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Home My WebLink About8-28-2007-02 - Resolution - 08/28/2007 RESOLUTION NO. 8 -28- 2007 -02 • A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COLLEGE STATION, TEXAS, REPLACING THE CITY COUNCIL TRAVEL POLICY ADOPTED MARCH 13, 2006, AND DECLARING AN EFFECTIVE DATE. WHEREAS, the College Station City Council in fulfilling their duties for the citizens of College Station, may travel for professional development, legislative, any other performance of official duties, or economic development purposes; and, WHEREAS, the College Station City Council shall serve without pay or compensation; provided, however, they shall be entitled to all necessary expenses incurred in the performance of their official duties; and, WHEREAS, the College Station City Council desires to review their travel and reimbursement policy on an annual basis to ensure that the policy meets the guidelines of the City of College Station Employee Handbook; now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF COLLEGE STATION, TEXAS: PART 1: That this policy shall be consistent with City administrative travel related Policies in the City of College Station Employee Handbook adopted • September 2004. PART 2: That the City Council approves the attached travel policy, "Attachment A ". PART 3: That this resolution shall take effect immediately from and after its passage. PASSED AND APPROVED this 28` day of August, 2007. T EST: APPROVED: :: CONNIE HOOKS, City Secretary BEN WHITE, Mayor APPROVED • - � Ci i ty Attorney 60 O /council /Council Travel Policy Amendment 2007 /travel policy resdution for updated policy 2007 "Attachment A" CITY OF COLLEGE STATION CITY COUNCIL BUSINESS TRAVEL POLICY Purpose The purpose of this internal control policy is to establish uniform procedures that shall apply to all related expenditures for professional development, legislative, and other necessary expenses incurred by members of the College Station City Council while performing their official duties. This policy shall be consistent with the City policies defined in the City of College Station Employee Handbook adopted September 2004. In addition to these policies, the City Charter §Section 19 provides that members of the City Council shall serve without pay or compensation; provided, however, they shall be entitled to all necessary expenses incurred in the performance of their official duties. General Procedures The City Manager will allocate general fund monies annually during the budget process for professional development and City business - related travel and reimbursable expenses for the ® Mayor and Council members. During the fiscal year, the Mayor or his designee shall be provided monthly budget reports of the City Council budget. If determined by the Mayor or his designee that sufficient funds are not available to cover projected expenses for unscheduled travel, the City Manager shall transfer adequate funds from the General Fund Contingency balance to the City Council Budget. Authorization for Travel Each City Council member will be entitled to attend meetings that are projected expenses within the budget. In addition, funds shall be budgeted for unscheduled and unanticipated trips as may be necessary to conduct official City business. All travel and training requirements that are not specified in the approved budget, including unscheduled and unanticipated trips, require the following: 1) a proposed budget for expenses related to the unscheduled training and/or trip must be submitted to the Mayor or his designee in a timely period prior to departure date, if possible; and, 2) verification of funding by the Mayor and City Manager before the training and /or trip is taken. The following is a list of pre- approved events and/or meetings that any member of the City Council may participate in as a group or on an individual basis, subject to availability of funds: ✓ Texas Municipal League Annual Conference • ✓ Texas Municipal League Association of Mayors, Councilmembers and Commissioners Council Business Travel Policy adopted August 28, 2007 Page 1 ✓ Texas Municipal League Newly Elected Officials Conference ✓ Texas Transportation Summit ✓ National League of Cities Annual Congress of Cities ✓ Legislative Meetings with Elected Officials in Washington and Austin Lodging The City will pay training class /seminar, conference, and meeting related out -of -town lodging costs at a single occupancy rate. The City will pay for the cost of the room and business telephone calls only. Council members may, at their own expense, upgrade their lodging. Additionally, Council members are responsible for payment of non - reimbursable expenses such as: room service, in -room movies, personal phone calls, etc. Transportation The City will pay all reasonable and necessary transportation costs incurred for required travel relating to the performance of official duties or professional development. Air Travel If air travel is selected, payment will be made for the commercial coach fare rate only. Discount fares and/or airline specials are offered by airlines. If a discounted fare and /or airline special ® require the Council member to leave or stay over an extra day, the City will pay for the lodging and meals for the extra day(s) provided the costs do not exceed the savings on the airfare. Personal Vehicle If a personal vehicle is used for travel, mileage reimbursement will be made at the current mileage rate set by the Internal Revenue Service (IRS). The reimbursed amount is expected to cover all of the personal vehicle related expenses for meetings outside Brazos County. The Mayor and Council members shall be reimbursed mileage at the IRS rate per mile for travel from City Hall to business - related meetings, luncheons, and ceremonial functions. Reimbursement shall not cover travel from home to business related meetings within Brazos County and City facilities. Meals Meals purchased within the City of College Station and the immediate surrounding area shall be paid for by the City if the purpose of the expense is clearly in the best interest of the City. Council members may use the City procurement card. If a personal credit card or cash is used instead, a Council member shall be reimbursed up to the amount indicated on the meal receipt. A Council member will have meals paid for up to sixty dollars ($60) per day. An increase or change from the daily allowance may occur based on factors such as higher costs at the travel destination or other extenuating circumstances. This includes, but not limited to meetings with ® local, state or federal officials, dignitaries, business representatives, other local government Council Business Travel Policy adopted August 28, 2007 Page 2 officials, or meals at professional organization functions. local organizations of which the City is a member. The business purpose and individuals who participated in the meal must be noted on the receipt. Reporting Purchasing Card Upon taking the elected official's oath of office and attendance at orientations, a newly elected official will be provided a City procurement card. All procurement cards are the property of the City of College Station and for authorized purposes only. It is at the discretion of the Council member to retain the card at all times or the City shall maintain in a safe and secure location until needed. All expenditures on procurement cards must be reported to the City Secretary's office within five (5) business days after returning from trip. A lost, stolen, or misplaced card should be immediately reported to the credit card company as well as the City Secretary's office, 764 -3541. Approval Process The Mayor or Mayor Pro Tem shall review and consider any transaction necessary for City related business activities by any Council member. These officials will be responsible for • signing the necessary documentation that such expenditures were made in accordance with this policy. Travel expenses for spouse or accompanying Council members to conferences or meetings shall be paid for by the Council member. Miscellaneous Council members shall notify the City Secretary's office as far in advance as possible to provide greatest flexibility in obtaining advantageous airfares and lodging rates. In the event, a Council member is unable to attend a scheduled trip, he should notify the City Secretary's office as soon as possible to ensure that notification can be made to airlines or hotels for reimbursement of deposits in a timely manner and additional costs are not incurred. A Council member may be responsible for costs incurred to the City if cancellation is not due to an emergency. Council Business Travel Policy adopted August 28, 2007 Page 3