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HomeMy WebLinkAboutRes 2021-06-932 2021 TML Newly Elected Officials OrientationCITY OF ANNA, TEXAS A RESOLUTION OF THE CITY OF ANNA, TEXAS AUTHORIZING COUNCIL MEMBERS TO ATTEND THE 2021 TML NEWLY ELECTED OFFICIALS' ORIENTATION. WHEREAS, the Texas Municipal Leagueconducting the TML Newly Elected Officials' Orientation in San Antonio on July 29 - 30, 2021; and, WHEREAS, the TML Newly Elected Officials' Orientation is provided to help new Council Members begin their public service with confidence. This program will guide them through the most fundamental areas of city government, help them side-step potential pitfalls, and give them the resources needed to maximize their impact as a city leader.; 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 Newly Elected Officials' Orientation 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 Newly Elected Officials' Orientation in San Antonio on July 29 - 30; 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 22nd day of June 2021. ATTEST: ,0\\""11111111APPROVED: �N O ��9� A� . Carrie L. Land, City Secretary = 'elate 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 Home -Rule Charter authorizes City Council members to be reimbursed for actual expenses incurred in the performance 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 , for Anna City Council Members. PASSED by the City Council of the City of Anna, Texas, on this 13t' day of October, 2009E ATf EST: City Secretary APPROVED: Res. 2009-10-05 Travel &Training Policy for CC Members.doc PAGE 1 OF 1 10.13-09 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 opportunities 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 -tern 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 out City business at a n ummum 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 conference might start late on the following day. This discounted airfare 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 forms 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 Navel (air, rental, personal vehicle, taxi, bus, train, or subway) should be chosen with consideration towards minimizing the loss of time effectiveness 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 & 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 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 IRS 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 most direct route from the point of destination. Peeking. 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 parking fees for personal vehicles or rented vehicles. Lodging. 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 on 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 Gity 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 151%) 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 Tries. For trips not requiring overnight stays the City will reimburse or 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 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. Ezceations 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 AUTHORIZATION (NAME I I DEPT4 Section A -Business Reasons TREASON: � � ESTIMATEDTRIPCOST: � � DESTINATION: DATES -FROM: TO: NOTES: Section B - Advance and Travel Approval Advance Amount $0,00 BUDGETACCOUNT NUMBERS) City Manager Approval Date: Ti TML Newly Elected sty Officials' Orientation You've got questions...we've got answers. Menu San Antonio Program Sessions are subject to change. July 29, 2029 7:30-8:00 a.m. Registration with Coffee and Breakfast Bites Welcome 8:00-8:10 a.m. TAMCC President and TML Board Director Steve Rockey, Councilmember, City of Friendswood Be an Inspiring Leader 8:10-9:10 a.m. Betsy Price, Mayor, City of Fort Worth 9:10-9:25 a.m. Stretch Break Parliamentary Procedure: Being Aware of the Key 9:25-10:25 a.m. Rules Mary. Kayser, TRMC MMC, Former City Secretary Understanding Your Financial Oversight 10:30-11:30 a.m. Responsibilities Martie Simpson, Executive Director, Government Finance Officers Association of Texas 11:30 a.m.