Loading...
HomeMy WebLinkAboutResolution - 2004-R0280 - Amendment Of Travel Policy - 06/09/2004RESOLUTION Resolution No. 2004-R0280 June 9, 2004 Item No. 52 WHEREAS the City Council did by resolution #1610, as amended by Resolution # 2529, establish policies and procedures pertaining to the operation of the City of Lubbock in Volume 1 of a Policies and Procedure Manual; and WHEREAS the City Council deems it to be in the best interest of the City of Lubbock to amend certain policies and procedures as set forth in this manual; NOW THEREFORE: BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT the City Council Rules, Order of Business and Procedures as set forth in Volume 1 of the Policies and Procedure Manual of the City of Lubbock is hereby amended by replacing Section VI. entitled "Travel Policy" with the new Travel Policy set forth in the attachment to this resolution. Said Policy is attached hereto and incorporated in this resolution as if fully set forth herein and shall be included in the minutes of the City Council. Passed by the City Council this 9th ATTEST: gs:/ccdocs/Travel Policy.res June 4, 2004 Resolution No. 2004-R0280 City Council Travel I Business Expense Policy OBJECTIVE: City Council travel I business expenses are for the purpose of training, accomplishment of a specific purpose, solution to a definite problem, or purchase of items related to Council business. In the case of travel, each Council member · will carry out the purpose of his/her trip in an effective and economical manner. The City will reimburse Council members for all reasonable out-of-pocket expenses, which are incurred while on City business, up to the approved annual budgeted amount for individual Council travel/business expense. RESPONSIBLE AGENCY: Mayor and City Council SERVICE/POLICY: 1. The City Council will approve a Mayor and Council travel/business related expense budget of $21,000.00 annually. The Council budget will be divided equally among the seven members of the City Council, allowing $3,000 per member annually. Council members newly elected in May or run-off election as a result thereof will be allocated one-third (1/3) of the annual allocation to each Council member. 2. Expenses reimbursed to each Council member for Council travel and business related charges should not exceed the amount allocated to each Council member, without the prior approval of the City Council. The transfer of allocations between Council members is prohibited. 3. Each Council member will, in his/her reasonable discretion, determine the necessity for and benefits to be derived from travel or business related charges . However, reimbursement will be allowed only up to the amount allocated for each Council member as approved in the annual budget. The Mayor, Mayor Pro Tern, and both City Council Executive Assistants will be provided monthly reports from the Accounting Department so that travel can be monitored and items can then be placed on City Council agenda as needed. 4. Council members shall submit a separate expense report for each trip within 30 days of the last trip. Original receipts must be attached to the expense report. 5. Included as business related expenses are: luncheon/banquet or similar type ticket charges where the Council member will be representing the City, subscription·s to periodicals/publications, individual membership dues 2-ooq_ e_ozso to associations, leagues, etc., that will benefit the member in the conduct of City business, and other business related meeting expenses. Council members' annual travel/business expense allocations shall not be used for purchase of furniture, fixtures, art or other fixed assets unless approved by the City Council. 6. Expenses for a spouse, family members or friends who accompany a Council member are not reimbursable by the City of Lubbock. 7. Except, as noted above, Council members shall adhere to general · procedures and policies related to the City employee travel policy. Where a Council member's presence is required by a specific department of the City, associated expenses shall be charged to that department, unless, however, said expenses are related to out-of-town travel, in which case the expenses shall be charged to the Council member's annual travel/business expense allocation. 8. Council members appointed by the City Council to state and national organizations representing Lubbock's interest would be excluded from this policy, for travel to those state and national organization meetings. Examples would include Ports to Plains, Texas Public Power Association, Canadian River Municipal Water Authority, TEX-21, and other organizations the City Council appoints to. This includes Council approved and endorsed legislative meetings in Washington D.C. with our community leaders, Chamber of Commerce, legislative team, Texas Tech University, lobbyists, bond rating meetings with bond agencies, and other meetings that are deemed necessary for Lubbock's needs, i.e. water, transportation, agriculture, issues affecting municipalities and our economy.