOTAL PRE -PAID EXPENSES $0.00 Section C -Expenditure Report ALL FINAL EXPENSES EMPLOYEE • � o; TOTAL DATE OF EXPENSE EXPENSES EXPENSES REGISTRATION $0.00 $0.00 LODGING $0.00 $0.00 BREAKFAST/$10 (travel commences prior to $0.00 $0.00 LUNCH/$15 $0.00 $0.00 DINNER/$25 (travel concludes after 7 pm) $0.00 $0.00 AIRLINES $0.00 $0.00 CAR RENTAL $0.00 $0.00 TAXI/SHUTTLE/BUS/TRAIN $0.00 $0.00 AUTO MILEAGE -see gsa.gov far rates $0.00 $0.00 GARAGE/PARKING $0.00 $0.00 OTHER EXPENSES** , $0.00; $0.00 TOTAL PER DAY $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 **OTHER EXPENSES SUMMARY EMLPOYEE EXPENSES $0.00 CITY PURCHASING CARD EXPENSES $0.00 TOTAL EXPENSES $0.00 PRE -PAID EXPENSES $0.00 AMOUNT DUE CITY $0.00 AMOUNT DUE EMPLOYEE $0.00 I am certifying that all information provided is true and correct EMPLOYEE SIGNATURE DATE FINANCE APPROVAL DATE DEPARTMENT APPROVAL DATE Do not combine more than one person's expenses on this report. This report MUST incluce ALL costs for the ENTIRE trip. Include all receipts for daily travel or if per diem was not approved. Submit this report within 14 days of retrun, and include cash or check for amounts due to the City with report. Allow ten to fourteen days for reimbursements. Page 155 of 180