-1:00 P.M. Lunch on Your Own 1:00-2:00 p.m. Governing Ethically: Understanding Your Influence Dan Johnson, City Manager, City of Richardson Fundamentals of City Regulation 2:05-3:05 p.m. Amber McKeon -Mueller, Legal Counsel, Texas Municipal League 3:05-3:15 p.m. Stretch Break Interacting Constructively with the Media 3:15-4:15 p.m. Tom Bryson, Communications Consultant, DFW Strategic Communications Advocating for Your City 4:20-5:00 p.m. Monty Wynn, Director, Grassroots and Legislative Services; and jj Rocha, Grassroots and Legislative Services Manager, Texas Municipal League �u�y 30, 2021 7:30-8:00 a.m. Coffee and Breakfast Bites Your City's Revenue Sources and Economic 8:00-9:00 a.m. Development Tad Cleaves, Legal Counsel, Texas Municipal League 9:05-10:05 a.m. Texas Public Information Act Required Training Will Trevino, Legal Counsel, Texas Municipal League Texas Open Meetings Act Required Training 10:10-11:10 a.m. Evelyn Njuguna, Assistant Director of Legal Services, Texas Municipal League TML Municipal League -All Rights Reserved Google Maps 111 North Powell Parkway, Anna, TX to San Antonio, TX NEW MEXICO ieo;dp.o 4 -A L l.1ESrC,n�i1ER0 R E,S V'A710N Natirest ices , mV Lubbock Roswell Lexe',iand ° ArhWa Whirs setnonale Carlsbad AEI Paso Steno Blar�ra Van Nom I CHIHUAHUA °jnaga Juan oldama + Chihuahua ° j 8-.95Sinrg Midland . _..1 .. ....... Odessa e.mn�nan; veoo" Fon Soo; klen H oda Alp na Big,Bend ,� Cluda National arke _ Piedras 53 111 N Powell Pkwy Anna, TX 75409 Drive 318 miles, 5 hr 11 min WichiQa Falls �y t o, ti xari;ana -Workkk� �J Plano p Daleas FortWortho _ As m itj Abilene ■ Lon�view Shreveport TvIer ° : (j5hr 45 min I 333 miles W Naroyd�,ches San Angelo TEXAS J0' J F Killeen 7 _m (� •ti College Station R 5 hr 55 min The 33a miles n 310 miles Lake Charles�woodlands Beaumont° i .or:'r.ye i� x Xan Marcos Houston IVO aPasadena San Antonio Sugar Land C aide Galveston Go gle ® Victoria Get on TX-121 S/US-75 S 10 min (7.4 mi) 1. Head south on TX-5 S/N Powell Pkwy toward W 4th St 4) Continue to follow TX-5 S 5.9 mi 2. Continue onto TX-121 N 0.8 mi '� 3. Use any lane to take the ramp onto TX-121 S/US- 75 S 0.8 mi Follow US-75 S, I-35E and I-35 S to La Trinidad St/S Pecos St in San Antonio. Take exit 155c from I-35 S 4 hr 37 min (310 mi) '"I 4. Merge onto TX-121 S/US-75 S Continue to follow US-75 S 17.8 mi '1 5. Keep right at the fork to stay on US-75 S Map data ©2021 Google, INEGI 50 mi �_______ __—_ __t 1 6. Keep left to stay on US-75 S 15.8 mi q 7. Continue onto k345/US-75 S 0.6 mi 8. Continue onto US-75 S 0.4 mi Al 9. Use the right 2 lanes to take exit 284A for 1-30 W 1.0 mi Al 10. Keep right to continue on Exit 45 0.1 mi '� 11. Keep right, follow signs for I-35E N 0.9 mi 12. Use the left 2 lanes to keep left at the fork and continue toward 1-35E �I 13. Keep left at the fork, follow signs for I-35E S/Waco and merge onto k35E 4.7 mi 'q 14. Keep left at the fork to continue on 1-35E S, follow signs for Waco 52.6 mi '� 15. Merge onto I-35 S 77.4 mi '� 16. Keep left to stay on I-35 S 0.3 mi 17. Keep left at the fork to stay on I-35 S O Pass by Motel 6 Austin, TX (on the right in 52.9 mi) 55.9 mi Al 18. Keep left at the fork to continue on 1-35 S/US-290 W/N Interstate 35, follow signs for 32nd St O Continue to follow 1-35 S 42.4 mi h 19. Exit onto IH 35 S 3.1 mi '°1 20. Use the left lane to take the ramp onto I-35 S 28.2 mi 21. Keep left at the fork to stay on k35 S 6.4 mi 22. Keep right at the fork to stay on I-35 S, follow signs for 1-10/US-87/Houston/EI Paso 1.1 mi 23. Take exit 155c toward W Houston St/Commerce St 0.2 mi Drive to Dolorosa 4 min (0.9 mi) 24. Merge onto La Trinidad St/S Pecos St 0 Continue to follow S Pecos St 0 Pass by McDonald 6s (on the right in 0.2 mi) 0.4 mi 25. Turn left onto Dolorosa 0.5 mi San Antonio Texas These directions are for planning purposes only. You may find that construction projects, traffic, weather, or other events may cause conditions to differ from the map results, and you should plan your route accordingly. You must obey all signs or notices regarding your route.