HomeMy WebLinkAboutRes 2019-07-588 2019 TML Annual Conference AttendeesCITY OF ANNA, TEXAS
RESOLUTION NO. J0 (�I - b°% 15-:R9_''
A RESOLUTION OF THE CITY OF ANNA, TEXAS AUTHORIZING COUNCIL MEMBERS
TO ATTEND THE 2019 TML ANNUAL CONFERENCE AND EXHIBITION.
WHEREAS, the Texas Municipal League (TML) is conducting the TML Annual Conference in
San Antonio on October 09-11, 2019; and,
WHEREAS, the TML Annual Conference
and provides participants opportunities to
successes with their peers; and,
includes workshops on current municipal issues
discuss challenges, solve problems, and share
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 Membersr�i
to attend the TML Annual Conference and Exhibition in San Antonio on October 9-11, 2019;
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 July 2019.
ATTEST:
I_11» 1001Wa01i
F _
Carrie L. Smith, City Secretary Nate Pike,
ayor
CITY OF ANNA, TEXAS
RESOLUTION NO. 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 "A", for Anna City Council Members.
PASSED by the City Council of the City of Anna, Texas, on this 13th day of October,
2009.
ATTEST:
Nra Wilkison, City Secretary 01111
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APPROVED:
r, Darre riskell
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Res. 2009-10-05 Travel & Training Policy for CC Members.doc PAGE 1 OF 1 10.13-09
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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 -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 out 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
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 Expenses
All modes of travel (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 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
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 bays 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.
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 parking fees for personal vehicles or rented vehicles.
Lam. 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 15010)
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 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.
Exceptions
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.
Travel and Expense Reimbursement Form
Resolution 2009-10-05
Travel and Training Policy for Council Members
General Registration Information
The TML Annual Conference and Exhibition will take place October 9-11 at the Henry B. Gonzalez
Convention Center in San Antonio.
• Visit https://tmiconference.org/registerinfo for complete registration information.
• Visit https://tmiconference.org/housing for complete housing information.
Conference attendees must register for the conference before booking a hotel room. You will
need your member ID to register. Visit the TML Member ID Search to find your personal Member
ID. For assistance, please contact us at database@tmI.org.
Important Note: If you cancel your conference registration, you must cancel your hotel
reservation separately.
How to Register
• Register Online (opens July 23)
• Register by Mail (opens July 23)
• Reserve Rooms by Mail (opens July 23)
Registration Fees
Registration
Full Registration by August 23
Full Registration after August 23
One -Day Registration
Spouse/Guest (does not apply to city official or
employee)
Thursday TML Health and Risk Pools' Breakfast
Thursday Attendee Luncheon
Friday Attendee Brunch
TML Member
$320
$370
$185
$75
N/C
$50*
$35*
Non -TML Member
$470
$520
$310
$75
N/C
$50*
$35*
*If you have any special dietary needs (such as allergies, restrictions, or sensitivities to particular
ingredients), please contact TML at training@tml.org. Please note that you are responsible for
the actual meal cost (the ticketed meal cost plus the difference between that and the specialized
meal cost).
I& G 1901Q- OT 5-9s1
Conference
Standard
Distance to
TML
Estimated Daily
Hotels
Single/Double
Convention
Shuttle
Parking Fees (sales
Room Rate*
Center
Provided
tax may be added)
Grand
$209
next door
No
Self — $33
Hyatt
Valet — $43
600 East
Market
Street
Hilton
$209
across the
No
Valet only — $44
Palacio del
street
Rio
200 South
Alamo Street
Hotel
$209
2.5 blocks
Yes
Valet only — $38
Contessa
306 West
Market
Street
Hyatt
$219
2.5 blocks
Yes
Self — $36
Regency
Valet — $46
123 Losoya
Street
La Quinta
$169
1.5 blocks
No
Self — $25
Inn and
Valet — $30
Suites
303 Blum
Street
Marriott
$229
1 block
No
Self — $37
Rivercenter
Valet — $43
106 Bowie
Street
Marriott
$229
across the
No
Valet only — $43
Riverwalk
street
889 East
Market
Street
The
Menger
204 Alamo
Plaza
Westin
Riverwalk
420 West
Market
Street
Cancellation Policy
$169
$219
2 blocks
3 blocks
No
Yes
Valet only — $28
Self — $25
Valet — $39
If canceling before August 23, TML will provide a refund, minus a $75 cancellation fee. No
refunds will be given after August 23. No exceptions will be made, and meal tickets are
nonrefundable. If you are registered and cannot attend, we encourage you to send a substitute.
Please send your cancellation notice via email to acct@tml.org.
2019 TML Annual Conference Hotels
Attendee room blocks will open on Tuesday, July 23, at 10:00 a.m. CDT.
*For specified hotels, TML provides shuttle service beginning 30 minutes before registration
opens and until 30 minutes after registration closes.
*Rate does not include 16.5% hotel occupancy tax; additional fees may apply.
Parking: Hotel parking rates listed above may change before you arrive. It is advisable to
contact your assigned hotel prior to arrival to determine exact rates during your stay.